The UT Works Glossary collects and defines terms that might be unfamiliar to UT staff as they learn about how UT Works will enable the university to better manage its physical spaces, improve the delivery of mission-critical services, provide better and more useful data to drive capital projects and streamline workflows across multiple units.
If you have questions about any of the words or definitions included on this page or if there's a word or concept you would like us to explain, email it to utworks@austin.utexas.edu.
A
Application
A system or piece of software designed to fulfill a particular purpose or function.
C
Change Management
The process of helping people navigate the change from how they do their job today to how they will do it in the future. Change management helps ensure success by making users feel prepared and supported.
Configuration
The process of modifying or changing settings within the software to meet business or operational needs. Often referred to as system configuration.
Custom vs. Configured System Design
Custom systems are coded and maintained by UT to meet the specific needs of the university.
Configured Systems are coded and maintained by a third-party vendor but can be tweaked or modified to meet the specific needs of the university.
Cut-Over
The point in time when “live” data is re-directed from one system to another. For example, the point at which a new system replaces the previous system in the production environment. After that point, anyone accessing the system will be using the new version. Think of a cut-over as flipping a switch.
D
Deployment
The process of transitioning all or part of a product or system from a developmental state to a production or live state making it available for use by end-users.
Design
The process of defining how a system will look and function to satisfy specific business or operational needs. The design is then used to plan how to configure the system to meet those needs.
Design Confirmation
The process of confirming that a system design will be able to deliver the required functionality to meet the needs of the university.
E
End-Users
Refers to the intended group of people who will use a system. For example, UT staff who will use UT Works as a part of their job are the end-users of the UT Works system. End-Users are sometimes also referred to as customers.
End to End Testing (E2E)
The process of completely testing a system’s features or processes from start to finish to ensure it is working as designed.
G
Go-Live
The point in time when a new system is turned on for use and becomes the system of record. This often involves a Cut-Over from a previous system. “The new system is going live on Friday!”
H
Hypercare
The period of time following Go-Live, when staff managing a new system provide additional end-user support to facilitate a smooth transition to using the new system.
O
Organizational Readiness
The coordination of people, processes, and systems within and across organizations ensuring that the people and groups who will use a new system are ready for the transition to the new system. This includes the process of assessing and preparing an organization to experience change, including providing the resources and cultivating an atmosphere necessary to ensure an organization’s success when navigating change. See also Change Management.
Operational Readiness
The process of ensuring the operations team has the resources and training necessary to support and maintain a new system once it is in use by its intended end-users.
P
Phase
The UT Works Program refers to a collection of related projects or objectives being worked on simultaneously as a phase. At this time, the program has plans for three phases of work.
Product
A term used to refer to related processes and systems packaged or presented as a single unit.
Production Environment
Refers to the “live” system accessed by end-users to do work or accomplish a task and distinguishes it from systems that may be identical to the live system but are only used for configuration, testing, or training. Often referred to using the shortened terms production or prod. See also Qual Environment.
Program
At UT, a program is often an organization that manages a collection of projects, products, and services managed as a group. Note: Program can also refer to an application or piece of software.
Project
A set of tasks that must be completed in order to achieve a particular outcome or goal. See also Phase and Program.
Prototype
An initial or early version of the system design. The purpose of a prototype is to demonstrate and test the design before moving forward with system configuration.
Q
Qual Environment
A version of the system that is functionally like the production environment but does not contain “live” data. The Qual Environment is used for testing and training, so any issues or mistakes made there will not affect any other systems or users. Often referred to using the shortened term, Qual. See also Production Environment.
S
Software Integrations
Software Integrations connect different systems together for the purpose of moving or sharing data between them. Often referred to using the shortened term integration.
Standard Operating Procedures (SOP)
A written set of agreed-upon step-by-step instructions to guide employees on how to perform specific tasks or duties.
Sustainment
Period of continual maintenance and support for the UT Works system and its end-users after go-live and hypercare. Sustainment continues for the entire life cycle of the product or system.
T
Training the Trainer (TTT)
The process of training an employee to be an expert in the new system while developing their skills for training other employees in the use of a new system.
U
Unit Testing
The testing of the individual components (units) that make up a system or process. A system needs to pass unit testing before proceeding to End to End Testing.
User Acceptance Testing (UAT)
Opportunity for a group of end-users to test the system using real-life examples from day-to-day operations.