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Rollover

Each year we close the current cycles courses and open the new cycle in a process we call Rollover.

This involves copying existing providers and courses to new records to allow the providers to update any details and then switching the API over to a new recruitment cycle which in turn releases the new courses on Find & Apply.

This document lists the changes needed to be made to the codebase and the timings for these changes.

Rollover overview

The below sequence diagram covers an approximately 4 month period of time ending around October. It covers

  1. when there is only current recruitment cycle to current and next recruitment cycles then back to current/new recruitment cycle.
  2. the rollover cycle from prepare to launch to end.
  3. the period where Find closes and reopens with new courses.
  4. the 4 main Validation points to validate the data, Publish and Find for the dry run testing.
sequenceDiagram
autonumber
    participant Publish
    participant Data
    participant Find

rect rgb(100, 150, 255)
Note over Publish: When only current recruitment cycle is available
end
rect rgb(200, 150, 255)
Note over Publish,Data : Prepare rollover
Data->>Data: Create new recruitment cycle & rollover providers
Note over Data: This can be time consuming

rect rgb(191, 223, 255)
    loop Validation point
        Data->Data: Verify Data
    end
end
end

Publish->>+ Data : Launch rollover
Note over Publish: When current and next recruitment cycles is available
Note over Find: Will be showing current courses

Data-->+Find: Find is Closed
Note over Find: Maintenance page is shown
Note over Data,Find: This will also affect Apply
rect rgb(191, 223, 255)
    loop Validation point
        Publish->Data: Verify Publish and Data 
    end
end
Data->>- Publish : End rollover    
rect rgb(100, 150, 255)
Publish-->> Publish : When next becomes current/new recruitment cycles 
Note over Publish: When only current recruitment cycle is available
end

rect rgb(191, 223, 255)
    loop Validation point
        Publish->Data: Verify Publish and Data 
    end
end

Find-->-Data: Find is Open
Note over Find: Will be showing next courses

rect rgb(191, 223, 255)
    loop Validation point
        Find->Data: Verify Find and Data 
    end
end
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Dry run / full process

  1. Create new recruitment cycle & rollover providers
  2. Verify Data issues a. Overtime the data discrepancies maybe introduced, which may lead to rollover process experiencing issues.
  3. Launch rollover
  4. Find is Closed
  5. Verify Publish and Data issues a. Overtime the data discrepancies maybe introduced, which may lead to Publish experiencing (mainly UI) issues.
  6. End rollover
  7. When next becomes current recruitment cycles
  8. Verify Publish and Data issues a. Overtime the data discrepancies maybe introduced, which may lead to Publish experiencing (mainly API) issues.
  9. Find is Open
  10. Verify Find and Data issues a. Overtime the data discrepancies maybe introduced, which may lead to Find experiencing issues.

3,4,6 and 9 are most likely going to be time sensitive.

Testing the Rollover process

This should happen every year in good time to allow for any code updates/refactoring work.

  1. Ensure that testing environments are set up for Publish and Find. (A minimum of 3gb ram is recommended for Publish)

  2. Begin a test Rollover by running through the steps in On Rollover launch date.

    You'll need a new RecruitmentCycle for the next cycle, to create this, run bundle exec rake rollover:create_recruitment_cycle"[YYYY, "YYYY-MM-DD", "YYYY-MM-DD"]". This is year, application_start_date and application_end_date respectively. You might not know the application_start_date and application_end_date in time for testing, so just use sensible placeholders.

  3. Test Publish, Publish public v1 endpoints, and Publish support console.

This covers 1 to 5 from the above Rollover overview diagram

  1. End the test Rollover by running through the steps in On Rollover end date.

  2. Test Publish, Publish public v1 endpoints, and Publish support console, and Find.

This covers 6 to 10 from the above Rollover overview diagram

  1. Reverse the Rollover if further testing needed. It might be easiest to reset the testing database at this point to remove the rolled-over providers.

  2. Update this document with any missing steps/changes identified.

On Rollover launch date

Prior Rollover launch date

  1. Create a new RecruitmentCycle with the correct year, application_start_date and application_end_date by running:

    bundle exec rake 'rollover:create_recruitment_cycle"[YYYY, "YYYY-MM-DD", "YYYY-MM-DD"]'
# example
bundle exec rake 'rollover:create_recruitment_cycle[2023, "2022-10-11", "2023-09-29"]'

  2. Rollover providers by running:

    bundle exec rake rollover:providers

  3. Create a Start Rollover PR including the following code changes:

    • Update the setting for can_edit_current_and_next_cycles: true
    • Any hardcoded copy changes

Begin Rollover launch

  1. Verify the dates on Find CycleTimetable

  2. Merge the Start Rollover PR

During Rollover

  1. Create an End Rollover PR including the following code changes:
    • Update the setting for can_edit_current_and_next_cycles: false
    • Any hardcoded copy changes
    • Increment setting current_recruitment_cycle_year
    • Increment year in setting next_cycle_open_date

On Rollover end date

  1. Merge the End Rollover PR

  2. Complete the steps on Find