Release Readiness

  • Release Management is the process of managing, planning, scheduling, and controlling a software build through different stages and environments; including testing and deploying software releases. [source]  A release is defined as the distribution of the final version of an application. The concepts and processes can also apply to the deployment of third-party software tools, as well as updates and upgrades to existing software.  

    Within DPS, release readiness best practices are used to ensure successful planning and delivery of new projects or major and significant developments to the services that DoTS supports including new software development, deployment of vendor applications, upgrades, and/or enhancements to DoTS production services.

    Release Readiness Activities

    Prior to a release being approved, readiness is evaluated via the completion and review of a checklist and a release readiness (also known as a go/no go) meeting. These activities occur before a release or deployment/cutover to production. At a release readiness meeting, release criteria is reviewed as well as risks and mitigations. The Release Manager attends that meeting and makes the decision whether a release is ready or not in collboration with project leadership and input from project team members.

    The release readiness process works hand in hand with the Change Control process and typically applies to Significant and Major changes to DoTS supported systems and tools.

  • Who Participates in Release Readiness?

    Typically, the Project Manager or Product Owner/Manager will coordinate release readiness activites with input and asisstance form project team members.  When a Project Manager or Product Owner/Manager is not assigned, these activites are typically led by the most senior person leading the work.

    During a release readiness meeting, the project team members may present parts of the agenda and make go/no go vote recommendations. The project steering committee makes the final vote, and the Release Manager makes the final decision.  The Release Manager will help you determine the right voting members for your project.

  • When Should I Start Working on Release Readiness Activities?

    It's recommended that you schedule a meeting with the Release Manager during the planning phase of your project to ensure that you can discuss the Release Management process and expectations. Understanding the criteria for release during planning will help you prepare for a successful release and avoid any process or tactical surprises.

    As you approach deployment, you should plan for and schedule a release readiness (Go/No Go Meeting) before deployment or cutover activities are scheduled to begin.  At least 1 week in advance of the scheduled release readiness meeting, schedule time with the Release Manager to review your go/no go checklist and the slides for the release readiness meeting.

  • What Happens at a Release Readiness Meeting?

    There are two potential outcomes of the Release Readiness meeting:

    • Approved: When a release is approved, the team is permitted to deploy the release into production

    • Not Approved: If the release is not ready, or too risky, it will not be approved and a set of follow-up actions will be assigned to complete before a follow-up Release Readiness meeting is held

    The standard Release Readiness meeting agenda is below with suggested presenters for each section. See the resources section below for a template and example slides from previous meetings:

    • Introduction 

      • Brief summary or overview of the project and business need - Lead or Project Manager

      • Project status - Lead or Project Manager

    • Test & Deployment 

      • Testing results (test summary & outstanding bugs) - Testing lead

      • Deployment & Post-deployment plans (steps to put into production & any follow-up activities to mitigate issues) - Tech lead

      • Accessibility testing results - Testing lead or Tech lead

    • Training, Support, & Communication 

      • Training & Support plans (spend more time if there are significant changes to the previous plan or if it's entirely new) - Training Lead, Project Manager, or Department Representative

      • Communications plan - Training Lead, Project Manager, or Department Representative

    • Outstanding Risks and Mitigations  

      • Outstanding risks and mitigations - Lead or Project Manager

    • Decision 

      • Q&A - All

      • Go/No Go Votes and decision - Sponsors, key project team members, business owners, and the Release Manager 

    • Next Steps - Lead or Project Manager

  • Resources

    The following templates can be used as a starting point in planning release readiness activities or to support general release readiness:

    The following are examples of Release Readiness materials from previous projects: