Organisation

Work/Task Breakdown

Before the 3 Phases

• Brief

  • Decisions and information on a number of items for work to be completed before
  • Security patches
  • Start Clones
• Security Patches (and EDI Decommissioning Changes – assume no EDI)
  • Cumulative security patches after Oct 17 -  Oct security patches
• Check that the outstanding Clone patching has been completed before the clones work, this could be included in the security patching work.
• Prior to this year's clones, check that the Clone patches mentioned in PPP014 closure outstanding tasks - are planned here (or have already been completed)
• Start Clones Oracle HRLIVE to HRDEV, HRCONF and HRTEST 
  • Clone HRDEV
  • Clone HRCONF
  • Clone HRTEST

There will then be three phases

• Phase 1 RUP 12 + Any Pre-requisite patches
• Phase 2 Tax Year End 
  • TYE patches
  • Auto re-enrolment (if required)
  • Scottish patches (if required)
• Phase 3 Post TYE Budget changes. This phase may not be required if no post budget changes are needed.
  • post budget changes (if required)
  • January and April Security patches

Each Phase will incorporate

• Investigation into work required for that Phase and to create a list of the required patches
• Check the project requirements for the HR-Dev environment, apply patches successfully to HR-Dev, IS Apps carries out all post patching checks, which is then followed by Payroll initial testing
• Apply patches successfully to HR-Test, carry out all post patching checks, which is then followed by Payroll Acceptance testing
• Support Acceptance testing
• Deploy to LIVE

Security patches are released quarterly and the most recent security patch should have been completed before the End Clones take place, often within Phase 3

After the 3 Phases

• End Clones Oracle Live to Dev and Test

  • Clone HRDEV
  • Clone HRTEST
  • Clone HRCONF

Closure

Planning Downtime

Review PPP013 eBusiness Suite – Database Upgrade - Closure as it has some useful suggestions on planning downtime e.g.

• After completing the upgrade process on TEST, it became clear that to both upgrade the database (PPP013) and apply patching (PPP014) to the HR database could not easily occur in one Business Day, an upgrade alone (PPP013) or the application of patches (PPP014) done independently take 1/2 a day.  However in order to sensibly undertake testing in between these works on the Live database, it is preferred to conduct the upgrades on separate days, which was a recommendation of both the Technical Project Team and Go CAB.  
• It should be noted that from the onset the Business had made it clear that the upgrade could not occur on two separate days, the system could only be down one day and that if there was a risk it would have to be down on two days we should look to not go ahead with the Security patches.  Also if it was clear to IS that it would have to be on two separate days, why was the business not told until the last minute (leaving us with very little option)? 
• IS did not know this was the case until TEST was completed and had always stated that a decision would be required at that point.  It was hoped / expected that the works could be conducted in one working day, however the limited availability of a deployment windows, especially heading into the festive period, further compounded by having to fit both patches (PPP014) and the upgrade (PPP013) into the same deployment window, along with the looming ‘threat’ of the FIN118 works meant that we were extraordinarily constrained.  Agreement was reached to split across two half days of downtime.  
• The lesson learnt is that future projects / planned deployments will need to be mindful of / plan for this to limit impact on the Business.  The Business were impacted by having to work staff working patterns and part time staff for example around two working days impacted.
• Deployment windows for any works to the HR database are relatively narrow and need careful coordination / planning around payment runs (PPP013 feedback)
• Business testing is approximately 2 days effort, however due to the nature of the tests involved require 5 days of duration ideally
• Ideally when applying patches (PPP014) it is the preference of the Business that on DEV that these are applied independently, giving the Business time to test each patch before applying the next one
• It is suggested that refreshing / keeping the four environments (HRDEV, HRTEST, HRCONF and HRLIVE) in sync, should be discussed at least quarterly at a Programme level. 

This will be affected by the number of Projects / works that are being undertaken against the environments at that point in time

Resources, Skills and Costs

Resources and Skills

• HR and Finance (Finance and Payroll) will be required to test and sign off patching in each of the three environments.
• IS Development Technology (Dev Tech) will be required to complete clone work and identify and apply security patches and the application patches.
• IS Applications Support will check out the deployment of patches before passing to the business
• HR and Finance (Payroll and Finance Technical Support) will review available patches and jointly agree what and when they are to be applied.

Cost

• No additional costs are expected for this project (IS Applications days are covered by Core Funding)
• The proposal budget for this project is:
  • Annual Maintenance 19/20 – 150 days
• At Brief stage the project was estimated at 151 days

Project Governance

This project will follow the standard project governance in Project Services.

Any changes to major milestones (Initiation, Planning, Delivery and Closure) will be approved by the Project Sponsor, Project Team and WIS.

Major milestones achievements and changes will be submitted to WIS for approval/noting as necessary

Project Stakeholders

(Please copy and paste from Stakeholder List)

Project Estimations

(Please attach/link from Estimation Log)

Proposal was estimated at 150 days

Brief has been estimated at 151 days

Brief Estimate

This does not include

• parallel running with Core or
• decommissioning HR Oracle 

Attachment	Size
FIN132 3 point estimate	88 KB