====== Introduction ======

The role of managing the migration/deployment data within DMS is the role of the project PMO team. Their primary tool is the DMS Console from where everything bar language configuration is carried out. This section is all about using the DMS Console to manage the deployment records and all the associated information.

Before continuing on we suggest you refresh your memory and review the [[dms:navigating_the_dms_console|Navigating the DMS Console]] section.

====== Properties of a Schedule Group ======

The default properties of a Schedule Group are set within the [[dms:configuring_dms#structure|project structure]] in DMS Console Setup and inherited throughout. There are also additional properties that have to be set using the DMS Console Home screen as well as properties that are replicated through from Setup. The reason for this is that these are setting which can be configured by an Admin user who may not have access to DMS Setup. These Schedule Group properties need to be set any Deployment records are added to the Schedule Group.

  - Load the DMS Console
  - Go to the Home screen
  - Click on Dashboard Setup
  - From the right pane locate the Schedule Group you need to configure and double click to move it to the left pane
  - Click Save or add additional Schedule Groups if required and then click Save

Once the Schedule Group is on the Home screen you can access the properties using the {{:dms:button_properties.png?nolink|}} button on the left menu of the Schedule Group. The Schedule Group property tabs are:

  * T0
  * Deployment Window
  * Defaults
  * Tasks
  * Component Defaults

===== T0 =====

Before adding Deployments a Schedule Group must have a T0 date set. The T0 date must be set before a Deployment Window can be created and is the date from which the T-date Tasks are calculated.

===== Deployment Window =====

The deployment window defines the date range for deployments available to this Schedule Group. You can both create and edit a deployment window from this tab. To create a deployment window:

  - Update the //Daily Run Rate// if the Schedule Group Default value is to be changed for this Schedule Group
  - If applicable update the //Deployment Slots// if the Group Default value is to be changed for this Schedule Group. If you change the slots and will be using the User Portal or emails please check that [[dms:the_language_portal#slots comms|Slots Comms]] are setup
  - Click on //Create Deployment Window//
  - The start date will be set as the T0 date. Select the end date
  - If using slots the Run Rate will be split between the slots which you can manually edit
  - You will see the available deployments as a number based on your settings
  - Click OK to create

You can edit the deployment window data in two ways. You can edit each individual day run rate by simply editing the value in the list and clicking on Apply to save the edits. This is useful for setting ‘ramp up’ days at the start of a deployment. If you need to change the entire deployment window click on the Edit button and follow the same process as for creating the window above. When altering an existing deployment window any existing dates with deployments will be left. i.e. The wizard won't remove any dates currently used.

Any holidays (excluded dates) set in the Project Calendar of the Schedule Group Defaults tab of the  [[dms:configuring_dms#structure|structure properties]] will be set to a zero run rate. 

===== Defaults =====

The Defaults for Language and Deployment Location <LINK REQ> set in the Schedule Group Defaults tab of the  [[dms:configuring_dms#structure|structure properties]] can be amended at the individual Schedule Group level. properties.

===== Tasks =====

If a Task Template was applied to the Schedule Group Defaults within the structure you will see the list of tasks. If not you can apply a template using the drop down list in the menu bar in the top right of the dialogue. You can add or remove tasks as necessary however if you edit a task T_date value you must also update the end_date as this will not automatically calculate.

===== Component Defaults =====

The Component Defaults are set within the Schedule Group Defaults tab of the structure properties, but can be altered for an individual Schedule Group. You can change which Computers, Applications and/or Peripherals are available for this Schedule Group and amend which are Default and Mandatory if necessary.


====== The Deployments window ======

If you have already added the Schedule Group whose Deployments you need to manage to the DMS Console Home screen, the Deployments window is accessed using the {{:dms:button_deployments.png?nolink|}} button on the Schedule Group menu bar. Alternatively you can use the //Open Schedule Group// option if you have it configured on the Home screen.

The top or header section of the window (shown below) provides lots of useful information, some of which (in blue) can be clicked on to go straight to that information to edit it or carry out some other function. Although this window is for managing deployments, Users and Computers are integral components of these deployments and therefore in the case of //Deployments Users// and //Computers// it changes the data you are viewing between these 3 different types.

{{:dms:deployments_window_header.png?nolink|}}

The main part of the deployment window is split into two panes. The left pane allows you to choose which filter to apply. By default this is a list of days and dates each with a set of numbers corresponding to the number of deployments booked on this day against the total number available. This list is only populated once the deployment window has been created. Blue text indicates non deployment days and if a day is over allocated the text will be red.

