Deploying Microsoft Lync to County Extension OfficesMarguerite Kelly, Tom Ward

University of Illinois Extension

Background

Spring 2010: Campus looking to reduce costs of legacy telephone system, contract expires in June 2012

Unified communications systems becoming popular

Fall/winter 2011: Campus IT begins removing phones from desktops

Spring 2012: Extension realizes potential synergy if field staff also had access to Lync

Spring 2013: Begin deploying Lync to Extension field offices

Synergies

Unified IM with entire University (except undergrads)

Free calls to other Extension offices and campus, including voice mail

Desktop video conferencing

Screen sharing useful for tech support and instruction

Online meetings (Cisco MeetingPlace retirement 8/31/13)

Tight integration with Outlook

Agnostic of physical location

Deployment

Pilot group of 50 volunteers fall 2012 Lync Accounts Created for the pilot group

E911 agreement completed by staff

Install software (from local server or webstore)

Headsets/Cameras Installation and troubleshooting

Training: Outlook Integration

Use of headset for audio conversation (Make/answer calls)

Use of camera for video conferencing

Sharing desktop (Support & Training)

Deployment

Successful Pilot – time to roll out to entire staff

Feb/Mar 2013 statewide Lync 2010 roll out

Order headsets/camera for statewide staff

Staff complete E911

Install software (Setup files on local file servers)

Training…Training…Training

Deployment Move to Lync 2013 – Testing by Tech Team

Decision to move Feb 2014 a year since Lync 2010

Many offices have slow internet speeds for download, DVD mailed to all Ext Offices (Instruction, Install, Activation files)

Email sent to County Directors to encourage all staff to upgrade with due date statewide upgrade

Pitfalls: Activation was not completed correctly by staff – The

activation error produced many support request

Reluctant staff not meeting install due date-too busy

Currently 85% of the state upgraded

Training and Support

Pilot group of 50 users

Developed a set of eight Use Case documents to teach each set of features

Used Lync to conduct training sessions Nine held during February – March 2013

Demo

Subsequent Developments

Office accounts for MG desk, Conference rooms, Extra Help staff

Federation with Skype

Improved and enhanced capabilities on mobile devices with Lync 2013

Lync Web App 2013 makes for an improved experience with non-Lync users

Thanks for listening

Questions?