Attachment 34 - OCS Bulletin and ERC Templates.pdf
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- Attached to
- Web-based Jury Management System (JMS)
- Solicitation number
- USCA24R0030
- Issued by
-
Administrative Office of the U.S. Courts
About this file
This document contains templates for the Operations Communications System (OCS) and Enterprise Release Calendar (ERC) used for federal contract opportunities.
The OCS Bulletin template provides a format for communicating planned maintenance and application/system/service releases, including details on the impact, maintenance tasks, reasoning, location, timing, and responsible party. The ERC template captures information such as the release title, start/end dates, product, portfolio category, office, court unit types, impacted circuit/district, description/impact, and whether court action is required. The document explains the purpose and completion of each field in the OCS and ERC templates.
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OCS Bulletin and ERC Templates
The following Operations Communications System (OCS) and Enterprise Release Calendar templates and correlating images are for guidance and use when submitting the requested entries to the Program Office for planned events.
Operations Communications System (OCS) Information to include in an OCS Bulletin template is reflected in the following template and accompanying image. Explanations of fields and options, which provide guidance for those who are creating a bulletin draft, are in the image.
OCS Planned Maintenance Bulletin Template: PLANNED MAINTENANCE NOTICE: Application/System/Service)
APPLICATION|SYSTEM|SERVICE|PRODUCT
• Provide details
IMPACT
Provide detail
MAINTENANCE TASK
Provide detail
NOTE: Users may … Provide detail
REASONING
Provide detail
LOCATION
Provide detail (i.e... AT&T Internet Data Center (IDC) in Ashburn, VA)
MAINTENANCE WINDOW
Provide detail (i.e. 5:00 P.M. to 7:00 P.M. Eastern Time on Tuesday, March 9, 2021)
DURATION
Provide detail (i.e. 2 hours)
RESPONSIBLE PARTY
Provide detail (i.e. Case Management Systems Office, Probation and Pretrial Systems Division (CMSO-PPSD))
ACTIONS REQUIRED
Provide details (i.e. Notify unit executives and court personnel of the PACTS Online Help updates.)
OCS Planned Maintenance Bulletin Image:
OCS Release Bulletin Template:
RELEASE: APPLICATION|SYSTEM|SERVICE|PRODUCT
APPLICATION|SYSTEM|SERVICE|PRODUCT
Provide Detail
DESCRIPTION
Provide Detail
NOTE: For more information, Provide Detail
IMPACT
Provide Detail
CURRENT VERSION
Provide Detail
TARGET VERSION
Provide Detail
LOCATION
Provide Detail
RELEASE WINDOW
Provide Detail (i.e. 8:00 P.M. to 11:00 P.M. Eastern Time on Thursday, February 18, 2021)
DURATION
Provide detail (i.e. 3 hours)
RESPONSIBLE PARTY
Provide detail (i.e. Case Management Systems Office, Probation and Pretrial Systems Division (CMSO-PPSD))
RELEASE NOTES LINK
Provide link detail
ACTIONS REQUIRED
1. Notify unit executives and court personnel of the planned release and ensure they are aware of any important updates.
2. Provide unit executives and court personnel with a link to the provide link detail
OCS Release Bulletin Image:
Enterprise Release Calendar (ERC) Record Template Information to include in an ERC record reflected in the following image below which shows the data entry window for an ERC record. Explanations of fields and options, which provide guidance for those who are creating or editing release records, follow the image. An ERC requested template provided at end of this information section.
The ERC template below requires AFS Tier II provide the following details: Title, Start Date, End Date, Product, Portfolio Category, and Status are all marked as required fields and bolded below:
Title:
o Start Date/Eastern Time:
o End Date/Eastern Time:
o All Day Event:
o Recurrence:
o Product:
o Portfolio Category:
o Office (AO):
o Court Unit Type:
o Impacted Circuit:
o Impacted District:
o Description/Impact:
o Court Action Needed/Required:
o Release Type (Planned Outage, Degradation):
o Status:
o Record Owner:
o Potential Conflicts:
The following list describes each section within the ERC template provided above.