You may select other views from the pane on the left. The options are:-
  * Schedule - show deployments based on there schedule date (and slot if defined)
  * Status - show deployments based on status code
  * Fail Code - Show deployments with given failure codes
  * Administrators - filter deployments who have been processed by a given user (engineer/tech, PMO etc).
  * Exceptions - identify deployments which have an automatically identified exception. e.g. no schedule date set
  * Tags - Filter deployment based on user defined tags. Tag names are arbitrary.
 
The context of the left pane changes depending on whether the right pane is showing Deployments, Users or Computers.

On the right side is the list of deployments in the Schedule Group. This list has a number of columns. In the status bar above the columns is a summary of the number of users and deployments currently configured within the Schedule Group on the left, and a toolbar on the right.

^  Column  ^  Description  ^
|UC |User Confirmed. This shows that either the user has confirmed their details using the User Portal or PMO have done so in the Deployment Properties.|
|Dep |Once deployed this column shows the deployment date for the record.|
|::: |A yellow warning triangle indicates that the record is not yet a deployment record.|
|::: |The Deployment Import must be carried out to convert these records into manageable deployments. Once this is complete the warning triangle will disappear.|
|HW Model |This shows the hardware model for this deployment. This can be allocated by a) the deployment import, b) user choice in the User Portal, or c) PMO editing the deployment properties. This will show <rebuild> if this setting is ticked in the deployment properties.|
|Status |This shows at which stage the deployment is at using the 7 state points.|
|Completed |Once a deployment has been set as completed using the DTL Portal the date of completion is listed in this column.|
|Success |This column indicates the user has accessed the User Portal and completed ‘Step 3’ user acceptance/sign-off.|
|New |Create a new deployment manually.|
|Properties |Open the properties of the selected deployment.|
|User Wizard |Run the user wizard for the selected users or the Schedule Group. (see section 7.6 User and Deployment Wizards for more information)|
|Deployment Wizard |Run the deployment wizard for the selected deployments or the Schedule Group.|


The columns may be altered by right clicking the column header to open the context menu. If locked the column layout must be unlocked before columns are added, removed or the position moved. Once changed the order will be remembered. If custom fields have been added to the DMS instance then these may be added to the list of columns shown.

{{:dms:deployments_window_main.png?nolink|}}

===== Deployment Properties =====

To edit the properties of a deployment select the deployment and double click, or use the context menu and select properties. When the deployment properties load the dark blue information bar will show the full path to the deployment, ending with the deployment name (# + 5 digit number) and if different to the name the deployment ID in brackets. If at any time you edit any data you must click the Save button.

{{:dms:deployment_properties2.png?nolink|}}
==== User ====

This is the Schedule User for this Deployment. Clicking on the user name will open the user details window.


==== Type ====

DMS supports 5 different types of deployment.

|Replace Asset| A new asset is being carried out and a legacy asset will be retrieved. For this type of deployment a legacy and new asset are required to succeed a deployment.|
|Rebuild Asset| An existing asset is being rebuilt. For this type of deployment only a legacy computer is required to succeed a deployment.|
|New Asset| A new asset is to be deployed where a user has no existing asset or the existing asset is not being retrieved at this time.|
|Return Asset| Only an existing asset is being retrieved at the time of deployment. This type is often used as second wave of activities to previous deployments of a type //New Asset//|
|Non Asset| This is for non physical migrations such as email or application migrations. These types of deployment do not require legacy or new assets assigned and have asset tracking disabled by default.|

==== Date ====
If a deployment window has been created then the deployment date can be set here. The date can also set using the Deployment Import template. The date can also be selected by the end user if the User Portal is used and if the end user is allowed to self-schedule.

==== Location ====
The Location field is the Deployment Location as defined in the structure properties. If necessary this can be changed at an individual deployment level.
==== Old Computer ====

The old or legacy computer being replaced in the deployment is shown here. Legacy computers are normally matched to deployment using the deployment import however they can be assigned manually here or edited if necessary.

To assign a new or different old computer click on the browse button {{:dms:button_browse.png?20,nolink}} and then select the correct old computer from the drop down list. Once selected click the confirm button {{:dms:button_confirm.png?20,nolink}}. The drop down list will only show unallocated old computers.

Once a legacy computer is assigned you can click on the computer name to view and/or edit the legacy computer details.


==== New Model ====

If the deployment import allocated a new hardware model for the deployment it will be shown here. The model can be amended here using the drop down list.



==== New Asset ====

For most deployments involving a new computer the specific new asset is usually assigned prior to the deployment activity. This is usually done by an engineer at the computer build stage using the //Assignment Portal//. It is also possible, but uncommon, to assign using the Deployment Import template.

