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Prepare the pilot site and install and/or convert the hardware, software, and databases by following the Installation and Conversion Plan and the SBA ADP Standard Release Procedures. Closely monitor the system during operation at the pilot site and document the results. Based on the documented results, make recommendations to the user and project sponsor organizations about the system's operational readiness in the production environment. Include the following activities:
Table 6-3 lists personnel roles and responsibilities for installing the system at the pilot site.
|
Role |
Responsibility |
|---|---|
| Project Sponsor | Reviews pilot test results and accepts pilot system for production. |
| Project Manager | Coordinates system installation activities.
Presents pilot test results to system users. |
| User | Operates pilot system. |
| Developer | Installs system.
Train pilot system users. Assists in readying pilot environment. Executes pilot Installation and Conversion Plan. Updates system documentation. |
| Operations | Ensures pilot environment is ready.
Performs pilot system installation and conversion. |
| Project Database Administrator | Supports data conversion activities. |
| Configuration Management | Establishes controlled pilot environment.
Establishes production baseline. Logs changes implemented during pilot activities. Controls approved system documents. |
| Quality Assurance | Monitors pilot site installation and conversion activities.
Audits production baseline library. Verifies problem/change logs. |
Review all equipment and site facilities to ensure that the pilot operation environment is ready for the newly developed hardware and software to be installed. Notify affected personnel and organizations about the upcoming installation and conversion, and schedule meetings to ensure that all affected personnel are aware of any procedural changes.
Ensure That Physical Facilities Are Ready
At the pilot site, perform a review of the equipment and the physical environment where the equipment will be located to ensure that all safety regulations have been followed and that the installation and conversion procedures were carried out in accordance with the Installation and Conversion Plan.
Ensure That Affected Organizations Are Notified
Contact the organizations that will be affected by the pilot of the new system to ensure they are aware of the cutover date for the pilot program. Make sure that these organizations are aware of their responsibilities and of any revised operating procedures required during pilot activities, that they have completed the necessary preparations, and that they are ready for the pilot to begin.
Install the hardware and software for the new system at the pilot site in accordance with the Installation and Conversion Plan. Convert or install the necessary data and databases and initiate system performance monitoring functions.
Execute System Installation in Accordance with Plan
Install the system at the physical location where the pilot test is to be performed. Ensure that the installation is carried out in accordance with the procedures described in the Installation and Conversion Plan. Verify that only the required hardware and software are installed in the pilot test environment. Conduct initial test checkout to verify correct integration of the installed components.
Execute Data Conversion in Accordance with Plan
Convert the data to be used in the pilot system to the media and format required by the new system. Ensure that data conversion is carried out in accordance with the procedures described in the Installation and Conversion Plan. Verify, by inspection or test, that data conversion has been implemented correctly. If problems are encountered during data conversion, follow the problem resolution procedures defined in the Installation and Conversion Plan.
Control Pilot Environment
Ensure that the integrity of the system is preserved during installation. Review the list of equipment to ensure that all components necessary for the pilot site are installed. Prepare software installation package from the configuration controlled software library. Maintain all records associated with the installation (e.g., problem reports, audit reports, and installation reports).
Pilot Readiness Review
When installation is complete, notify the project sponsor and user organizations that piloting activities are ready to begin. Be prepared to discuss the steps of the installation process, the equipment and software installed, and tests to be performed to show the users that the system is ready to be used in the pilot environment.
Schedule and conduct training classes for all personnel affected at the pilot site. Perform pilot site training in accordance with the Training Plan. Monitor training activities to determine if the selected training techniques are achieving the desired results.
Analyze feedback received from personnel attending the pilot training sessions; and, based on this analysis, refine training procedures or materials to ensure that training objectives are met. Changes that occur during pilot system activities may require changing the Training Plan and related courses and materials.
Operate the newly installed system in the pilot environment designed to mirror all aspects of the production environment. Closely monitor all aspects of system performance for compliance with relevant system documentation, and report and correct any deviations before a full-scale production release. Pilot operation should be run parallel to the existing system(s) so that the data output from the two systems can be compared to ensure that the new system is operating correctly.
Perform Day-to-Day Operation of Pilot System
During day-to-day operations at the pilot site, follow the procedures described in the User's and Operations Manual. Ensure the following:
Maintain System Logs
Ensure that operations personnel maintain proper system logs that meet the requirements of operations. These system logs identify any problems found or changes implemented during pilot activities. The system logs are to be used to verify that all problems have been identified, corrected, or deferred to a future system release. Use existing SBA automated tools for maintaining system logs.
Maintain and Follow System Documentation
Ensure that all changes made to the system in the pilot environment are updated in the system documentation. Use configuration version control procedures for all system documentation throughout the life of the system, including pilot operation.
Resolve Problems Found While Operating Pilot System
If error messages are received during the pilot operation of the system, document them as required, and follow the response procedures as outlined in the User's Manual or Operations Manual. If the response procedures do not have the desired effect or if the error message is not listed in either guide, contact the system administrator for support in analyzing the cause of the message.
Report all errors detected during the pilot operation of the system to the project's development staff by using the agreed-upon discrepancy reporting procedures. Report problems determined to have an impact on system security to the ADP security staff.
Document the results of pilot system operation in a Pilot Test Report. Use the system log to record any errors detected during the pilot operation and all feedback received from monitoring the system. Closely review the results and the actions taken to resolve errors, and develop and document any recommendations for improving system performance. Submit these recommendations to the appropriate management areas for consideration.
Document System Problems
Document problems that surface as a result of system diagnostic checks, system performance tests, user or operations personnel complaints, or detected errors. At a minimum, this documentation should include the following:
Document Results of System Operation
Keep a continual record of the results of the system's performance in its pilot operational environment. At a minimum, include the following in this documentation:
This documentation can usually be created by automated techniques, such as using the operating system's ability to dump information concerning CPU time, disk input and output, number of lines printed, elapsed time, and number of jobs or steps processed.
Approve System
System approval is the ultimate objective of the system development project. At the completion of the pilot operation, review pilot test results with the project sponsor and user organizations. Highlight project requirements and functions performed in the pilot environment, results of pilot operation, and any outstanding system problems. Upon successful review of the test results, the user should formally sign off for acceptance of the system before the system is released into production.
Establish Production Baseline
Upon system approval, the production environment is baselined. Maintain strict version and change control over this baseline. Conduct periodic audits to verify that only approved requirements and changes are incorporated into the baseline. Use automated CM tools for processing approved changes and generating change status reports on demand.
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