Interact 2010Interact 2010

Demystifying the Upgrade: Practical Considerations to Keep YourPractical Considerations to Keep Your System Current

© Huron Consulting Services LLC. All rights reserved.

Best Looking LogoPanelists and Facilitatorsg g

Di t f L lGerald Gatt Director of Legal Administration

M i L tt Manager, LegalMaria Leggett Manager, Legal Business Analysis

Michael Stetzer DirectorMichael Stetzer Director

Rich Seleznov Managing Director

Agenda

• Planning

B i C id ti• Basic Considerations

• Upgrade Objectives

A h• Approach

• Changes / Challenges

• Testing

• Training

• Success Factors

• Tools

• Questions and Answers3

Planning Processg

The planning process is critical to the overall success of gyour project. You should include representatives from your IT group, Mitratech, Legal and partner or 3rd party service provider during the initial phase of the projectservice provider during the initial phase of the project.

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Assembling the Teamg

• IT Group–Will help provide resources to meet your project schedule– Should review dependencies with versions of hardware and

software components: W b S A li ti S D t b• Web Server, Application Server, Database

–May be required to assist with installation, backup and cut-over activities

• Mitratech–Can provide access to relevant source code–May assist with remediation estimates and remediation activities–May provide warranty or support for any potential upgrade issues

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Assembling the Teamg

• Service ProviderService Provider–Knowledge on upgrade specifics and process–Remediation activities and estimates–Project management–Training and support

• Legal Business AreaLegal Business Area–Knowledge of current design–Assess impact to the users–Participation in testing, training, communications with end users

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Demystifying the Upgrade –y y g pgBasic Considerations

• Why should I upgrade?• Why should I upgrade?

• How much will it cost?

How long will it take?• How long will it take?

• What is the impact to my organization?

H d I t t t d?• How do I get started?

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Demystifying the Upgrade –Why should I upgrade?

• Compliance and compatibilityp p y– Hardware / Software

• Support & Maintenance– Bug fixes / Patchesg– Required

• Leverage New Features– Searching– Performance enhancement– Usability

• Improve Productivity

• Redesign

• Business Process Improvement OpportunitiesOpportunities

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Answer to Remaining Questions

It all dependsIt all depends….. on your specific y pneeds Cost? Time? Impact?

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Demystifying the Upgrade –Basic ConsiderationsBasic Considerations

• How much will it cost? $50,000 to $125,000*$ , $ ,

• How long will it take? 3-months to 6-months*

• Impact to the organization? Minor to Moderate• Impact to the organization? Minor to Moderate

There is no one answer to these questions because of qdependencies.

*cost and time estimates are based on assumptions and experience from upgrading clients from version 2.4 to 3.1.

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p p pg g

Demystifying the Upgrade –DependenciesDependencies

• Who is doing the work?Who is doing the work? • Internal, Partner Service Provider, Mitratech

• Are internal resources able to work on this initiative?H t i h t i d th d i ?• How extensive have you customized the design?

• CJB, Java Script, Tools• Do you have add-on components or integrations?• Are your end users comfortable with the system or do they need a lot of training?

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Demystifying the Upgrade –Upgrade ObjectivesUpgrade Objectives

Common ObjectivesCommon Objectives

• Upgrade TeamConnect

• Resolve and remediate any application components• Resolve and remediate any application components

• Test the new version, features, and any remediated applicationcomponents

• Resolve any defects

• Train staff on new features and any design or user interfacey gchanges

• Deploy the TeamConnect upgrade into production

* Complete all objectives without jeopardizing business continuity12

Demystifying the Upgrade –ApproachApproach

Every design is uniqueEvery design is uniqueThe cost, effort and impact for your specific application will be dependent on a number of factors. Th t b i id th h f th d h ldThat being said the approach for the upgrade should consider at least two specific phases.

Phase 1: Assessment

Phase 2: Remediation / Upgrade Implementation

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Phase 1: Assessment –ApproachApproach

The objective of the Assessment Phase is to understandThe objective of the Assessment Phase is to understand the impact of your design and to better estimate the effort and cost to complete the upgrade.

