Backfill renewal_term_period_type for Zuora Local Subscriptions on CustomersDot Production

Production Change

Change Summary

Backfill missing renewal_term_period_type values for Zuora Local Subscriptions by synchronizing data from Zuora API using existing synchronizer.

Change Details

1. Services Impacted - CustomersDot Production
2. Change Technician - @minahilnichols
3. Change Reviewer - @minahilnichols
4. Scheduled Date and Time (UTC in format YYYY-MM-DD HH:MM) - 2025-08-18 13:30 UTC
5. Time tracking - 120 minutes
6. Downtime Component - None required

Set Maintenance Mode in GitLab

No maintenance mode required as this is a background data backfill with no user-facing impact.

Detailed steps for the change

Pre-execution steps

• Make sure all tasks in Change Technician checklist are done
• For C1 and C2 change issues, the SRE on-call has been informed prior to change being rolled out. (In #production channel, mention @sre-oncall and this issue and await their acknowledgement.)
  • The SRE on-call provided approval with the eoc_approved label on the issue.
• For C1, C2, or blocks deployments change issues, Release managers have been informed prior to change being rolled out. (In #production channel, mention @release-managers and this issue and await their acknowledgment.)
• There are currently no active incidents that are severity1 or severity2
• If the change involves doing maintenance on a database host, an appropriate silence targeting the host(s) should be added for the duration of the change.

Change steps - steps to take to execute the change

Estimated Time to Complete (mins) - 90

• Set label changein-progress /label ~change::in-progress
• Run a dry run to verify the number of affected subscriptions and ensure no unexpected errors:

  sudo -u customersdot cdot-rake "zuora:local:subscriptions:backfill_renewal_term_period_type"

• Review the logs to confirm the dry run completed successfully and note the number of subscriptions that would be processed
• Run the actual backfill with dry_run set to false:

  sudo -u customersdot cdot-rake "zuora:local:subscriptions:backfill_renewal_term_period_type[false]"

• Monitor the logs during execution to ensure the task is progressing as expected
• Verify a sample of updated records to confirm the renewal_term_period_type field was properly populated
• Set label changecomplete /label ~change::complete

Rollback

Rollback steps - steps to be taken in the event of a need to rollback this change

Estimated Time to Complete (mins) - 10

• Stop the running rake task using Ctrl+C or by terminating the process
• If data integrity issues are discovered, create a follow-up issue to address any subscriptions that were incorrectly updated
• Set label changeaborted /label ~change::aborted

Monitoring

Key metrics to observe

• Metric: Task progress and error logs

  • Location: GCP Logs - https://console.cloud.google.com/logs/query (filter for customersdot application logs)
  • What changes to this metric should prompt a rollback: High failure rate (>10% of subscriptions failing) or unexpected errors

• Metric: Rake task execution logs

  • Location: Server log file /home/customersdot/CustomersDot/current/log/zuora_renewal_term_period_type_backfill.log
  • What changes to this metric should prompt a rollback: Task stops progressing or shows consistent errors

Change Reviewer checklist

C4 C3 C2 C1:

• Check if the following applies:
  • The scheduled day and time of execution of the change is appropriate.
  • The [change plan](#detailed-steps-for-the-change) is technically accurate.
  • The change plan includes estimated timing values based on previous testing.
  • The change plan includes a viable [rollback plan](#rollback).
  • The specified [metrics/monitoring dashboards](#key-metrics-to-observe) provide sufficient visibility for the change.

C2 C1:

• Check if the following applies:
  • The complexity of the plan is appropriate for the corresponding risk of the change. (i.e. the plan contains clear details).
  • The change plan includes success measures for all steps/milestones during the execution.
  • The change adequately minimizes risk within the environment/service.
  • The performance implications of executing the change are well-understood and documented.
  • The specified metrics/monitoring dashboards provide sufficient visibility for the change.
    • If not, is it possible (or necessary) to make changes to observability platforms for added visibility?
  • The change has a primary and secondary SRE with knowledge of the details available during the change window.
  • The change window has been agreed with Release Managers in advance of the change. If the change is planned for APAC hours, this issue has an agreed pre-change approval.
  • The labels blocks deployments and/or blocks feature-flags are applied as necessary.

Change Technician checklist

• The change plan is technically accurate.
• This Change Issue is linked to the appropriate Issue and/or Epic
• Change has been tested in staging and results noted in a comment on this issue.
• A dry-run has been conducted and results noted in a comment on this issue.
• The change execution window respects the Production Change Lock periods.
• For C1 and C2 change issues, the change event is added to the GitLab Production calendar.
• For C1 and C2 change issues, the Infrastructure Manager provided approval with the manager_approved label on the issue. Mention @gitlab-org/saas-platforms/inframanagers in this issue to request approval and provide visibility to all infrastructure managers.
• For C1, C2, or blocks deployments change issues, confirm with Release managers that the change does not overlap or hinder any release process (In #production channel, mention @release-managers and this issue and await their acknowledgment.)