MEMORANDUM. OMIS Operating Procedure - 03, Software Distribution Effective: March 6, 2000

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1 Joan E Ohl Phil Weikle Secretary Chief Information Officer Department of Health and Human Resources 350 Capitol Street, Room 300 Charleston, WV MEMORANDUM Date: March 6, 2000 To: From: Subject: Office of Management Information Services Personnel Phil Weikle, Chief Information Officer Office of Management Information Services Software Distribution PPCR - 3/03/ PURPOSE OMIS Operating Procedure - 03, Software Distribution Effective: March 6, 2000 To define and provide overall standards and guidelines for the distribution, implementation and modification of software that will effectively and efficiently assist the Department of Health and Human Resources (DHHR) in accomplishing its mission. 2.0 SCOPE This Operating Procedure (OP) has been approved by the Chief Information Officer (CIO) and applies to all employees, personnel from other organizations, contracting personnel and vendors who utilize the Information Technology (IT) systems within the Office of Management Information Services (OMIS). 3.0 PROCEDURE The (CIO) recommends that the following software distribution (updates, installation and modification procedures) become the standard within the DHHR. These standards will be reviewed and revised as needed.

2 Page 2 - OMIS OP-03 - Software Distribution Several things must be considered before the software distribution process can begin. The amount of work involved for this procedure can vary, depending on: (1) the size of the software distribution package, (2) the number of distribution sites, (3) the availability of technical support, and/or (4) the amount of errors that occur in processing. Because of these variables, appropriate lead time is required for all software distribution. The times involved are as follows: New Software Installation requires a lead time of three (3) weeks. Refer to section 3.1. Software updates require a lead time of one (1) week. Refer to section 3.2. File modifications require a lead time of one (1) week. Refer to section New Software Installation For testing and scheduling purposes, the Network Administration Unit within Security and Operations (SO) must be notified a minimum of three (3) weeks prior to all new installations. All software must go through a thorough creating/testing procedure prior to distribution. This process is as follows: Creating Snapshots: Snapshots are created by a reference PC. This PC must be running the same Operating System as the PC s to which the package will be distributed The operation of the software distribution program, known as the Assistant, is based on a snapshot which contains all the system configuration information When a snapshot is created, the scope and the size of the file must be controlled. During this stage, the directories must be defined manually. This process includes clarifying all pertinent information, such as which physical drives to incorporate and which subdirectories to exclude Viewing Snapshots: Once the snapshot has been created, all files stored in the snapshot file must be viewed and evaluated. After the file has been viewed and accepted as correct, this snapshot is saved. The software to be distributed is then installed on the reference PC Find the System Changes: After the software has been installed on the reference PC, the system change list must then be viewed.

3 Page 3 - OMIS OP-03 - Software Distribution The system change list will show all new, changed or deleted directories, files, keys and values. The software distribution (SWD) Assistant now finds all data that has been changed, either manually or as a result of the software installation The change list is manually edited by removing entries that are not correct. Once this information has been accepted as correct, and is saved, the package can be created Create Software Package: All final adjustments are included before the package is actually created Several configuration preconditions exist. They are: the minimum installed RAM, minimum disk space, files to be present and files to be absent. After this information has been entered, the package is created The package contents, which contain a complete list of the entire package, are now viewed. Addition or removal of any file listed in the package can now be made Once these modifications are completed, the package is saved Testing the Package: The newly created package must now be sent to a test PC Depending on the complexity of the application, testing time can range from 15 minutes to two (2) weeks Send the Package to Depots/Servers: The package must now be sent by File Transfer Protocol (FTP) to the number of depots/servers currently in use. Presently, there are over 60 depots/servers Depending on the size of the package, it can take up to 15 minutes per depot/server Scheduling of Devices: Date and time is manually scheduled by the Network Administration unit for all workstations needing the package Depending on the number of workstations, this can take anywhere from 15 minutes to 8 hours.

4 Page 4 - OMIS OP Software Distribution 3.2 Updates to existing applications: All updated software must go through the same thorough testing procedure as outlined in steps through All updated software must be made available to Network Administration for testing one (1) week prior to scheduled distribution time. 3.3 File Modifications: All file modifications must go through the same thorough testing procedure as outlined in steps through All file modifications must be made available to Network Administration for testing one (1) week prior to scheduled distribution time. 4.0 DEFINITION OF TERMS 4.1 Chief Information Officer (CIO) - is the director of OMIS and the person responsible for all information resources within the DHHR. 4.2 Office of Management Information Services (OMIS) -reports directly to the Secretary and is charged to provide the leadership, innovation and services needed to achieve efficient and effective technology solutions to meet the goals for the DHHR. 4.3 Software Distribution Package - This package contains the instructions and files necessary to install an application. It consists of a single compressed archive, which includes the created files and a script for the installation. 4.4 Network and Technical Support Unit - This group within OMIS provides first and second level support to all computer and network users throughout DHHR. 4.5 Software Depot - A file server that stores the software packages which can then be retrieved by the target PC s when needed. 4.6 Reference PC - A PC on which new packages for software distribution are created. It runs the Software Distribution Assistant to compile the software changes that are made into a package.

5 Page 5 - OMIS OP-03 - Software Distribution 4.7 Operating System - System software that controls the way different pieces of hardware operate, and the way that the computer responds to commands. 4.8 Software Distribution Assistant - The SWD Assistant creates ready to distribute packages by memorizing the configuration of a system before an installation, and then uses it to find the changes that took place after the installation. 4.9 Snapshots - An image of the state of the system taken by the SWD Assistant and kept for later reference. The snapshot contains information about all files and directories on the reference PC together with information on all Program Manager groups and icons. It is used by the SWD Assistant to determine the changes which took place when a particular software product was installed on the reference PC Installation Script - A self contained, stand-alone script language that comes with WinWatch and contains its own interpreter. It features built-in functions to collect, process, and manipulate the PC configuration Configuration Files - This file contains special commands. These commands set up the computer s hardware components and load the device drivers (e.g., memory, mouse, printer) so the applications can use them File Transfer Protocol (FTP) - The TCP/IP protocol that enables users to copy files between systems and perform file management functions, such as renaming or deleting files Work Stations/Target PC - The PC to which the software package is to be distributed Server - A shared computer that supports the processing, communications or file management of other computers on a network. 5.0 ABUSE/VIOLATION Failure to comply to this OP may yield unsatisfactory SWD results in expected time frames.

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