INFORMATION PRIVACY SYSTEM (IPS) TRANSITION PLAN TR195000

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001700090002-6
• Release Decision: RIFPUB
• Original Classification: U
• Document Page Count: 19
• Document Creation Date: December 23, 2016
• Document Release Date: September 4, 2013
• Sequence Number: 2
• Publication Date: May 19, 1989
• Content Type: REPORT

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Information Privacy System
TRANSITION PLAN
TR195000
Prepared by:
Special Systems Branch
Development Services Division
Development Services Group
Office of Information Technology
SSB/DSD/DSG/OIT
19 May 1989
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TRANSITION PLAN
CONTENTS
Chapter
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Page
1. INTRODUCTION
1.1 Purpose
1.2 Scope
1.3 References
2. TRANSITION METHODOLOGY
1-1
1-1
1-1
1-1
2-1
2.1 Guidelines
2-1
2.1.1 Time of Changeover
2-1
2.1.2 Parallel Operations
2-1
2.2 Overview of Transition Processing
2-1
3. TRANSITION PROCEDURES
3-1
3.1 Work Flow During the Transition
3-1
3.2 CONVERSION
3-2
3.3 VALIDATION
3-2
3.4 PARALLEL TESTING
3-2
3.5 Discrepancy Log
3-2
4. DATA CONVERSION REQUIREMENTS
4-1
5. TRANSITION SCHEDULE
5-1
6. CUTOVER CRITERIA
6-1
6.1 Query/Stats Capability
6-1
6.2 Update Capability
6-1
6.3 Reports
6-2
6.4 Interface with Other Systems
6-2
7. CONTINGENCY PROCEDURES
7-1
Appendik
Page
A. IPS DISCREPANCY REPORT
A-1
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TRANSITION PLAN
Chapter 1
INTRODUCTION
1.1 PURPOSE
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19 May 1989
A transition plan provides the statement of the plan for transitioning from
the current mode of operation to the new system. This plan is used to control
the transition activities and to evaluate the success or failure of the
transition.
This paper has been prepared to guide the transition of the Information
Services Division from the Information Privacy System Log (IPS-LOG) to the new
Information Privacy System (IPS). By describing the activities which must
take place as well as setting criteria which must be met by IPS, it is
intended to pave the way for a smooth transition from one system to the other.
1.2 SCOPE
This document deals with the methodology and procedures for transition and
will reference the Detailed System Requirements Document (DSRD) and the System
Design Specifications (SDS) for the data conversion requirements and
specifications respectively.
Cutover criteria, which will determine the success or failure of the
transition, are defined. Contingency procedures are outlined in the event
that problems occur during the cutover.
1.3 REFERENCES
The following IPS project documents may be used as reference:
1. Development Group Documentation Standards Manual
2. IPS System Development Plan
3. IPS Detailed System Requirements Document
4. IPS System Design Specifications
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TRANSITION PLAN
Chapter 2
TRANSITION METHODOLOGY
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Acceptance testing will be accomplished on VM2 (SQL), using the IPS test
database. Only when all acceptance tests are completed will the project
proceed to the transition phase.
2.1 GUIDELINES
In order to effect a smooth transition from the existing IPS-LOG mode of
operation to IPS, it will be necessary to follow specific procedures and
guidelines relative to the changeover process. These guidelines are detailed
below.
2.1.1 TIME OF CHANGEOVER
The transition period (approximately ???) will cause minimal disruption to the
Information Services Division (ISD) daily operation. During the transition
period, ISD will continue to input new records, change old records, and retire
records for the IPS-LOG file.
2.1.2 PARALLEL OPERATIONS
Because a parallel operation would slow down ISD operations considerably after
Initial Operating Capability (IOC), it is necessary to parallel test during
the Acceptance Testing phase. To ensure that IPS will be working properly,
dual entries will be made to IPS-LOG and IPS and the results verified against
each other for accuracy and data integrity. This operation is necessary to
insure that IPS is meeting the requirements.
2.2 OVERVIEW OF TRANSITION PROCESSING
During the acceptance testing, selected incoming requests will be entered into
both IPS-LOG and IPS. Before the requests leave ISD, the IPS data will be
verified and compared to the IPS-LOG data.
A Transition Manager will be appointed in Information Services Division. This
person will be responsible for keeping the Discrepancy Log, which will contain
the date and time of the discrepancy and a description of the problem and all
documentation associated with the discrepancies. The Transition Manager and
the IPS Data Base manager will meet on a schedule to review the request and to
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determine the severity of the discrepancies. The IPS Project Manager in OIT
will be notified of all discrepancies. The Discrepancy Log and any
documentation will be provided for each problem.
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Chapter 3
TRANSITION PROCEDURES
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Continued operation of the existing system is an independent function and will
have no direct impact on the implementation of the new system. If the
existing system continues in production status after IOC, ISD will be
responsible for continuing the current data entry procedures for the system in
addition to performing the new data entry procedures for the new system.
Parallel operation during the Acceptance Test phase should be sufficient to
establish a firm cutover date.
