Enterprise Email & Provisioning Project

Sande Johnson-Byers Assistant Vice President for Information Technology

April 2, 2010

Agenda

• Project Goals

• Project Team Structure

• Projected Timeline

• Progress Update

• Issues & Concerns

Project Goals

• Build framework for converting to Oracle Identity Management system

• Develop foundation for new eProvisioning system

Project Goals (cont)

• Replace Novell GroupWise Email system with Microsoft• Convert students to Outlook Live• Move faculty and staff to Microsoft Exchange

• Migrate File & Print from Novell to Microsoft

Project Team Structure

Project Team Structure (cont)Recommended External Steering Committee Members

Sana Abhari President SGA

Jason Banta HSC & Tier I Advisory Group

Donna Bartman Human Resources

Mylantha Baunjoko Staff Senate

Neil Gibbs Undergraduate Affairs Administration

Don Fisher University Hospital and UPA

Jim Graham ATC & Faculty Senate

Frank Mianzo Office of the VP for Student Affairs

Barry Scott Internal Audit

Chris Weaver Office of the VP for Business Affairs

Projected Timeline

Aug 2009 – Oct 2010 • Complete foundation for new eProvisioning system• Begin provisioning Outlook Live accounts to newly

admitted students(Contingent upon stabilization of SA/HR system

after upgrade )

Spring 2011 • Migrate students to Outlook Live

Summer 2011 • Conduct pilot of Exchange for faculty & staff

Fall 2011 • Migrate faculty and staff to Exchange

Spring 2012 • Begin migration of file and print services

Progress Update

• Developed and now testing new provisioning system

• Re-tested Outlook Live functionality due to changes since POC

• Defined requirements for applications to:• Integrate email address books between Outlook Live & GroupWise

(later Exchange)• Allow choice of email system so incoming mail is directed to

Preferred Email Address (PEA)

Progress Update (cont)

• Purchased tools to migrate email from GroupWise to Exchange

• Met with Legal & University Archives

• Reviewed Outlook Live agreement with Microsoft

Progress Update (cont)

• Investigating:• Best practices in higher education for migrating email from

GroupWise to Exchange (migration process, timeline, etc.)• Central Archive solution

• Developing:• Migration strategies• Communication strategies• Training & support plans

Issues & Concerns

• Financing the project

• Satisfying desire to increase email quotas

• Maintaining business continuity during migration

• Migrating email archives (stored in multiple locations)

• Continuing integration of address books with U of L Hospital and UPA

• Ensuring appropriate access to conduct e-discovery in Outlook Live

Questions?