Overview 

The aim of this process is to manage the introductions of change of the 365 platform into the Brandon work force, using the process maps below; 

Checking updates     

Analysis and Resolution 

The above flow charts show how to process the checking and analysis of 365 updates. We also need to consider the work impact that the changes require in order to resolve a 365 update so it doesn’t cause pain to Brandon Trust Workforce. The lifecycle circle below shows a simple overview of this, with bullet point descriptive of each phase 

Checking for Updates 

It has been highlighted that 365 will periodically provide us with updates. These will either be; 

• theme based updates, where the look of 365 will change 

• function based updates, where the functions will change 

• additional applications, where new products can be introduced 

In order to ensure that whatever happens is done in a managed and structured way, we have configured 365 to give the IS team first release, with the rest of the Trust on Current Version, meaning we get afforded an opportunity of time (usually around 2-4 weeks) to look at and highlight changes, plan for them and perform the required works to ensure that new features are introduced into the Brandon estate in a way that does not cause pain for the staff or the Is support team. 

Draft template for weekly ticket: 

You should check the release information for Office 365 by using the following process: 

• Logon to the Office 365 Portal (https://login.microsoftonline.com) 

• Click on Admin 

• Click on Health 

• Click on Message Centre 

• Read any unread messages 

• Do the right thing with it! 

The below is how you categorise the ticket from the Message Centre and how to action the required work from that categorisation 

Analysing the impact 

Once you have checked and confirmed that there is a change on 365, the next thing to do is to analyse the impact of that change and start to highlight the scope of works required to manage this impact. The below sections will guide you on how this is done. 

Theme Updates 

• Process and User guides will require checking to see what (if any) impact this will may have to usage with the updated view/theme 

Functional Updates 

• Process and User guides will require checking to see what impact this will have. 

New applications 

• Logon as a member of IS BAU 

• Check what the new application is 

• Assess the application to find its function 

• Identify key users of the software 

• Schedule a meeting with key users to identify if there is a business requirement for the application 

• Update ticket accordingly 

Finish the Analysis 

You should create a new ticket for any change listed during your Impact Analysis by using the following process: 

• Create individual Service Desk requests for any information logged in the Message Centre (Category = Office 365, Sub Category = Application/Theme/Function) 

Resolving the impact of change 

Theme Updates 

Process and User guides will require updating with any relevant changes and updated versions submitted to the service desk for vetting before going live 

Functional Updates 

Process and User guides will require updating with any relevant changes and updated versions submitted to the service desk for vetting before going live 

New applications 

Application is deemed to have business requirements 

• Create a test script for all business requirements 

• Complete testing as relevant user levels 

• Create User Guides based on this information 

• Create Process Guides to supplement and support the User Guides. 

• Submit guides for vetting to Service Desk 
  
  

Application is not deemed to have business requirements 

• Disable the roll-out of the application using the script