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:	2021.1.3
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	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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: Marilyn Woolard Backup Testers: Joy Bagley	etrieve: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: Lisa Woods Backup Testers: Chris Bassett	etrieve: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: Backup Tester: Alexis Price (Student worker)	etrieve: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3
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: 2021.1.3