Email

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Email Calendaring

• April 1, 2003
• Deans Council

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Email Calendaring

• Randy Bell, Interim Vice Chancellor IS
• Michael Kerntke, Director UITS
• Customer Support and Application Services
• Katherina Sorrentino, Project Manager

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Email Calendaring

• UConns Current Email Calendar Environments
• Exchange 5.5
• Central
• Five Distributed (Law, SBA, Library, SOE,
  Foundation)
• Lotus Notes
• Central
• Mercury
• Several Distributed throughout Departments
  Schools
• Other Mail
• GroupWise, Netscape, Eudora, Mailer, Outlook
  Express, Send Mail, iPlanet (student)
• Other Calendar
• Office Vision, WebCal, Scheduler Plus

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Email Calendaring

• UConns Future Email Calendar Environments
• Exchange 2000
• Faculty Staff
• iPlanet
• Students

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Email Calendaring

• Project Charter
• Project Initiator (Chancellor, John Petersen)
• Executive Project Sponsor (Interim VC, Randy
  Bell)
• Project Steering Chair (UITS Director, Mike
  Kerntke)
• Project Steering Group (Library, Engineering,
  CCS, Tri-Campus, Law, Business, Registrar,
  Education, and UITS)
• Project Manager (Katherina Sorrentino)
• Project Team (Josh Boggis, Mick DiGrazia, Anthony
  Girasoli, Lyn Landry, Ann Nunes, Mike Oatley, and
  Rick Simon)
• Extended Project Team
• Subject Matter Experts
• Cousins
• Consultants as Needed

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Email Calendaring

• Mission
• Construct and deploy the infrastructure necessary
  to migrate all University of Connecticut Faculty
  and Staff, for Storrs and Regional campus based
  Schools, Colleges and Administrative offices, to
  a university-wide, centrally supported and fully
  integrated email and calendaring system based
  upon the product, MICROSOFT EXCHANGE.

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Email Calendaring

• Objectives
• A reliable, secure and robust production email
  calendaring environment
• A common directory for accessing email addresses
• An environment that promotes document data
  sharing for collaborative endeavors (not
  workflow)
• A central point for virus spam protection
• A consistent backup recovery procedure
• A trained informed customer support staff
• A base-level training program
• A standard email address format

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Email Calendaring

• Scope
• Includes all faculty and staff in the schools,
  colleges, and administrative offices of the
  Storrs and Regional campuses
• UITS and your departmental technical staff
  install and configure Outlook client to the
  desktop

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Email Calendaring

• Out of Scope
• Instant Messaging functionality
• Single Sign-On (long term goal)
• Broader issues surrounding remote connectivity
  and response times
• Workflow technology and issues
• Student Email

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Email Calendaring

• Exchange 2000 Milestones Completed
• December
• Issued Charter
• January / February
• Designed Architecture
• Project Team, Microsoft Consultant, Subject
  Matter Experts, and Cousins
• Built the Test Labs
• February / March
• Attended Exchange 2000 Administrator Training
• Analyzed Decided Upon an Email Storage Strategy
• Identified Hardware Software Requirements
• Moved Server RFP to Purchasing

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Email Calendaring

• Milestones Ahead
• Create Project Plan for Infrastructure, Support,
  Training Migration and Deployment Strategies
• End April 2003
• Work with Departments to Build the Migration
  Schedule
• April through May 2003
• Complete All Pre-Tests
• June 2003
• Install Configure Production Hardware
  Software
• End June 2003
• Implement Test ? Production Environment
• End-July 2003
• Begin Migrations
• August 2003

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Email Calendaring

• Exchange 2000 Features (Individual)
• Email
• Calendar (includes meeting scheduler)
• Address Book (plus access to UConn directory)
• To Do List
• Client, Web, and IMAP interfaces
• Laptop and PDA support

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Email Calendaring

• Exchange 2000 Features (Department)
• Shared Calendars
• Conference Rooms
• Resources
• Administrative Support
• Affiliate Access
• vendors, consultants, student employees
• Discussion Lists (Exchange / ListServ)
• Public Folders
• Shared Documents, Mail Calendars

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Email Calendaring

• Approach to Convert Current Systems
• Investigate Migration Tools
• What Can or Cannot Convert
• Mail
• Calendar
• Address Books
• To Dos
• Publish Expected Outcomes
• Have Experienced Problems In the Past
• Work with Department/Schools

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Email Calendaring

• Migration Schedule Criteria
• Dept/School current mail service is coming
  offline or is problematic
• Dept/School environment meets minimum standards
• Dept/School time consideration (anytime, between
  semesters, summer, etc.)
• Departments have a shared dependency
• Dept/School has or does not have available IT
  support personnel to assist
• Dept/School has a number of locations
  (Storrs/Regional, extensions, buildings, etc.)
• Dept/School has a low-to-high degree of migration
  complexity
• Dept/School has a low-to-high degree of
  extended service needs
• Dept/School has established a personal name for
  each user

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Email Calendaring

• How Can You Prepare
• Establish and Use a Personal Name
• Firstname.Lastname_at_UCONN.EDU
• Set forward to your current mail server
• Meet Minimal Standards for Exchange 2000
• Hardware Software
• Guidelines to the IT Executive Council (Feb)
  Steering Committee and IT Leaders groups
• Begin to use Outlook as your mail client
• Provide a liaison to help analyze needs ensure
  readiness
• Plan to provide IT personnel to assist with the
  rollout within your areas

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Email Calendaring

• What to Expect Over the Next Few Months
• Guidelines for Readiness
• Minimal Configurations and Estimated Costs
• Work Depts./Schools can Perform Prior To
• Service Confirmations
• Migration Strategies
• Clear Expectations regarding legacy data
• Training
• Migration Schedule

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Email Calendaring

• For More Information
• Kathie.Sorrentino_at_uconn.edu
• [phone]
• http//vm.uconn.edu/kathie