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Indiana Wesleyan University Support Knowledge Base

etrieve Upgrade Testing

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: 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 NameTest Plan SummaryLatest 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
 

 

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