5 Key Points Resolving Application Issues in Production

No software is bug free. Even time critical application may fail at some or other point of time. There are many instances when a particular application running in production fail.

That is why care should be taken when deploying application in production when application is ready to use by end user. I have shortlist 5 key points deal with those issues.

1. Maintaining Log File: Always maintain a log file to track the activities of user in production. If a issue arise in the application, first look into the log file and try to analyse the problem. So make sure your log file capture all critical application scenerio in the log file.
2. Sit with the user to understand the issue: If the log file does not help in finding the issue, sit with the client/user to understand the issue. Record the steps user is performing so that you yourself can reproduce the issue later.
3. Reproduction of issue in development environment: By following recorded steps try to reproduce the issue in development environment. This is a very important step and has to happen. Once reproduced the issue can be resolved very easily.
4. Creating duplicate environment in Production (if applicable): If issue can not be reproduced in development environment, then there is a serious problem. Try to create a duplicate environment in production if user allows to do that. Then fix the issue in production.
5. Run automated test cases: After fixing the issue either in production or development run your automated test cases to make sure that application is running fine and there is no side effect due to issue fix

Regards

Monu

Process of Knowledge Transfer : Part Three

In continuation with Process of Knowledge Transfer : Part Two we will discuss about various methods of Knowledge Transfer.

Methods of Knowledge Transfer

The employee who is giving KT should aware of some basic KT methods which accelerate the handover process.
Following some or all below methods helps greatly:
i) Preparation of Documents: There should be some project related documents like requirement specs and/or technical specs and/or manuals or any other project related documents. These documents should be distributed to the employees who is (are) taking the KT. These documents give a feel of the project.
ii) Preparation of presentation: Distribution of project related presentation also helps in handover process.
iii) Identification of key flows: The employee who is giving KT should prepare certain key flows of the project/application. Number of key flows should depend on the complexity of the project. Key flows should be high level design breaking of which will break the system. Key flows should not be too fine grain. In a small size project key flows may vary from 5 to 10 flows. After identifying the key flows it should be explained to the employee who is (are) taking the KT.
iv) Debugging of the project: Debugging is the best way to know the sequence of events happening inside the project. Pick one key flow at a time and allow the developers to drill down.
v) Testing the application: Presented the developers with the test cases and allow them to test the application.
vi) Identification of critical and common defect: If the project is in support and maintenance phase, it would definitely encountered certain critical and common defect during the course. Identify those defects and presented to the employee who is taking KT. Analyze those defects and provide some tactics to find the possible solution.
vii) Workshop of defect analysis and fix: There should be a workshop in which all critical and similar defects should be presented to the developer and allow them to analyze the defect and come out with probable fix.
viii) Workshop to correct the breaking system: Break the application by commenting out certain lines of codes and allow developers to correct the system.
ix) Real time defect fix: During the process of KT, last task could be give opportunities to analyze the incoming simple defect to developers and also allow them fix those.

The discussed Knowledge Transfer framework should NOT considered as a burden or rigid structure. Rather it is a process which can be taken as base upon which every one will follow a common path for the common goal. It can be modified and enhanced to become a mature framework. Implementer should understand the importance of knowledge transfer and management should understand the time required to accomplish these activities.


Regards
Monu

Process of Knowledge Transfer : Part Two

In continuation with Process of Knowledge Transfer : Part One we will discuss about various factors affecting Knowledge Transfer.

Factors Affecting Knowledge Transfer
To ensure an orderly transition of responsibilities we need to define a process. Let us discuss the various process oriented mechanism that help us achieving smooth knowledge transfer. There are various factors that affect the knowledge transfer process. The below mentioned factors are valid for both form of knowledge transfer i.e. for employee who is moving out of the project to other project and for employee who is leaving the organization.

1) Awareness: This is very crucial factor as the person who is taking the knowledge transfer has to understand the importance of his involvement. Project leader or mentor or project manager (or any one whom the developer is reporting to) has to motivate the developer to prepare themselves with a positive note. Developers should be advised to ask tons of questions about the project. Developers and the person who is giving the knowledge transfer should not follow any shortcut learning. Communicate to the team that person “A” is leaving and that person “B” is replacing.

2) Preparation of Handover Plan: Planning is important for any successful task. Similarly handing over the responsibility has to be carried out in a planned manner so that the task can be accomplished more affectively and efficiently. The employee who is giving the KT should prepare the handover plan in case the employee is moving out of the project and the NOT the organization. In the case of employee who is leaving the organization should prepare the handover plan together with another team member (can be team leader or manager) who is aware of the project. While creating the plan the employee has to put himself into the shoe of the developer who does not know anything about the project. Time is an important factor to accomplish these tasks. The organization has to sort out the time factor.

3) Review of Handover Plan: Review of the handover plan has to be carried out. It has to approve by concern authority. This is very important as the person who is leaving the organization will not be available for further help. So it has to make sure that the handover plan is complete and provide enough information for the developer to know insight of the project.

4) Timeframe: How long handover will continue? How much time does the developer requires contributing towards the project activities? The concern authority has to discuss with both the employees (one who is giving KT and who is (are) taking KT) to come out with the timeframe. Again this can be little flexible for the employee who is moving out of the project and NOT the organization because he/she will be available even after KT. But for the employee who is leaving the organization, the authority has to decide it cautiously. Depending on the complexity of the project timeframe will vary.

5)Weekly Meeting on Status and progress of KT: Activity or task tracking helps the organization to see if the realization of the plan is happening as schedule or any diversion. This can be achieved by weekly meeting on status and progress report. The concern authority should discuss with the developer to see how comfortable he/she is becoming with the project.

In part Three, we will discuss about Methods of Knowledge Transfer

Regards
Monu

Process of Knowledge Transfer : Part One

Knowledge transfer is the process of transferring knowledge from one individual to another by means of mentoring, training, documentation, and other means. It is an important aspect of project management and life cycle. It is not uncommon practice to transfer information from one person to another during a project life cycle. Lack of proper knowledge transfer may lead the project to instable position. Those projects which are already in production may need special attention because different people contribute to the project at different time.

Process oriented knowledge transfer is an integral part any organization. There are typically two scenarios when knowledge transfer has to happen during the life of a particular project.

Firstly, when an existing employee moves out of the project and take up some new roles and responsibility. Success of any project depends on the methodology or process it flows during the life of the project. It follows a defined life cycle and process. Likewise accomplishment of a particular project, movement among employee is desirable for the betterment of the organization. At certain point of time developer has to step up to take the responsibility of a designer, designer has to take up the responsibility of architect. Similarly sooner or later project leader has to become project manager. In order to achieve these, people move in and out of project at regular interval. It is therefore desirable and responsibility of the employee to do knowledge transfer so that internal movement does not affect the project activities and client expectation.

Secondly, when an employee leaves the company, proper knowledge transfer become very crucial. This is because he/she won’t be available to provide any further assistance.
In Part Two, we will discuss about various factors affecting knowledge transfer.

Regards
Monu