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Change Management: Planning for the changes ahead, a University of Florida perspective

Change Management: Planning for the changes ahead, a University of Florida perspective. Narasi Ramachandran, Learning Support Services Martin Smith, Computing and Networking Services Mike Stoufer, Instructional Computing Services. Overview.

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Change Management: Planning for the changes ahead, a University of Florida perspective

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  1. Change Management: Planning for the changes ahead, a University of Florida perspective Narasi Ramachandran, Learning Support Services Martin Smith, Computing and Networking Services Mike Stoufer, Instructional Computing Services

  2. Overview • Adopted Sakai in 2010 after review by a faculty review committee • Pilot was run in Summer 2010 with a select few courses • Fall 2010 went live with 3100 sections and 39,000 students • Adoption grew to 4100 section in Spring 2011 • Old CMS system was retired in May 2011!!! 12th Sakai Conference – Los Angeles, California – June 14-16

  3. Sakai Deployment overview • 11 roles configured for UF clients (Student, CE Student, Auditor, Observer,Instructor, Guest Lecturer, Facilitator, Designer, TA, Non Grading TA, Grader •  Course and project sites deployed with slight variations in roles and purposes • Course sites setup by LSS and enrollment managed by ICS programmed CM Synchronizer • Project sites open for all any valid UF user can create his/her site

  4. Input Mechanisms • Gap analysis by CMS review committee • Features and bugs reported by clients through LSS • CMS Governance committee for features recommended by faculty • Infrastructure group for performance and security recommendations • ICS bridges gap between all groups

  5. The Players • Three main groups that support various parts of Sakai at UF: • Instructional Computing Services (Developers) • Learning Support Services (Training, Q/A & User Support)  • Open Systems Group (Infrastructure) • Technology resources (platforms, tools, etc) • Oracle databases, Application servers, Load balancer • CFEngine, Autogenerated configuration files (Apache, sakai.properties, security.properties, etc) 12th Sakai Conference – Los Angeles, California – June 14-16

  6. The Players e-Learning Support Services • Supports front end clients faculty and students with several e-learning technologies • Provides feedback and input for developers and infrastructure unit on bugs, performance etc • Q/A on new builds at various stages • Request new features and report bugs •  Communicate with several stakeholders on changes

  7. The Players Instructional Computing Services (ICS) Developers • Tool Installation/Upgrade/Patching • Feature Programming • Integration with UFL SIS • Integration with HR and Continuing Education Registration • Bug/Issue Resolution • Build Creation and Scheduling

  8. The Players Open Systems Group (OSG) Hardware/Software Infrastructure • Clustered Oracle support (configuration, support, DBA) • Hardware Support (Storage tier, OS tier, tomcat tier) • Build Promotion (SQL scripts, Sakai binary builds) • 24/7 monitoring and support (system-wide to user) • Resource management and growth (utilization of each tier)

  9. And now here’s a… Change management process 12th Sakai Conference – Los Angeles, California – June 14-16

  10. Open Systems (Infrastructure group) • Promotes build to a test cluster (identical to prod) • Does not address software updates below Sakai • Could involve updates to automated configuration management (new properties, changes to httpd or tomcat configuration) • Could involve SQL scripts that we hope are repeatable! • Often involves scouring logs for any differences • Performs basic functional testing such as: • Can I login using Shibboleth (SSO)? • Can I still see Sakai sites?

  11. Open Systems (Infrastructure group) • Performs load testing based on LSS scripts • Up to 2,500 concurrent users • Tasks like tests/quizzes, submit an assignment, run a site stats report, and more... • Looks for responses per second, as well as functional success or failure • Examines tomcat load, thread counts, AJP communication, connection counts • This approach is still limiting... • Participates in the "Go? No go?" decision

  12. 'Trac'king Build Progress Trac, an Open Source Project (http://trac.edgewall.org) • Web-Based Software Project Management • Interfaces to Subversion or Git • Provides a Method of Communication Between Groups • Allows Developers to Link a Subversion Commit to a Ticket

  13. 'Trac'king Build Progress Wiki:  Developer Schedule and 'How To' Information

  14. 'Trac'king Build Progress Timeline: Follow Changes in Trac (Subversion, Tickets, etc.)

  15. 'Trac'king Build Progress Roadmap: Provides Graphical View of Tickets Status

  16. 'Trac'king Build Progress Browse Repository:    Easy Way to View Change History                                   and See Diffs in Code.

  17. 'Trac'king Build Progress View Tickets:  Easily Configurable Way to View Tickets by                        Various Criteria

  18. 'Trac'king Build Progress

  19. Build Flow

  20. Promotion Schedule Feature Freeze (approx. 6 1/2 weeks prior to promotion)  Last opportunity for LSS to request a tool or feature to         be added to the upcoming build. Code Freeze (approx. 4 1/2 weeks prior to promotion) No new code may be added after this date.  Existing code may be modified to fix issues found during Q/A on dev instance. Move to Test Instance (approx. 2 1/2 weeks prior to promotion) Full Q/A testing by LSS. Load testing by OSG.

  21. Promotion Schedule Go/No Go Decision (approx. 4 days prior to promotion) All three groups (LSS, ICS, OSG) must agree that the promotion to production is a 'Go'. OSG schedules maintenance LSS announces planned maintenance to community Promotion Day! OSG performs promotion LSS and ICS staff are available in case of issues

  22. LSS testing matrix Primarily 2 types of matrix used for testing documentation •     Basic template - used for testing upgrades to existing versions •     Advanced template - used for testing new version

  23. LSS Testing Process • All LSS staff engage in the process • Tools broken down by individuals • Realms configuration managed by only a select few • Certain testing features rolled out to other campus e-learning admins • Bugs/Features/Tasks assigned to ICS developers with documentation

  24. Input Mechanisms • From trouble tickets • Enhancements from the Sakai community • Faculty requests channeled thorough the CMS governance committee • Admin staff for minor features/settings

  25. LSS Testing Sample Matrix -

  26. ... and how to handle those changes outside the process Things that don't fit 12th Sakai Conference – Los Angeles, California – June 14-16

  27. The big items • Web services / middle-ware  • Course creation, roster loading, enrollment and Helpdesk tools • Sakai settings - ICS and LSS roles • Other things that can be changed on the fly from the database   • Maintain dev instance and individual dev individual dev VM's for developers  • Username changes using JWS • Off-cycle maintenance • Wholesale changes to the cluster layout 12th Sakai Conference – Los Angeles, California – June 14-16

  28. Questions?

  29. Contact Information Narasi Ramachandran rnarasi@ufl.edu Mike Stoufer kc4uf@ufl.edu Martin Smith smithmb@ufl.edu Thank you for joining us

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