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You're in charge of software updates. How do you ensure minimal operational disruptions?

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Handling software updates is a critical task in control engineering, where the goal is to manage systems and processes effectively. Your role is pivotal in ensuring that updates are implemented smoothly without causing operational disruptions. To achieve this, you need a well-structured approach that considers the intricacies of the systems you're dealing with and the potential impacts of new software versions.

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Shan Vazhavila

EPR Senior Configuration Analyst (HIM) at Royal Marsden
Hatch Virdi

1 Plan Ahead

When preparing for software updates, it's crucial to have a strategic plan in place. Start by reviewing the update documentation thoroughly to understand the changes and their implications. Next, assess the compatibility with existing systems and identify any dependencies that might be affected. Schedule the update during low-activity periods to minimize the impact on operations and inform all stakeholders about the planned downtime, if any. By planning, you can anticipate challenges and arrange for contingencies, ensuring a smoother transition.

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Shan Vazhavila

EPR Senior Configuration Analyst (HIM) at Royal Marsden
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During planning be aware of and communicate the impact of the change to be implemented. This will help stakeholders take a more educated decisions.

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Hatch Virdi
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Follow a mature change management process. Identify all risks and put in place actions to mitigate all risks. Make sure all stakeholders are engaged in the process and correct comms in place and approvals in place before the change.

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Jo A.

Industrial Controls & Robotics
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Prior to any software upgrade, a documentation should be provided - which should include : - State of the existing system - Limitation(s) of the existing system (stands as a problem statement) - Opportunities and solutions the upgrade will provide and HOW - with demo, trials etc - Work breakdown on who is responsible and assigned for each work to be done - Risk assessment on both the existing and upgraded systems -Rollback procedure IF issues arises during the upgrade - Approvals from ALL relevant stakeholders engineering team, site leadership, EHS etc

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2 Testing Phase

Before rolling out an update to live systems, it's essential to conduct thorough testing in a controlled environment. Create a replica of your operational setup, known as a staging environment, and apply the update there first. This allows you to monitor the software's behavior and verify that it interacts correctly with other components. Pay special attention to the system's response times and stability under various conditions. If issues arise during testing, you can address them without affecting the actual operational systems.

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3 Backup Data

Data is the lifeblood of control systems, and losing it during an update can be disastrous. Ensure you have a complete backup of all critical data before proceeding with the update. This includes configuration files, user data, and process information. Use reliable backup tools that can restore data quickly in case something goes wrong during the update process. A solid backup strategy not only protects against data loss but also provides peace of mind and a safety net to fall back on.

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Matthew Mylett

Solutions Architect specializing in Performance Engineering and IT Project Management
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As with any change to production systems, it is imperative to ensure that there are current viable backups of the environment. Utilizing platforms that provide the ability to stage restores is also beneficial as the entire system may not need restoration. This should all be covered by the organization's BC/DR plans ensuring that when something goes awry the key personnel are prepared to deal with the impact until operations can return to normal. This was highlighted recently in the news, given the responses of some organizations it may be advisable to ensure these plans are current and well tested!

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4 Gradual Rollout

Implementing updates across all systems at once can be risky. Instead, consider a phased approach where you update a small segment of the system first. This gradual rollout lets you observe the effects of the update on operational performance and catch any unforeseen issues early on. If the initial phase is successful without causing disruptions, you can confidently proceed to update the remaining segments, adjusting your strategy based on feedback from the initial rollout.

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Matthew Mylett

Solutions Architect specializing in Performance Engineering and IT Project Management
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In my experience, you should always test patching with a small group of systems that are not critical to operations. This ensures that all unexpected results have an opportunity to present before key components are affected. Staging patching in phases or groups in this way also allows the technical teams an opportunity to ensure other programs don't face adverse effects and allows solutions to be formulated ahead of major impacts to business operations.

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5 Monitor Closely

After applying an update, vigilance is key. Closely monitor system performance and functionality to detect any anomalies that may surface post-update. Set up alerts for key performance indicators to notify you of potential issues. Monitoring helps you quickly identify and rectify problems, minimizing their impact on operations. Remember, the goal is to maintain stability and efficiency, so keep a close watch on how the system behaves with the new software.

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6 Communicate Effectively

Clear communication throughout the update process is vital. Keep all relevant parties informed about the update's progress and any issues that arise. This includes not only your team but also end-users who might experience changes in system behavior. Effective communication helps manage expectations and facilitates a cooperative environment where everyone is prepared for possible changes or temporary inconveniences during the transition period.

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You're in charge of software updates. How do you ensure minimal operational disruptions?

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1 Plan Ahead

2 Testing Phase

3 Backup Data

4 Gradual Rollout

5 Monitor Closely

6 Communicate Effectively

Control Engineering

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