etrieve Upgrade Testing

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Information about the etrieve upgrade process, including the current upgrade status and test plans to be completed prior to each upgrade.

Process and Rules

See the etrieve Upgrade Process spreadsheet for an overview of the testing process approved by the etrieve Advisory Committee on 03/03/2021. Or go to Sharepoint site with also has additional information.

General etrieve testing rules are as follows:

All testing is to be completed within one (1) week of IT releasing the new version to the etrieve test plan owners.
All test plan owners or their delegates are responsible for organizing testing for their changes and reporting back to IT when testing is complete.
At the end of the one week testing period, IT will send a follow-up to the whole group with the status of all test plan sign-offs. If problems are encountered during testing, the update may be pushed back one week.

Current Testing Cycle

etrieve Version:	2022.4 + continuous releases
Cycle Status:	Complete

Status Key:

Development: The versions listed are currently being prepared for testing by IT, so no testing should be done at this time.
Testing: The versions listed are ready for testing, and the testing period has begun.
Complete: Testing is complete for the versions listed and any issues serious enough to prevent the upgrade have been resolved.

Testing Site

The following URL can be used to access the etrieve site for the version currently in testing when the Cycle Status above is set to Testing.

CONTENT: https://iwutestcontent.etrieve.cloud/

CENTRAL: https://iwutestcentral.etrieve.cloud/

This site is always set up to interact with the Colleague Test system. The date it was refreshed can be seen by logging in to Colleague Test.

Testing Plans

Below are all test plans that must be completed with each etrieve upgrade.