If the new asset needs to be assigned by PMO this is where it can be done. To select a specific computer for a deployment click on the browse button {{:dms:button_browse.png?20}}. You can then choose the location from where you want to allocate the hardware. You have to select the correct Asset Location that has been classified as ‘Global’. The ‘Set to not assigned’ option can be used to reverse the process if required.

==== Deployment State ====

In the top right of the window is the ‘Deployment State’. Each deployment record can have one of 11 state settings, some of which are set using DMS Console and the Deployment properties whilst others can be set as a result of other actions. You can change the state of more than a single record by using the Deployment Wizard.

Beneath the Deployment State is a //Set Fail// button which allows a Deployment to be failed at any time. Once the State gets to //5 - Deploy Ready// an additional button will appear beneath called //Set Succeed// so that the Deployment can be succeeded from the Deployment properties.

If a deployment is set to ‘failed’ it can only be rescheduled within DMS Console. To do this, once failed, the //Set Fail// button changes to //Re-Schedule//. If a deployment is rescheduled the new deployment is automatically assigned a new deployment ID which will be identical to the name of the new deployment. This is important if the Deployment Import is to be used to update information about the new deployment as the deployment ID will need to be amended to the new one.

^  State  ^  Description  ^
|1 - Edit |This state is set for a new record. This state allows the deployment data to be edited using DMS Console. In this state no deployment data is visible within the User Portal.|
|2 - User Portal |Setting this state makes the deployment record data available in the User Portal within the scope of the deployment record settings, and the user settings for Logon.|
|2R - User Rejected |If the user has been asked to confirm their existing hardware and has deselected the box to say that the information is NOT correct this state will be set automatically.|
|3 - User Confirmed |Typically this state is set automatically once a deployment has been confirmed using the User Portal, however it can also be set manually in DMS Console in the deployment record or using the Deployment Wizard if necessary.|
|4 - Customer Acceptance |This state is used to lock the deployment data in the User Portal in order that the data can be validated; typically by the customer. Whilst this state is set deployment records can still be edited using DMS Console.|
|5 - Deploy Ready |This state is used to release deployment records to be available in the DTL Portal. This state cannot be set unless the user and deployment data has been confirmed and is valid.|
|6 - Deploy Success |This state is set by either the confirmation of a successful deployment using the DTL Portal, or using DMS Console.|
|6F - Deploy Failed |This state is set by either the confirmation of a failed deployment using the DTL Portal, or using DMS Console. This state allows the Reschedule option.|
|7 - User Accepted |This state is set once a deployment has been accepted by a user through the User Portal. If a user survey is used it must be completed before this state is set. This state can also be set within DMS Console. Once this state has been reached the state can no longer be changed.|
|7F - User Acceptance Rejected |This state is set automatically if the user deselects the option agreeing they have received their new computer in the User Portal.|
|7R - Rescheduled |This state is set when the Reschedule button is clicked. This record is now complete and a new record is automatically created to record the rescheduled deployment. The user and deployment data is replicated bar the date which is reset. The deployment state is set to ‘1-Edit’.|

==== Details tab ====

The Details tab for Deployments is where an individual deployment’s User Portal access can be customised and where a list of additional deployment data fields are accessible. This list of data fields is a custom list and if additional fields are required these will need to be discussed with Modus during instance definition.

==== Components tab ====

This allows the selected [[dms:configuring_dms#components|components]] for the deployment to be reviewed and/or amended.

==== Emails tab ====

Any emails sent to the user from DMS (whether from the User or Deployment Wizard) will be listed here. Opening an individual entry on the list shows the email content along with the DMS Admin user name and time and date it was sent. Emails listed here have been processed within DMS however this does not guarantee delivery to the end user.

Deployment emails are typically sent in batches and for this the Deployment Wizard function is used, however individual/one off Deployment emails can be sent to the user by clicking on the new {{:dms:button_new.png?20|}} button.


==== Exceptions tab ====

If any exceptions have been identified for the Deployment they will be shown here, for example if the Deployment is of type //Replace Asset// and there is no New Asset assigned it will be listed here as an exception. Another way of looking at this as is a list of warnings hence the use of a yellow triangle icon.
==== Settings tab ====

The Setting in this tab are always set within the properties of the OU Structure and Schedule Group, however this allows for these Settings of an individual Deployment to be amended.


==== Deployment Tags ====

The blank field at the bottom of the Deployment record is the field for Deployment tags. Tags can be added at any time to a Deployment just by entering text in the field and hitting enter. These Tags are then availabe as a filter in the Deployments window.

==== Notes ====

You can record text notes against any deployment. These notes are also available to the engineering team through the Deployment Portal. The Notes button will have a number on it indicating the number of notes recorded.

