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Indiana Wesleyan University Support Knowledge Base

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:

  1. All testing is to be completed within one (1) week of IT releasing the new version to the etrieve test plan owners.
  2. All test plan owners or their delegates are responsible for organizing testing for their changes and reporting back to IT when testing is complete.
  3. 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: 2021.1.2
Cycle Status: Development

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 Self-Service site for the version currently in testing when the Cycle Status above is set to Testing.

 

CONTENT: https://iwucontent.etrieve.cloud/

CENTRAL: https://iwucentral.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 NameTest Plan SummaryLatest Versions Tested
Active Packages - EAF
03/04/2021 - Active Packages - EAF
A form that lists the packages in the EAF workflows.
Test Plan Owner:  Jill Battishill
Backup Testers:  Brittany Howell
etrieve:
2020.6.6
 
Active Packages - GFAO
02/26/2021 - 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:
2020.6.6
 
Active Packages - GSAS
02/26/2021 - Active Packages - GSAS
A form that lists the packages in several N&G Student Account Services workflows.
Test Plan Owner:  Renae Doyle
Backup Testers:  Christy Boyland
etrieve:
2020.6.6
 
Active Packages - MFAO
03/04/2021 - Active Packages - MFAO
A form that lists the packages in several Marion Student Financial Aid workflows.
Test Plan Owner:  David Sarah
Backup Testers:  Emily Mattison
etrieve:
2020.6.6
 
Active Packges - AMEF/FPA/Nursing Topic
03/04/2021 - 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:  Amy Bullard
Backup Testers:  Vickie Nelson
etrieve:
2020.6.6
 
Admissions Evaluation Form
03/09/2021 - Admissions Evaluation Form
Used by the AES Operations team to start the admissions evaluation process for an N&G student.
Test Plan Owner:  Amy Bullard
Backup Tester:  Vickie Nelson
etrieve:
2020.6.6
 
Ad Review Request
03/09/2021 - Ad Review Request
Used to request an admissions review for a N&G student.
Test Plan Owner:  Traci Atkins
Backup Tester:  Adrian Burton
etrieve:
2020.6.6
 
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:
2020.6.6
 
AutoFile
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:  Joni Kilty
Backup Testers:  Chris Bassett
etrieve:
2020.6.6
 
Change of Major
03/09/2021 - Change of Major
Used by IWU Marion students to request a change of major.
Test Plan Owner:  Kelli Ochs
Backup Tester:  Lisa Cooper
etrieve:
2020.6.6
 
Change of Program N&G
03/09/2021 - Change of Program N&G
Used by N&G students to request a change of program.
Test Plan Owner:  Kristy Lewis
Backup Tester:  Tammy Luckey
etrieve:
2020.6.6
 
Colleague Security Request
03/09/2021 - Colleague Security Request
Used by Colleague Security Officers to request the addition or removal of Colleague security classes for an employee.
Test Plan Owner:  Marilyn Woolard
Backup Tester:  Christi Zirkle
etrieve:
2020.6.6
 
Content
02/19/2021 - 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, Annette Willis, Leah Weaver
etrieve:
2020.6.6
 
Dashboard - Admissions/Evaluations
03/09/2021 - Dashboard - Admissions/Evaluations
Tracks the progress of applicants in the admissions evaluation process.
Test Plan Owner:  Traci Atkins
Backup Tester:  Adrian Burton
etrieve:
2020.6.6
 
Dashboard - Chapel
03/08/2021 - Dashboard - Chapel 
Tracks the progress of the Chapel Credit Reduction Request and Chapel Credit Reduction Supervisor Form.
Test Plan Owner:  Magdalene Mastin
Backup Tester:  Alexis Price (Student worker)
etrieve:
2020.6.6
 
Dashboard - Graduation Processing
03/04/2021 - Dashboard - Graduation Processing
Tracks the progress of documents with a doc type of GSTU Graduation.
Test Plan Owner:  Tammy Luckey
Backup Testers:  Kristy Lewis
etrieve:
2020.6.6
 