.1 WORK FLOW DURING THE TRANSITION
Load IPS-LOG, IPS-HIST
IPS-APPEAL, IPS-LITIG
from GIMS system into
SQL Tables for new IPS
System
2
'Verify and compare NO 'Complete I
Idata from both I--->IDiscrepancyl
'systems I Report
'Verify IPS System'
Data vs IPS-LOG I 'Perform Acceptancel
ISYstem Data I Test Procedures I
ISelect incoming I
'requests for I
!input to both I
'systems
2
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3.2 CONVERSION
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The conversion effort will require that a GINS procedure be written to to
convert each of the current IPS-LOG system data files to a CMS file. A REXX
procedure will be written to load each of these CMS files to a SQL table on
the new IPS system.
3.3 VALIDATION
The validation effort will call for verifying completeness and accuracy of the
data. The user shall be responsible for verification which will entail (a)
manually comparing all reports produced by the system to the reports produced
by the current system. Results of all comparisons should be identical.
3.4 PARALLEL TESTING
Parallel testing will continue until the users are satisfied that the new
system meets processing expectations.
3.5 DISCREPANCY LOG
A Discrepancy Log will be kept to record every unexpected discrepancy between
the two systems as well as any discrepancies between IPS and its
specifications. Meetings will be held among the IPS Data Base Manager, ISD
managers and OIT to discuss any discrepancies found. Appendix A contains a
draft sample of the Discrepancy Log. The user will be capable of creating
this online through an AIM model.
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Chapter 4
DATA CONVERSION REQUIREMENTS
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Chapter 6 of the System Design Specifications (SDS) addresses the specifics of
converting the IPS-LOG system data to IPS system format. ISD will review data
fields in the current IPS-LOG system (both online and offline) to prepare the
data for conversion and to minimize the loss of data. The Comments on each
data field in Chapter 6 of SDS indicates fields that will need particular
attention of ISD. Several new fields have been created in IPS which have no
associated field in IPS-LOG. These fields will remain blank for all converted
records unless ISD choses to manually review and update each case. ISD will
be responsible for the rekeying of any data from the IPS-LOG system into their
new fields in the IPS system. ISD will review all the support data lists that
are used for field verification. These include STATE-DL, DENY-DL, GRANT-DL,
ACT-DL and ACTRESP-DL. A data list will be prepared for the verification of
the country data field. ISD will review the data in TERM-LIST to determine
what data will be included in the new system.
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Chapter 5
TRANSITION SCHEDULE
=== SCHEDULE for TRANSITION from IPS-LOG to IPS ===
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Conversion of the IPS-LOG system will be June!, 1990 to October, 1990.
ISD will have completed their review and work on the data prior to
June, 1990.
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Chapter 6
CUTOVER CRITERIA
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Prior to the changeover from IPS-LOG to IPS, ISD must carefully evaluate the
performance of IPS to insure that there will be no loss of capability when
IPS-LOG is replaced by IPS. ISD must be convinced during the first week of
operation that the integrity of the database can be insured. ISD must also be
satisified that there are no significant anomalies. If these criteria cannot
be met, the system will have to be rejected until such time as corrections can
be made. The following areas of the system are critical for the acceptance of
IPS.
6.1 QUERY/STATS CAPABILITY
o Weekly and cumulative week counts
o Counts for E-record activity
o Counts for F-record activity
o List data for a specific case
o List case number, requester last name, request/d, receive/d and
ack/d for all occurrences of a requester's name
o List by log number all open/closed cases for a single or all case
officers
o List requester, ack/d where elapsed time > 90 days
o List all cases with appeal/d or litig/d
6.2 UPDATE CAPABILITY
IPS must provide a means of adding, changing and deleting records and fields
from the database and validation tables.
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6.3 REPORTS
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IPS must provide the capability to produce standard and ad hoc reports and
data base activity reports. IPS should insure that the reporting requirements
to Congress can be accomplished.
6.4 INTERFACE WITH OTHER SYSTEMS
ARC INS
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Chapter 7
CONTINGENCY PROCEDURES
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In the event that the transition cannot be accomplished in a timely
manner due to specific problem areas, the parallel execution may be terminated
and reinitiated as resolutions are installed. All documents for updates to
IPS-LOG during this time will be used as input to IPS before parallel testing
is resumed. The current system will continue in use until the new system is
fixed and a new transition plan is implemented.
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Originator:
Black Line:
Green Line:
TRANSITION PLAN
APPENDIX A
IPS DISCREPANCY REPORT
Problem Report Number:
Date:
Time:
Does this DR concern the Acceptance Testing or Documentation?
Enter (T) Testing (D) Documentation:
Enter Priority number:
1 = Emergency
2 = Critical
3 = High Priority
4 = Routine
5 = Low Priority
Problem Concerns: Acceptance Testing
Release Number:
Problem Concerns: Documentation
Enter document name:
Enter chapter number(s):
Enter page number(s):
Chapter(s):
Page(s):
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***** DESCRIPTION OF PROBLEM *****
Enter description of problem:
Enter date and time of occurrence:
Enter error code or message returned, if any:
Enter example of input:
Enter example of output:
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