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Phase 1: Assessment –ApproachApproach

Assessment Dependencies Include:Assessment Dependencies Include:

• Overall size and complexity of your designA il bilit d f d• Availability and currency of source code

• Access to resources familiar with your design• Current version of TeamConnect• Coordination with Mitratech, 3rd Party Service providers and internal staff• Commitment to the planning processCommitment to the planning process• Comprehensive understanding of the upgrade

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Phase 1: Assessment –ApproachApproach

Activities:

• Review release notes, installation guide for TeamConnect version 3.x

• Coordinate upgrade activities with IT and other participants

• Copy latest version of TeamConnect into a test environment

A l d f 2 4 t 2 5 if t i i i t• Apply upgrade from 2.4 to 2.5 if current version is prior to 2.4 additional steps may be required

• Apply upgrade from 2 5 to 3 1 SP2• Apply upgrade from 2.5 to 3.1 SP2

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Phase 1: Assessment –ApproachApproach

Activities:

• Identify design elements that require remediation

• Perform basic testing to verify design and identify potential issues

• Work with Mitratech, internal resources and/or partner service provider to assess remediation effort

• Develop a remediation plan including estimates and h d lschedule

• Determine level of testing required - develop a high level test plantest plan

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Phase 1: Assessment –ApproachApproach

Activities:

• Determine approach for training - develop and training plan

• Develop estimates for remediation phase

• Develop plan and schedule for remediation phase

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Phase 2: Remediation –ApproachApproach

The objective of the Remediation Phase is to complete the j pupgrade including any remediation, testing, training and implementation activities.

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Phase 2: Remediation –ApproachApproach

Remediation dependencies include:p• Number of design elements that require remediation• Work effort estimates• Dependencies with internal resources Mitratech or 3rd• Dependencies with internal resources, Mitratech, or 3rd

party service providers• Testing approach

• Full regression, limited system testing• Training approach

• Train the trainer, hands-on, Webex, or presentation, , , p• Other dependencies

• Hardware or Software upgrades• Enhancements• Enhancements

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Phase 2: Remediation –ApproachApproach

Activities:

• Complete all remediation activities–Modify custom screens / blocks / XML tags / Java code

Search views–Search views–Home Pages–Wizards

• Coordinate remediation work with internal resources, Mitratech and Partner

• Install and test remediated design elements

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Phase 2: Remediation –ApproachApproach

Activities:

• Track all remediated application components for deployment

• Complete system testing or regression testing including detailed test plan & test cases

• Resolve defects

• Develop training materials

• Schedule & conduct training

• Coordinate activities and schedule implementation

• Deploy upgrade in production environment22

Changes / Challengesg g

3.1 Upgrade

• New API impact to the following design elements–Custom Screens

Java–Java–XML–Java script

• New Batch Display –Simplified

Based on rows and columns–Based on rows and columns–Easier to develop custom screens

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Changes / Challengesg g

3.1 Upgrade

• Web Services–Alternative to XML layer now available

• Wizards–Parameters and page transitions have been modified

S h Vi• Search Views–New search views system created–Object collectionsj

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Testingg

Testing may be required at various levels depending on your organization’s requirements. Your approach to testing should be based on the risk. Critical areas of the system should always be tested with every new productsystem should always be tested with every new product upgrade or release.

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Testingg

• Full Regression Testing of complete application and all g g p ppdesign elements: rules, integrations, wizards, search views, etc..

• Remediation Testing of remediated design elements only

f• Integration Testing of integration components such as AP or e-Billing interfaces

Report Testing of reports or reports that may be• Report Testing of reports or reports that may be impacted by database changes

• System Testing of key design elements according to• System Testing of key design elements according to overall functions to complete business processes

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Trainingg

Approach will vary depending on your user base and the pp y p g ycomfort they have with the current system.

Provide materials or demos of the 3 x system to a coreProvide materials or demos of the 3.x system to a core group to assess the level of training that will be needed.

fLimit training to design changes and specific enhancements. Highlight differences between 2.x version and 3.x.

Consider allowing users to login to a test environment and experience the new design prior to the scheduledand experience the new design prior to the scheduled implementation.

