Email and Collaborative Services

IET Migration Plan

How will IET make the transition?

• What services will be available?• Why are we moving IET?• How will this be communicated?• When will groups move?

What services will be available?

• Pilot will be limited to email and calendaring– Email history will be moved to cloud– Messages exceeding limits: move or archive?– Calendar history will be moved to cloud– Free/busy available between cloud and local

• No SharePoint for now– No Office Web Apps– No Document Repository

• Lync will remain with on premise service• No support for configuring personal email accounts

Clients and Mobile Devices(Office 365 supported)

Clients Supported Mobile Devices Supported

Microsoft Outlook (2011, 2010, 2007) Apple iOS (iPhone, iPad)

Mozilla Thunderbird Android

Apple Mail Windows Phones

Blackberry

Why are we moving IET?• Business Objectives

– To move all IET users to the uConnect Cloud services (Office 365).– Provide minimum transition time and minimum service disruption.

• Technical Objectives– Understand the tasks and technical details of a minimum transition time

move.– Understand the tasks and technical details of transitioning different

platforms (PC and Mac).– Understand the tasks and technical details of transitioning different

mobile devices (iPhone, iPad, Android, Blackberry).– Understand the tasks and technical details of transitioning different mail

clients (Outlook, MacMail, Eudora, Thunderbird, Pine, etc.)– Understand the tasks and technical details of transitioning different

calendar clients (Outlook, iCal, etc.)

Measurements of Success(Day 1 after Migration)

• 95% of users are successfully using their new email service and can send and receive internal and external email.

• 95% of users are successfully using their new calendaring service and can create, update, view free/busy, and share calendaring information.

• Users able to access their new email service will have their entire legacy mailbox, less any that exceed size limits, available in their new email service.

• Users able to access their new calendaring service will have all appointments from their legacy calendar available in the new service (legacy uConnect users only).

Shared Calendaring Group (Migration #2)

• Angeline Albrecht – Admin Assistant• Charlie Baker - CFO• Kathy Beyer – Admin Assistant• Peter Blando - Manager• Curtis Bray - Manager• Trisha Edgerton – Program Manager• Joyce Johnstone – Project Manager• David Levin - Director• Morna Mellor - Director• Anita Nichols - Manager• Bob Ono – Security Coordinator• Mark Redican - Director• Babette Schmitt – Chief of Staff• Pete Siegel – VP/CIO• Hampton Sublett - Manager• Gabe Youtsey – Interim Asst. CIO

Communications• IET-SC Review• IET-LC Approval• IET Admin email lists– IET-PSL, CR, DCOP, IET-Budget-Team, IET-DCCS-All,

EAIS-Management, etc.• Manager Meetings• User Training Sessions (minimal)• ECS Implementation Coordination Committee –

updates only

ScheduleMilestone Start Date Completion

Date Sub-Groups Comments

Migration Planning 02/01/2013 03/01/2013 N/A

Phase 1A Complete 01/01/2013 03/08/2013 Test Accounts as needed

Migration #1: Soft Pilot 03/01/2013 03/15/2013

Volunteers from diverse groups with a variety of clients , OS, and mobile devices.

Migrations to occur ad hoc: 20-30 accounts. Will include IT-PS and IT-X.

Migration #2: Directors,

Managers, and VPO staff

03/20/2013 03/21/2013 All Directors and Admin Support (see Shared Calendaring Group)

Includes anyone sharing calendars with VPO members. Single cut-over on Thursday night.

Migration #3: EAIS 03/11/2013 03/25/2013 Sys Admin, DB Admin, PMO, App Dev, OPS/DCIS

Migration #4: CR 03/18/2013 04/01/2013

Migration #5: ATS 03/25/2013 04/08/2013