In our recent webinar hosted by Mike Current, a member of the Hyland Upgrade Council, and Mark Hamilton, DataBank's Infrastructure Engineer, we expanded on how upgrading OnBase offers the ability to not only gain enhancements and fixes, but also radically improve the security, stability and architecture of your entire OnBase environment. In this presentation you will... 1. Learn the formula for upgrade success with actionable items to work through right away 2. Understand the team needed to get the job done and how DataBank can step in to help 3. The importance of establishing a test environment and more You can also watch the full webinar here: http://info.databankimx.com/Upgrade-Webinar-RCD.html Download the Hyland 3rd Part Compatibility Matrix from slide #25 here: http://info.databankimx.com/rs/167-SSD-475/images/Third%20Party%20Product%20Compatibility%20Matrix.pdf

1. Extreme Makeover:
OnBase Edition
Mike Current, Hyland's QA Infrastructure Admin
Mark Hamilton, DataBank's Infrastructure Engineer

3. Why do we upgrade?

4. Before

5. Why upgrade?
• Enhanced features & new capabilities in existing solutions
• Security enhancements
• Fixes to known issues
• System architecture

6. After

7. After, after?

8. Your best
OnBase defense
Is a good
Upgrade offense

9. An OnBase upgrade offers the ability
not only to gain enhancements and
fixes, but also radically improve the
security, stability and architecture of
the entire OnBase environment.

10. Poll Question #1

11. What type of upgrade will this be?
•Synchronous
•Incremental Parallel (a.k.a. IPUP)

12. Synchronous Upgrade
All modules and integrations are upgraded
during same timeframe
Database
Import
Processes
Web &
Application
Server
Timers &
Services
3rd Party
Integrations
Client
Workstations

13. Ups and Downs of Synchronous Upgrades

14. We want an upgrade process
that reduces risk, and
ensures that there isn’t a single
business process we are
unable to perform!

16. IPUP

17. IPUP allows you to
renovate your
OnBase solution,
one room at a time

19. What is mitigating the risk of downtime
associated with an upgrade worth to
your organization?

20. IPUP – dispelling the myths
• IPUP is a project, not a shortcut
• Does not reduce the need to plan and test
• The purpose is to reduce risk of downtime and ease troubleshooting
• Ideally…look to complete within 3-4 months

21. ?
? ?
?
?
How long has it been since your
last upgrade?

22. Upgrading from pre-OnBase 14 (WorkView)
• In IPUP coming from pre-OnBase 14, WorkView users MUST be
upgraded concurrently with DB Upgrade
• This will only affect you once - a one-time WorkView schema change

23. Upgrading from Pre-OnBase 15 Script Rewrite
• Older programming interfaces MUST be upgraded to Unity API after
OnBase 15
• Project likely not appropriate for doing as part of the upgrade
• A LOT of old custom code is now native functionality!
• “Legacy API Conversions”, “OnBase API” Community groups

24. Databank Development Services
• Databank has a team of OnBase API certified developers
• You can request a script review to identify what parts of your solution
need to be updated before you upgrade.
• Dev team can develop drop-in replacements
• Don’t Wait: You can start addressing scripts even if you don’t plan to
upgrade right away.

25. Third Party Product Compatibility Matrix

26. IPUP Process Overview

28. One size doesn’t fit all
Keep your plan adjustable

29. Draft your upgrade blueprint
• Architecture diagrams
• Work from a list of all licensed modules
• Map out your environment
• Account for all departments & locations
• Processing schedules
• Copy all process schedules
• Processing accounts
• Usernamepassword

30. Keep your upgrade incremental
• Be very conscious of how many other things you are changing/adding
at once…
• Software: key LOB systems, Office, OS, Database, Citrix, etc.
• Hardware: servers, laptops, desktops, networking, storage, etc.
• Virtualization
• Limit the number of changes that take place at one time

31. Upgrade Project Enemy #1
SYMPTOMS MAY INCLUDE: Client operating system upgrades, Server upgrades, Database
upgrades, Microsoft Security Updates, virtualization projects, third-party application
upgrades, firewall changes, security implementations, OnBase application development,
Citrix, hardware, load balancers, network implementations, storage, patches, etc. etc. etc.