Dashboard - Graduation Tracking
03/04/2021 - Dashboard - Graduation Tracking
Tracks the progress of documents with a doc type of GSTU Grad Cart.
Test Plan Owner:  Tammy Luckey
Backup Testers:  Kristy Lewis
etrieve:
2020.6.6
 
Dashboard - TA/Grader Request
03/04/2021 - Dashboard - TA/Grader Request
Tracks the progress of the TA/Grader request.
Test Plan Owner:  Kristi Roberson
Backup Testers:  Connie Derby
etrieve:
2020.6.6
 
Data Info Request
03/03/2021 - Data Info Request Form
Used to request Advancement data.
Test Plan Owner:  Tanya Ford
Backup Testers:  Suzie Weesner
etrieve:
2020.6.6
 
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:
2020.6.6
 
Discount
03/04/2021 - Discount
Discount documents trigger an automation that sends documents to a workflow.
Test Plan Owner:  Renae Doyle
Backup Testers:  Jeff Panozzo
etrieve:
2020.6.6
 
Employment Action Form
03/09/2021 - 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:  Brittany Howell
etrieve:
2020.6.6
 
Ethos
02/26/2021 - Ethos
An Ellucian API connection that works with EDX to bring new/updated Person/Org data from Colleague into etrieve Content Lookups in real-time.  This would include Employee, Student, StuVendor, and Vendor Lookups. This is currently not being used and does not need to be tested.
Test Plan Owner:  Joy Bagley
Backup Testers:  Brian Shultz
etrieve:
2020.6.6
 
General Academic Petition
03/09/2021 - General Academic Petition
Used by RAS staff to submit an academic petition on behalf of a student.
Test Plan Owner:  Kelli Ochs
Backup Tester:  Lori Hunt
etrieve:
2020.6.6
 
Intent to Return Confirmation
03/04/2021 - 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:
2020.6.6
 
Libraries, Queries, Complex Forms
03/04/2021 - Libraries, Queries, Complex Forms
All libraries, queries and complex forms that need to be verified by IT.
Test Plan Owner:  Brian Shultz
Backup Testers:  Joy Bagley
etrieve:
2020.6.6
 
Loading - Loan Calculator
03/08/2021 - 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:  Emily Mattison
etrieve:
2020.6.6
 
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:
2020.6.6
 
OSHA Standard Agreement
03/04/2021 - 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:
2020.6.6
 
Payroll Checks
03/04/2021 - 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:  Dianna Williams
etrieve:
2020.6.6
 
Petition - WS
03/09/2021 - 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:
2020.6.6
 
Petition Appeal
03/09/2021 - Petition Appeal
Used by RAS staff to submit an appeal to a petition on behalf of a student.
Test Plan Owner:  Kelli Ochs
Backup Tester:  Lori Hunt
etrieve:
2020.6.6
 
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:
2020.6.6
 
Recurring Voucher
03/03/2021 - Recurring Voucher Form 
Used by employees to request home office or phone reimbursement.
Test Plan Owner:  Amy Landrum
Backup Testers:  Shelley Isler
etrieve:
2020.6.6
 
Reports
03/04/2021 - 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:  Marilyn Woolard
etrieve:
2020.6.6
 
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:  Hansen Martin
Backup Testers:  Stephanie Cerny
etrieve:
2020.6.6
 
Selective Service
03/04/2021 - Selective Service
Selective Service documents trigger an automation that sends documents to a workflow.
Test Plan Owner:  Chris Vermilion
Backup Testers:  Craig Kirkwood
etrieve:
2020.6.6
 
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:  Greg Foulk
Backup Testers:  Beth Ketring
etrieve:
2020.6.6
 
TA/Grader Requests
03/04/2021 - 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:
2020.6.6
 
Tuition Assistance
03/08/2021 - 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:  Ronda Smith
Backup Tester:  Jill Battishill
etrieve:
2020.6.6
 
Void Stop Pay
03/03/2021 - 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:
2020.6.6
 

 

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