IT Briefing

1
IT Briefing

• June 2007

2
IT Briefing June 20, 2007

• Healthcare Exchange Migration Strategy
• Exchange, DMS Remedy
• PS HR Applicant Tracking
• Guest Access in OPUS
• NetCom QA

• Eric Gentry (PLA Consultant)
• Karen Jenkins
• Dana Haggas
• Mark Elliott
• Paul Petersen

3
Healthcare Exchange Migration Approach

• Eric Gentry
• Senior Consultant, Communications and
  CollaborationProject Leadership Associates
• Migration Specialist for Email/Active
  Directory/Desktop

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Exchange 2007 Migration PlanPre-Migration Process
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Exchange 2007 Migration PlanInbound Email
Configuration and User Creation
6
Exchange 2007 Migration PlanUser Preload and
Migration
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Exchange 2007 Migration PlanFinal Migration
Process
8
Known Issues List

• GroupWise Rules will not Migrate
• Formatting Rich Text and HTML
• Read Receipts
• Meeting Updates
• Deletion of Meetings in GroupWise not updated in
  Exchange
• Recurring meeting request from GroupWise to
  Exchange
• Recurring meeting request from Exchange to
  GroupWise will post first meeting only
• Declination of meeting in Exchange, GroupWise
  user does not receive update
• Distribution List appearance in GroupWise
• Multiple eMail Addresses, Multiple IM Names,
  Categories, and Birthdays
• Email address links in messages when converted to
  Exchange

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Migration Strategy
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Healthcare ExchangeDesktop ManagementRemedy

• Karen Jenkins

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Healthcare Exchange

• Testing 98 complete
• Training support
• 54 Outlook seminars scheduled / 15 complete
• 87 support resources THANK YOU!!
• 9 Technical support classes
• Video, FAQs, and other materials on-line
  http//it.emory.edu/ehc-training
• Schedule Update
• Initial pre-pilot in June, made adjustments to
  strategy
• Short list of early adopters end of June
• 100 pre-pilot users early July
• 500 pilot users mid July
• Production migration begin late July end August

12
Desktop Management Solution

• Vendor negotiations
• Would not agree to exclude students in lease
  options
• Obtain commitment to purchase 50 Year 1 and 50
  Year 2 maintaining volume discount pricing
  (90)
• Funding identified
• AAIT providing 100k, on-going maintenance, fully
  fund 2nd 50 (6,000 agents)
• SPH fully funded 900 nodes (16k)
• College providing 20k
• Library providing 2k
• OTHERS? Those contributing will receive agents
  first
• Send email to dm-eval_at_listserv.cc.emory.edu if
  you are interested in contributing or training
  (1,300 per student)
• Total cost is 160 we are about 20k short
• Finalize Level 2 and submit to Governance

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Remedy

• Initial priorities of stabilization major
  enhancements completed
• Stabilize system / address initial problems
• Inbound email
• Suppress notifications
• Data export cleanup
• Moving onto other enhancements
• Notification improvements
• Consolidation of fields (see example)
• Creating tickets for requests / comments received
  during meetings
• Ticket Transfer scheduled for fall
• Initial consultant SOW received

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Tab Consolidation Example
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Other
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PeopleSoft HR UpgradeApplicant Tracking

• Dana Haggas

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HR Upgrade Project Overview

• Project History
• Needed to upgrade before expiration of
  maintenance support
• Received project approval and funding in Sept
  2006
• Hardware order delayed due to enterprise hardware
  decision
• Hosted first three test moves in CedarCrestone
  Upgrade Lab
• Test move 4 on Emory Hardware in April 2007
  andTest move 5 in June 2007
• System Load and stress testing June 2007
• Project Scope
• Technical upgrade
• Eliminated customizations-42 of custom
  SQRs-32 of online objects
• New functionality- Person of Interest- Row
  level security enhancements
• Integration to Applicant Tracking System
  (KRB/Kenexa/BrassRing)

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HR 8.9 Sign-on Page
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Current HR 8.3 Self-Service Page
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HR 8.9 Self-Service Pages
Employee Self-Service home page.Users will need
to click to access Self-Service page below
21
HR 8.9 Upgrade Timeline

• Monday, July 2
• Update Production HTML to provide notice of
  system downtime/production read-only access
• Tuesday, July 3
• Freeze Tools and begin export/backup for HRTEST
• Thursday, July 5
• Production database down at 500 pm
• Begin exports of Candidate data from PeopleSoft
  to KRB/ERM
• Friday, July 6
• Bring up Production with read-only access by 800
  am
• Begin upgrade steps (Tom Hytry, CedarCrestone
  consultant)
• Saturday, July 7
• Migration to KRB/ERM complete
• Sunday, July 8
• Upgrade Steps complete notify project team
• Post-Upgrade steps
• Functional User approval
• Change URL to point to 8.9 Production and notify
  Helpdesk

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PS HR Applicant Tracking
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OPUS Guest Access

• Mark Elliott

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OPUS Guest Access

• Guest Access is a new OPUS self-service feature
  giving Emory students the ability to grant access
  to OPUS pages the student has selected and to
  individuals the student has authorized.
• Up to 5 Guest Access accounts allowed
• Three Steps
• 1. Student creates Alias for Guest Login ID.
• 2. Student creates password for Guest Login ID.
• 3. Student selects OPUS information Guest can
  access.

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OPUS Guest Access Project Team

• PeopleSoft SA Team members representing
• Admissions
• Campus Community
• Financial Aid
• Student Financials
• Student Records
• AAIT

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Project Timeline and Review

• Weekly Meetings Began 1st week of March 2007
• Integration Testing Began 3rd week of April 2007
• Go-Live Date July 5, 2007
• Student Focus Group Review
• Security Audit Approval
• Internal Audit Approval
• University Legal Approval

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Other Schools With Guest Access

• Columbia University of Chicago
• Indiana University of Georgia
• MIT University of Minnesota
• Northwestern University of Pennsylvania
• Princeton USC
• Stanford Yale

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Learner Services OPUS Guest Access Link
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Create New Access/Manage Existing Access
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Step 1 Create Alias Step 2 Create Password
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Step 3 Select OPUS Information Guest Can Access
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OPUS Information Available Through Guest Access

• Academics
• View Class Schedule
• View Grades and GPAs
• View Unofficial Transcript
• View Degree Progress
• View Final Exam Schedule
• Admissions
• View Admissions Decisions
• Pay Admissions Deposit
• Schedule Tour and Events
• Apply For Courtesy Tuition Benefit
• Submit Health Insurance Waiver
• Financial Aid
• View Financial Aid Information
• Personal Portfolio
• View Names/Addresses/Phone/Email
• View Parent/Guardian Address

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Manage Existing Guest Access
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Guest Access Ask OPUS
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Automated Student Communications

• New Guest Access Request
• Change To Guest Page Permissions
• Guest Login ID Deleted
• Student Requests Information Suppression/Guest
  Accounts Disabled
• Reactivate Guest Login ID
• Password Reset

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Student Responsibilities

• Communicate Guest Login ID and Password to the
  Guest
• Maintain Access of the Guest
• Assist Guest with forgotten Guest Login IDs and
  passwords
• Advise Guest as to sensitive nature of
  information
• Explain to the Guest how to use OPUS

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OPUS Guest Access
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NetCom QA

• Paul Petersen

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NetCom