o Title: Enter the shortest possible name that will identify the release at a high level. You do not need to make the title detailed or expansive, but it should provide an idea of the basic scope. Note also that you do not need to add the product name in the title, as the ERC will automatically append the product name. The following are examples: “HRMIS - Tax table updates”; “JIFMS - Major Platform Upgrade”; “CMECF - Security Patches.”
o Start Date and End Date: Select the specific date and time window for the release.
o Recurrence: Check this checkbox if the release will be a repeating event. Recurrence options will appear if checked.
o All Day Event: Check this checkbox to indicate the release will occur over a full day. This eliminates the need for entering start date and end date.
o Product: Using the drop-down list, select the appropriate system. The Product list includes only National
Systems or individual business service/enabling service components of National Systems. If a product is missing from this list, please let the ERC team know before proceeding.
o Portfolio Category: Using the drop-down list, select the appropriate category. Options include Probation Pretrial Systems, Case Management Systems, Financial Systems, HR Systems, Facilities/Security Systems, Support Systems, Software Infrastructure Systems, Hardware Infrastructure Systems, and Other. When selecting the portfolio, consider how the system is perceived by customers who will use this for filtering purposes.
o Office (AO): “Office” indicates which office is best able to answer questions about a given release. The value Court Managed indicates that one or more courts, and not a specific AO office, is directly responsible for a product’s releases (e.g., JICS, Rest Assured, JEDI, etc.)
o Court Unit Type: Use the Add/Remove selectors to include all the appropriate designations. Please select all the Court Unit Types that will be impacted by this specific release.
o Impacted Circuit(s): Use the Add/Remove selectors to include all the appropriate designations. Please select all the Circuits that will be impacted by this specific release.
o Impacted District(s): Use the Add/Remove selectors to include all the appropriate designations. Please select all the Districts that will be impacted by this specific release.
o Description/Impact: Unlike the title, enter the description as detailed as possible, given the limitation of the field. Explain the maintenance/release, including how the work will impact the application system, service, or product. Include information regarding the impact to users across the judiciary. Calendar owners can include links and/or attach documents to overcome the limitation of the Description field. This field is required.
o Link to more information: If you want to add a hyperlink to the release record—link to more information in another location—enter the URL in this field. This section displays two fields, one of which is for inserting the location’s URL. Describe the link in the Type the description field.
o Court Action Needed/Required: Check this checkbox if the release will require action from the court(s) local personnel to be implemented. If yes, list the additional steps that users must perform. After you make court action needed, the Comments section becomes mandatory.
o Release Type: Select the most appropriate option.
o O&M Release (Recurring/Standard Changes or Updates): This type covers operations and maintenance releases that are low-impact and low-risk. This is also the appropriate option for known release windows when basic maintenance is performed.
o Emergency Release: Refers to unplanned releases that will address existing, user-impacting issues, or that will prevent a high-priority issue from becoming user-impacting.
o Maintenance Window (No Disruption Expected): Refers to releases related to recurring updates and/or changes that will not cause a service disruption and will not impact end users.
o Maintenance Window (Disruption Expected): Refers to releases related to recurring updates and/or changes that may cause a service disruption and may impact end users.
o Planned Release (Disruption Expected): A release that will cause a service disruption but not a complete outage;
for example, when certain functionality is not available.
o Planned Release (Service Unavailable): A release that will cause a complete outage to the service. Selecting this option will cause the ERC to outline that record in red and append the following text: “(Service Unavailable).”
o Status: Select the appropriate option: Scheduled, Accomplished, or Canceled.
o Scheduled: The release has been scheduled but has not yet occurred.
o Accomplished: The release has occurred.
o Canceled: The previously planned release has been canceled.
o Record Owner: The Record Owner refers to the individual who owns the record—the person to whom anyone can reach out with further questions. In addition, this individual will receive all notifications regarding the release. Record Owner is a mandatory field.
o Potential Conflict: By checking this box, calendar owners can opt into notifications, which will inform the calendar owner about any other release entered during their scheduled time of release.
Note: The above information provided here is an accumulative presentation of data from the respective OCS and ERC User Guides made available in this document.
File details come from the government source that posted it. Updated .