This is a very brief overview of the procedures for documenting projects,
tasks, and changes to production systems (all referred to as "requests" 
within this document) within the Applications Programming Group.

1. Numbering
When a request is received by anyone in the group, a number is
assigned to the request.  The request may come from any source - phone,
email, regular mail, verbally, etc.  The request may originate within
the group itself or come from external sources such as UK users,
business owners, vendors, eternal agencies, etc. 

These request numbers are the numbers used to designate entries on the
task lists found on the Applications Programming website at 
www.uky.edu/IS/AdminApps/TaskList/welcome.html.

While the numbering system differs slightly among systems, the numbering procedures
were devised about 15 years ago and are documented on the web at
www.uky.edu/IS/AdminApps/SIS/Admin/newpgmr/standard.htm.

2.  Location
All documentation from the initial request forward is stored
in a designated file on the IBM mainframe.
For SIS, the filename is IDMSMIS.SIS.DOC.REQUEST 
For HRS, the filename is IDMSMIS.HRS.TEAM.DOC.IATOSMOD for vendor requests and
    IDMSMIS.HRS.TEAM.DOC.UKTOSMOD for all others.
For FRS, the filename is IDMSMIS.FRS.TEAM.DOC.IATOSMOD for vendor requests and
    IDMSMIS.FRS.TEAM.DOC.HELPMSG for all others.

These files contain correspondence and notes on the requests including persons
assigned, dates, problem statements, action statements and names of all
modules within the software which are affected by the request. These files
can contain references to more extensive documentation stored elsewhere -
such as test plans stored on a website.

3.  Change Control System
Since early 2000, the Applications Programming Group has also adhered
to The Network and System Change Control System found on the web at 
www.uky.edu/~change/. 
This procedure is documentated on the web at 
www.uky.edu/IS/AdminApps/Chgctlrec.doc.  Identification of entries in this
process and the request process on the IBM mainframe are crossreferenced.

4.  Imbedded Comments
All source code affected by the request has a reference to the request number
imbedded in it.  Source code for this purpose is defined as source code for batch
programs, online screens, tables, copy modules, or any part of a production system.
This documentation process is also used for subsystems and interfaces to the administrative
systems regardless of where they reside - mainframe or server.  Several different
source libraries are used for the administrative systems - Librarian on the mainframe
and Microsoft Visual Source Safe for server systems.  Regardless of the library used for
storage, the original request number is the main point of reference.

5.  Migration
When a request has resulted in a change to a production system, after testing but
before implementation into production status, a migration request is sent via email
to the appropriate support person.  Many times, the support person is a lead programmer
within the Applications Programming Group, other times it is the DBA Group or a Systems
Programmer or a Server Administrator.  These migration requests are also stored on
the IBM mainframe.
For SIS, the filename is IDMSMIS.SIS.DOC.MIGRATE 
For FRS, the filename is IDMSMIS.FRS.TEAM.DOC.MIGRATE
For HRS, migration requests are stored in the same file as the original request.
                   

Similar procedures exist for the FES, Equipment Inventory, 
Space Inventory and Telephone Billing Systems.

prepared by Sarah N. Hall, October 9, 2001