Test Plan Name	Test Plan Summary	Latest Versions Tested
Active Packages - EAF	05/12/2023 - Active Packages - EAF A form that lists the packages in the EAF workflows. Test Plan Owner: Jill Battishill Backup Testers:	etrieve: 2022.4
Active Packages - GFAO	05/16/2023 - Active Packages - GFAO A form that lists the packages in several N&G Student Financial Aid workflows. Test Plan Owner: Chris Vermilion Backup Testers: Craig Kirkwood	etrieve: 2022.4
Active Packages - GSAS	05/12/2023 - Active Packages - GSAS A form that lists the packages in several N&G Student Account Services workflows. Test Plan Owner: Renae Doyle Backup Testers:	etrieve: 2022.4
Active Packages - MFAO	05/12/2023 - Active Packages - MFAO A form that lists the packages in several Marion Student Financial Aid workflows. Test Plan Owner: David Sarah Backup Testers:	etrieve: 2022.4
Active Packges - AMEF/FPA/Nursing Topic	05/12/2023 - Active Packages - AMEF/FPA/Nursing Topic A form that lists packages in several N&G workflows. This is used by the N&G Program Representatives. Test Plan Owner: Joy Bagley Backup Testers: Christi Zirkle	etrieve: 2022.4
Admissions Evaluation Form	05/16/2023 - Admissions Evaluation Form Used by the AES Operations team to start the admissions evaluation process for an N&G student. Test Plan Owner: Tammy Luckey Backup Tester: Cheyanne Lopez	etrieve: 2022.4
Ad Review Request	05/17/2023 - Ad Review Request Used to request an admissions review for a N&G student. Test Plan Owner: Tammy Luckey Backup Tester: Adrian Burton	etrieve: 2022.4
AP Checks	03/04/2021 - AP Checks This process uses a template in Doc eServe. Once processed in Colleague, the document is imported into etrieve Content in the Procurement Services area. Test Plan Owner: Kirk Engbrecht Backup Testers: Chris Bassett	etrieve: 2021.3.3
AutoFile Test Plan	03/03/2021 AutoFile This process performs a screen scrape of Colleague to index the document and import it into etrieve Content. It is currently used only by Procurement Services. This cannot be tested in etrieve Content test, but will be tested after Go Live day in the production etrieve Content environment. Test Plan Owner: Marilyn Woolard Backup Testers: Chris Bassett	etrieve: 2021.3.3
Change of Major	05/16/2023 - Change of Major Used by IWU Marion students to request a change of major. Test Plan Owner: Lori Hunt Backup Tester:	etrieve: 2022.4
Change of Program N&G	05/17/2023 - Change of Program N&G Used by N&G students to request a change of program. Test Plan Owner: Tammy Luckey Backup Tester: Adran Burton	etrieve: 2022.4
Colleague Security Request	05/17/2023 - Colleague Security Request Used by Colleague Security Officers to request the addition or removal of Colleague security classes for an employee. Test Plan Owner: Christi Zirkle Backup Tester: Joy Bagley	etrieve: 2022.4
Content	05/17/2023 - Functionality of Content Basic features of working with a document in Content Test Plan Owner: Sarah Greentree, Sandy Lake, Chris Vermilion Backup Testers: Lisa Timmons, Craig Kirkwood	etrieve: 2022.4
Dashboard - Admissions/Evaluations	05/17/2023 - Dashboard - Admissions/Evaluations Tracks the progress of applicants in the admissions evaluation process. Test Plan Owner: Tammy Luckey Backup Tester: Adrian Burton	etrieve: 2022.4
Dashboard - Graduation Processing	05/17/2023 - Dashboard - Graduation Processing Tracks the progress of documents with a doc type of GSTU Graduation. Test Plan Owner: Tammy Luckey Backup Testers: Sheila Fett	etrieve: 2022.4
Dashboard - Graduation Tracking	05/17/2023 - Dashboard - Graduation Tracking Tracks the progress of documents with a doc type of GSTU Grad Cart. Test Plan Owner: Tammy Luckey Backup Testers: Sheila Fett	etrieve: 2022.4
Dashboard - Spiritual Formation	05/12/2023 - Dashboard - Spiritual Formation Tracks the progress of the Chapel Credit Reduction Request and Chapel Credit Reduction Supervisor Form. Test Plan Owner: Casey Benjamin Backup Tester:	etrieve: 2022.4
Dashboard - TA/Grader Request	05/17/2023 - Dashboard - TA/Grader Request Tracks the progress of the TA/Grader request. Test Plan Owner: Kristi Roberson Backup Testers: Connie Derby	etrieve: 2022.4
Data Info Request	05/17/2023 - Data Info Request Form Used to request Advancement data. Test Plan Owner: Tanya Ford Backup Testers: Suzie Weesner	etrieve: 2022.4
DirectPrint	03/03/2021 Allows users to print documents directly into etrieve Content. This cannot be tested in etrieve Content test at this time, but will be tested on Go Live day in the production etrieve Content environment. Test Plan Owner: Joy Bagley Backup Testers: Brian Shultz	etrieve: 2021.3.3
Employment Action Form	05/17/2023 - Employment Action Form (EAF) Used to request different HR actions (New Hire, Title Change, Transfer, etc.) on behalf of an employee. There is one EAF form for each of the 4 PAUs - Central, Marion, N&G, Seminary. Test Plan Owner: Jill Battishill Backup Tester: Lori Elliott	etrieve: 2022.4