32. Configuration freeze during IPUP
• Configuration changes add significantly more risk to a mixed-version
system
• Changes add complexity, may cause issues troubleshooting
• Avoid any significant configuration changes while the upgrade is in-
progress

33. Using Configuration during IPUP
• Always use the latest version
• Use latest version of OnBase Studio
• Do not set new password policies during IPUP, including setting Case
Sensitive Passwords
• No major changes

34. Application Servers in IPUP
• OnBase client, process or service must always be on the same version
as the App Server it connects to
• Certain modules have special considerations – always consult the
Mitigating Risk while Upgrading OnBase IPUP whitepaper

35. Your
Upgrade
Crew

36. DataBank
• DataBank Upgrade Team
• Download information for latest version of OnBase
• For IPUP, temporary licenses
• Latest documentation (also available on Community)
• Technical support

37. Internal Helpdesk / OnBase Support
• Front line for your internal users
• Need to know upgrade is occurring and have a
schedule for IPUP rollout
• Need to be trained on upgrade
• May need to increase support for go-live

38. Database Administrators
• Database backups
• Create or update test instance
• Upgrade database server software PRIOR to
upgrade process (if desired/necessary)
• DB maintenance (indexes, stats, etc.)

39. Network Administrators
• Create network shares for project files
• Grant permissions
• Reconfigure DNS or load balancers, e.g. DNS alias
• Assist with troubleshooting
• Certificates for secure web sites

40. Server Administrators
• Microsoft Updates before upgrading
• New hardware or virtual machines
• Assist with Troubleshooting

41. Business Process Owners
• Familiar with the user interface
• They know immediately when something doesn’t work
• Quickly recognize errors or issues
• Enlist to assist with User Acceptance Testing!
• You want to get their buy-in

42. Help everyone
know their role
Status updates
and weekly
touchpoint
meetings
Remove
roadblocks

43. Testing an OnBase upgrade

44. If you don’t have a test
environment…

45. Poll Question #2

46. The risk of not testing
• Lost productivity
• Expense
• Lost confidence
• Down time

47. They say a picture is worth a thousand words…
How important is testing?

48. You tell me…

49. The importance of communication

50. Testing – important, but not without
challenges
• What is the right amount of testing?
• Theoretically not possible to test all aspects of the system
• Not enough time to test all functionality
• Prioritization – determine your purpose!
• Specific functionality
• Stress/performance
• User acceptance testing

51. Creating a Test environment
• Typically two methods are used:
• Manually created
• Configuration Migration
• Possible additional tools:
• OnBase Studio
• Workflow
• WorkView
• OnBase Configuration Import/Export
• Not sure? DataBank can do it for you.

52. Optimal Test environments
• Environmental, computational parity is the goal
• Variance from parity can cause missed items
• Creating a Test Environment whitepaper available through
OnBase Community or Databank

53. Develop a Test Plan
Test Plan – an organized set of test cases that creates documented
results and allows for repeatable testing
Many hands should be involved in creating & executing Test Plan

55. Test Cases
• Directions written in concise language
• Test case should “Pass” or “Fail” based on expected behavior
• State prerequisites if applicable
• Arrange order of Test Cases within Test plan to suit prerequisites

56. Test Case Template
Test Case Number:
Queue:
Task:
Purpose:
Setup Requirements:
Test Data:
Tester:
Action Expected Results Actual Results Pass/Fail Run Date/ Comments

57. Testers
• Should understand solution requirements
• Able to report problem and steps to recreate effectively
• Know how and where to look for problems
• Testing as a team
• Get management buy in
• Find departmental champions

58. Know when to say when
• Consider when to stop due to failure
• Don’t waste time
• Resume execution once issues are addressed
• Conversely - consider when to go on in spite of a failure
• You can’t “over test”, but…
accept when systems are functioning as expected

59. Did your upgrade test pass the inspection?
• Great!
• Lather, rinse, repeat
• Make small adjustments as
needed
• Not so well/could be better…
• It’s OK – test was an iteration
• Adjust your blueprint
• Adjust the schedule
• Re-upgrade the test*???
*if necessary

60. Upgrading production
• Follow the same (or slightly varied) plan as Test
• Biggest difference is planning for user deployment
• If IPUP, keep parallel servers available for about 1 month

61. After all users and
processes have
been upgraded…
NOW you can
begin configuring
new features

62. So you’ve upgraded to
OnBase 17….
Now what?

63. Post-upgrade
retrospective
meetings
create insight…
…and keep
your upgrades
on a path of
improvement

64. Don’t forget
about
feedback
from users !

65. Great Scott!
OnBase 18?
OnBase 18?
OnBase 19?

66. …performing upgrades (often…) makes
the experience easier for us, since it
keeps the process fresh in our memory
and allows us to iterate and make it
more efficient each time.
Dan Preputnik, Hyland’s internal OnBase support team lead

67. Test
Execute
Prepare
The formula for upgrade success

68. DataBank Professional (Upgrade) Services

69. Scope Your DataBank Upgrade
Find a level of Databank involvement that matches your
internal resources and Budget.
• Small - Strong Internal OnBase resources, Databank acts in an advisory role.
• Medium – Databank handles the server stuff, you handle the user stuff.
• Large – Databank is heavily involved in every aspect, great when your internal
staff is already overcommitted.

70. contactus@databankimx.com
Questions?

71. Thank You!