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Trainingg

Gl b l N i ti

3.1 User Interface Enhancements

• Global Navigation

• Home Page Management

• System Administration–Setup (Designer View)–Admin (Users Groups Logs Settings License file)–Admin (Users, Groups, Logs, Settings, License file)

• Hover (Record Snap Shot)

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Trainingg

S hi

3.1 User Interface Enhancements

• Searching –(Look ahead)–Search Collections–Custom Searching

• Hyperlinks to Records

• Save and Close

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Training Alternativesg

• Webex overview – Presentation and demonstration

• Training Sessions – Presentation in-person and demonstration only

T i i S i ith h d i• Training Sessions with hands-on exercises –Allow users to use the new search features–Create exercises to allow users to create custom searches

• Train-the-Trainer–Identify key power users and train them on the new features–Allow these folks to serve as point personnel for questions

regarding the new design

• Training for System Administrators–Training covers new Setup and Admin options for existing g p p g

administrators30

Success Factors

• Planning & CommunicationMost projects don’t plan to fail but fail to plan–Most projects don t plan to fail but fail to plan

–Let Mitratech and your internal staff know about your plans in advance so everyone is on the same page and available when they are needed

–Review latest release notes and know the product release schedule

• Partnership–Work with Huron and Mitratech who have experience with this process to reduce risk and improve quality and success of your upgrade

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Success Factors

• NetworkUtilize your attendance at the conference to make–Utilize your attendance at the conference to make connections with other clients who have experienced the upgrade

–Don’t be afraid to reach out and visit other clients or request a demonstration, live meeting, or conference call

• Complete a thorough assessment–Know your current design–Complete a thorough inventory of your design components

• Don’t overcomplicate training32

Upgrade Resourcespg

Use what is available…

• 3.x Installation Guide

• 3.x Release Notes

• Screen Conversion Tool• Screen Conversion Tool

• Database Validation Script

• TC Legal Conversion Kit

• Getting Ready for TeamConnect 3.x Solution Development Guide (pdf)

• Network with your peers

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DTE - Upgrade Statuspg

BackgroundDTE t f i 2 4 t i 3 1 SP2–DTE went from version 2.4 to version 3.1 SP2

–Assessment was conducted in 2009 and took approximately 1-month to completepp y p

–Implementation was completed in Jan 2010 – entire upgrade completed in 3-months

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DTE - Upgrade Statuspg

ChallengesLDAP h–LDAP changes

–eBilling Adapter using the Post Tool and XML integration required testingg q g

–Rewrite Time Entry tool and 12 custom screens utilizing the batch display

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DTE - Upgrade Statuspg

Success FactorsP t i ith T C t d–Partner experience with TeamConnect upgrade process and DTE design

–Limited scope to only focus on upgrade – no other p y pgchanges

–Training focus was simplified – Conducted a series overview sessions (1-1 5 hours)overview sessions (1-1.5 hours)• Hand out materials with new features and changes• Highlight added value not changeT ti did t l t f ll i l d t• Testing did not complete full regression only moderate system testing in key areas

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DTE - Upgrade Statuspg

ResultsE d h id d iti f db k th–End users have provided very positive feedback on the new interface• Like browser option ability to utilize back buttonp y• Ability to view recent records• New Save options (save & close, save & view)• Ability to create Custom searchesAbility to create Custom searches

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Textron - Upgrade Statuspg

BackgroundBackground– Textron is upgrading from 2.5 SP 2 to 3.1 SP1 Update

2– Began upgrade project in September 2009. Will go live

in June 2010.

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Textron - Upgrade Statuspg

ChallengesChallenges– Upgraded included server infrastructure upgrade (New

Servers, Oracle and WebSphere version updates)– Need to re-code AP interface framework. Current

framework not compatible with 3.x– Lots of custom XML screens updates to match 3.x lookLots of custom XML screens updates to match 3.x look

and feel and JavaScript code had to be updated. – Extensive testing and user training

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Textron - Upgrade Statuspg

Success FactorsSuccess Factors– New features of 3.x – easier to navigate, custom

searches are helping users embrace the process of upgrading

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Questions and Answers

• How long did it take to upgrade?

• What were some of the key• What were some of the key challenges?

• Did you run into any issues?

• How did your end users respond to the new features?

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