==== History ====

To show the history associated with this deployment click on the history button. This shows information about what properties of the deployment have changed, when and by whom.

===== User Properties =====

User properties can be edited either by clicking on the User in the Deployment properties window or you can switch the Deployment window to list all the Users and then double click on the User from the list. User information is loaded by the user import process and can be updated here and by the user if configured to do so in the User Portal.

==== VIP ====

The Very Important Person (VIP) is a flag and does not activate any functionality. It is a field that is shown on the build sheet by default and therefore can be used to assist engineers and other customer contact team members to be aware of the more important users.
==== User Portal access ====

Typically if using the User Portal the User wizard is used to provide the users with access however it can also be amended for an individual user:
  * Logon - the button is highlighted blue when the user has the permission to logon
  * Reset Password - prompts to reset the user's password
  * Language - a drop down list of available languages for the User Portal

==== User Confirmed ====

If the User Portal is used the //User Confirmed// tick box indicates when the user has confirmed their user details (Step 1 of the User Portal) using the portal. If necessary this tick box can be deselected and the user will be required to review their user details in the portal again.





==== Details tab ====

The Details tab for Users is where a list of additional user data fields are accessible. The defaults fields include items such as Account, Manager, Department etc. It is possible to have custom fields added as part of the DMS configuration and these may also appear here.

==== Deployments tab ====

The deployments tab shows the deployments that this user is associated to as well as the current status. Deployments can also be added and deleted for this user here if necessary.

==== Emails ====

Any emails sent to the user from DMS (whether from the User or Deployment Wizard) will be listed here. Opening an individual entry on the list shows the email content along with the DMS Admin user name and time and date it was sent. Emails listed here have been processed within DMS however this does not guarantee delivery to the end user.

User emails are typically sent in batches and for this the User Wizard function is used, however individual/one off User emails can be sent to the user by clicking on the new {{:dms:button_new.png?20|}} button.

==== History ====

To show the history associated with this user click on the history button. This shows information about what properties of the user has changed, when and by whom.


====== Wizards ======

There are a lot of managing user and/or deployments tasks that will typically be carried out against many users or deployments concurrently. To make this possible DMS has a User Wizard and a Deployment Wizard to allow 'batches' of users or deployments to be processed in one step.

The wizards can be initiated in 2 different ways:
  * Select <all deployments> in the date column (selects the whole Schedule Group), an individual user, or multiple users and then click on the relevant icon in the tool bar.
  * Select an individual user or multiple users and then use the context menu (right click) and choose the wizard to run.

===== User Wizard =====

The User Wizard allows the following actions to be run for the selected users. The actions that can be performed are specific to the user rather than the deployment.

^  Action  ^  Description  ^
|Set Tag| Set a Tag or Tags for the selected users|
|Change Password |The password can be set manually, or the system can generate a random password for each user (recommended). By default this password is stored in order that it can be sent in an email. To send an email to the users regarding the password change the Send Email option must also be ticked when you choose the Change Password action.|
|Change Link Access| Allows a unique GUID to be generated providing access to system without using password - e.g. for use via an URL link. Link can be set to automatically expire after a given number of days. Link Access can also be disabled here for the user if required.|
|Change Logon Privilege |This carries out the action of either enabling users to logon to the User Portal or disabling the logon privilege.  When users are first imported the logon privilege is disabled by default.|
|Send Email |This allows one of the pre-defined emails to be sent to the selected users. For example when used in association with the Change Password option you would select the Change Password Email.|

After the options for the selected action have been chosen you are presented with a list of the users in the Schedule Group with the users initially selected for the wizard ticked. At this point the list of users this action will apply to can be further amended.

===== Deployment Wizard =====

The deployment wizard allows the following actions to be run for the selected deployments. The actions that can be performed are specific to the deployment rather than the user.

^  Action  ^  Description  ^
|Set Tag| Sets a Tag or Tags against the selected deployments|
|Set Type  |This option allows you to change the [[dms:managing_deployments#type|type of the deployment]]|
|Set New Model |This option allows groups of deployments to have their hardware model changed.|
|Change Date |This option allows groups of deployments to have their date changed. Typically this action would be used in conjunction with the Send Email action in order that the users can be informed of the deployment date changes.|
|Set Components to Default |This option sets all the components for the selected deployments to the default for the SG.|
|Send Email |This allows one of the pre-defined emails to be sent to the user of the selected deployment. For example when used in association with the Change Date option you would select an email configured to inform users of the date change.|
|Set Deployment Status |This allows the Deployment State of the selected records to be changed.|
|Move |Allows for moving the Deployment from one schedule group to another|