Project Outlook (Email, File and Print Migration)

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Project Outlook(Email, File and Print Migration)

• Jason YaoDePaul University
• 2005-11-09

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Information Service Organizational Structure -
Past
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Information Services Organizational Structure
TodayCRAFTs

• TCC
• FS (Loop LPC)
• NTI
• HR
• Portal
• SA
• CRM
• PPM
• OSS
• EAA
• BCS
• ISOPS

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What is Project Outlook?

• It is a platform Change
• Email migration
• Groupwise to Exchange/Outlook
• File migration
• Netware Servers to Windows 2003
• Simplified Universal Drive mapping
• Single Identity
• Netware Groupwise CampusConnect -gt
  Campusconnect (Portal File/Print Exchange)

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Project Outlook Benefits

• Immediate Benefits
• File and Print -
• Enable delivery of file, print service over the
  web (via the portal) as well as retain
  traditional desktop mapping - Have access to my
  network files from anywhere (office, classroom,
  home, travel) using a browser
• Easier to locate/search for printers, allow you
  print over the web never have to find printer
  drivers yourself again
• Integration for MAC community for email, file
  print (investigating the extent of the MAC
  integration)
• Infrastructure improvements
• Management of File/Print and print capabilities
  single platform instead of multiple platforms (MS
  Outlook/Exchange and GW/Novell Netware)
• Reduce our backup/recovery time window MS
  provides an easy way to cluster servers
  (failover)
• Email -
• Less likely to have entire post office
  unavailable
• Use your familiar office/outlook interface
• Out of box support for mobile device phone,
  Palm, Pocket PC etc

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Project Outlook Benefits

• Future Benefits
• File and Print -
• Additional storage capacity per person due to
  more storage options
• Support offline files available when you are
  offline
• Less service downtime, less user impact with
  service interruption with cost effective high
  availability options
• Possibility to provide cost effective business
  continuity and disaster recovery options for user
  community
• Email -
• Unified messaging
• Enterprise Blackberry support
• Better business continuity, disaster recovery
  capability
• Architecture -
• Foundation for enterprise architecture (ADS)
  authentication/authorization - more scalability,
  maneuverability, maintainability, highly
  available back-up and recovery benefits Aligns
  with enterprise architecture principles/tighter
  native integration with windows desktop
• Supports Zero-latency provisioning (i.e.
  seamless, integration of identity management)
  easy way to handle changes for new customers
  (students, faculty, staff) or existing
  customers/Supports Single Login/SSO for future
  integration of applications and services (SOA
  service oriented architectures Directory
  Service)

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Project Team
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Team Deliverables
Infrastructure Team Data center power, UPS, A/C, Rack Space, network connectivity, cabling Network storage through Apple/MDS New backup system Training Communication Team Usability study Communication to the university Training to the university Customer relationship management Desktop management team ZenWorks replacement tool to all desktops Windows client, outlook client to all desktops Ability to print Removal of Netware, ZenWorks Groupwise client ADS Team ADS Design High available ADS Directory Service for Authentication Authorization NDS to ADS migration Name Space Password Change Strategy File/Print Service Team File / print migration strategy Migrate all data from Netware to windows environment with original grouping data ownership Migrate all printers to windows environment Web enable file print File service for classroom/Lab Portal Integration Mac support Removal of Netware servers Email Team Exchange environment Email migration strategy Groupwise/Exchange gateway Outlook client for Windows, Mac Web interface to email, Portal integration Migration of all GW accounts, resources, tasks, appts, and mail to Exchange Removal of Groupwise Servers Discovery Docs special cases, class roster integration
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What is considered success?

• Best Possible User Experience
• On time and On Schedule delivery
• No unknowns
• Work as a team

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What is the process we go through?

• Even Swap Process Architecture Review
• Brainstorming scope definition
• Business Case TLC Process
• Project Planning
• Timeline
• Approach
• User Experience Analysis
• Usability Study
• Risk Analysis
• Research, Test Development
• Training
• Implementation

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How did we do it

• Execution
• Nightly Deployment Team
• Follow Up Team
• Daily Noon Communications

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Technology Life Cycle
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Project Timeline (Project Outlook)
Architecture Review and Even Swaps
9/15/04
10/15
10/15
11/15
12/15
12/31/04

• Architecture Review and Even Swaps begin planning

• Architecture Review and Even Swaps
• Project planning Meeting(s)
• Architecture Reviews and Even Swaps (Greg B.,
  Tony Z., James M. added to Team)

• Architecture Reviews/Discussions with IS and TZ,
  GB and JM
• In-depth discussions and presentations from CTI
  (Tony Z)
• Continuing Conversations with Lotus Notes
  User/Expert
• Research on Lotus Notes, MS Exchange/Outlook/Nove
  ll GW
• Vendor discussion Even Swaps completed
• Initial Buy-in from Team

• Final Buy-in from GB, TZ and JM
• Plans to move forward early communication to
  TLT

• Assess migration tools
• Email client feature doc complete

• Architecture Reviews/Discussions with IS and TZ,
  GB and JM
• In-depth discussions and presentations from CTI
  (Tony Z)
• Conversations with Lotus Notes User/Expert
• Research on Lotus Notes, MS Exchange/Outlook/Nove
  ll GW
• Vendor discussion Even Swaps completed

• Periodic assessment of the
• Email, File and Print Architecture
• Project planning Meeting

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Project Timeline (Project Outlook)
PLAN
DESIGN
1/20/05
1/20
1/25
1/27
2/1
2/8
2/15
3/1
3/15/05

• Project planning Meeting
• Previous Architecture Reviews and Even Swaps
  (Greg B., Tony Z., James M. added to Team

• ADS Talk from CTI

• Project Charter Due
• Project Plan Due
• Project Team Defined
• Begin building business case (swapping Novell/GW
  for MS Outlook/
• Exchange)

• High Level Project Plan Completed
• Overview to TLT Feb 05
• Begin to identify pilot group

• Functional Requirement Due
• IS Project Training Plan Due
• Demo Environment Built

• Architecture Diagram to BCS/NTI for their HW
  needs

• Technical Specs Due
• Platform Specs Due
• Start Email Portal integration

• Order HW Licenses
• All migration tool decision made
• IS training complete
• Architecture Diagram Complete
• Architecture Review meeting
• Dev/Test environment created

• Assess migration tools
• Email client feature doc complete

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Project Timeline (Project Outlook)
BUILD
DEPLOY
4/1/05
4/15
5/1
5/15
6/1
8/1
10/15
10/31/05

• Receive Migration tools
• DIT / Schema Defined
• Architecture review meeting
• Set-up Infrastructure

• Mock Go Live
• All client workstations Alteris ready

• Pilot deployment begins

• University Deployment Begins

• File Server for Lab/Classroom complete

• University deployment Complete

• HW Setup / Configuration Complete
• DNS Maintenance strategy defined
• Data Center Ready
• Network Ready
• Outlook version decision Made
• Alteris Server Configured
• Start Alteris Deployment

• Retire Netware Servers
• Retire Groupwise Servers
• Remove Netware Clients
• Remove Zenworks Clients
• Remove Groupwise Clients

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Discussions

• Challenges we face during project outlook
• Lessons Learned
• Career Change?

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Questions?

• Thank you !