General Academic Petition	05/16/2023 - General Academic Petition Used by RAS staff to submit an academic petition on behalf of a student. Test Plan Owner: Lori Hunt Backup Tester:	etrieve: 2022.4
Intent to Return Confirmation	05/17/2023 - Intent to Return Confirmation Used by students to indicate their intent to return to class following a withdrawal, which may favorably affect their financial aid. Test Plan Owner: Chris Vermilion Backup Testers: Craig Kirkwood	etrieve: 2022.4
Libraries, Queries, Complex Forms	05/12/2023 - Libraries, Queries, Complex Forms All libraries, queries and complex forms that need to be verified by IT. This is done with the form and workflow called zzUpgrade Testing. Test Plan Owner: Joy Bagley Backup Testers: Brian Shultz	etrieve: 2022.4
Loading - Loan Calculator	05/12/2023 - Loading - Loan Calculator Used by Financial Aid staff to document the calculations and steps taken in determining a student's loan eligibility. Test Plan Owner: David Sarah Backup Tester:	etrieve: 2022.4
Lookups	02/26/2021 - Lookups There are 2 types of lookups - those updated via Ethos and those updated via import (Constituent, Courses, Journal Entry, Employee, Student, StuVendor, Vendor). Currently, we are not using Ethos to update etrieve Content Lookups. This cannot be tested in etrieve Content test at this time, but will be tested on Go Live day in the production etrieve Content environment. Test Plan Owner: Joy Bagley Backup Testers: Brian Shultz	etrieve: 2021.3.3
OSHA Standard Agreement	05/17/2023 - OSHA Standard Agreement Used by nursing students to review the use of standard precautions for all client contacts. Required by the Center for Disease Control and the Indiana State Board of Health. Test Plan Owner: Sarah Greentree Backup Testers: Lisa Timmons	etrieve: 2022.4
Payroll Checks	05/11/2023 - Payroll Checks This process uses a template in Doc eServe. Once processed in Colleague, the document will print and WILL NOT go into etrieve Content. Test Plan Owner: Sandy Thompson Backup Tester:	etrieve: 2022.4
Petition - WS	05/17/2023 - Petition for Wesley Seminary Used by Wesley Seminary staff to submit a petition on behalf of a Seminary student. Test Plan Owner: Jessica Akers Backup Tester: Becca Rankin	etrieve: 2022.4
Petition Appeal	05/19/2023 - Petition Appeal Used by RAS staff to submit an appeal to a petition on behalf of a student. Test Plan Owner: Lori Hunt Backup Tester:	etrieve: 2022.4
Purchase Orders	03/03/2021 - Purchase Orders using Doc eServe This process uses a template in Doc eServe. Once processed in Colleague, the document is imported into etrieve Content in the Procurement Services area. Test Plan Owner: Kirk Engbrecht Backup Testers: Chris Bassett	etrieve: 2021.3.3
Recurring Voucher	05/16/2023 - Recurring Voucher Form Used by employees to request home office or phone reimbursement. Test Plan Owner: Amy Landrum Backup Testers: Shelley Isler	etrieve: 2022.4
Reports	05/12/2023 - Reports There are several reports offered in etrieve Central including searching for unfiled documents and documents in the recycle bin. Test Plan Owner: Joy Bagley Backup Testers: Christi Zirkle	etrieve: 2022.4
SAS Receipts	03/03/2021 - SAS Receipts using Doc eServe This process uses a template in Doc eServe. Once processed in Colleague, the document is imported into etrieve Content in the SAS Receipts area. Test Plan Owner: Stephanie Cerny Backup Testers:	etrieve: 2021.3.3
Selective Service	05/17/2023 - Selective Service Selective Service documents trigger an automation that sends documents to a workflow. Test Plan Owner: Chris Vermilion Backup Testers: Craig Kirkwood	etrieve: 2022.4
Slate	03/03/2021 - Slate Slate exports an Admissions data file and images which is imported and indexed in Student Services - M. This cannot be tested in etrieve Content test at this time, but will be tested after Go Live in the production etrieve Content environment. Test Plan Owner: Beth Ketring Backup Testers:	etrieve: 2021.3.3
TA/Grader Requests	05/17/2023 - TA/Grader Requests Used to request access to BrightSpace for students who are hired as Teachers' Assistants or Graders. Test Plan Owner: Kristi Roberson Backup Testers: Connie Derby	etrieve: 2022.4
Tuition Assistance	05/12/2023 - Tuition Assistance Used by employees to request a tuition reduction for self, spouse, or dependents who have not already obtained a Bachelor's Degree. Test Plan Owner: Theresia Stevens Backup Tester: Lori Elliott	etrieve: 2022.4
Void Stop Pay	05/17/2023 - Void Stop Pay Form Used to request either a void of a check or the stop payment of a check for a student, employee, or vendor. Test Plan Owner: Kirk Engbrecht Backup Testers: Chris Bassett	etrieve: 2022.4