MAIL'UH'EDU Upgrade Pilot Kickoff Event

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MAIL.UH.EDU UpgradePilot Kickoff Event

• IT MAIL.UH.EDU Upgrade Project Team
• February 28, 2006

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Agenda

• Welcome
• Overview of the Project
• Deployment information
• Demo - New MAIL.UH.EDU Interface
• Pilot Obligations Feedback!
• Next Steps.
• Questions?

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Project Team Members

• Core Team Membership
• Mary Dickerson, Project Manager
• Alan Pfeiffer-Traum, Enterprise Mail Admin
• Bill Ashley, IT Communications
• Steve Arnold, IT Support Center
• Mary Dula, IT Support Center
• Fran Beach, Manager, ECS
• Jim McGee, Manager, TSS
• Dr. Betty Roberts, Project Sponsor
• Dr. Dennis Fouty, Project Sponsor

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Project Overview

• Upgrade of MAIL.UH.EDU (9500 accounts) from
  obsolete hardware and software to newer, faster
  hardware and software with enhanced features
• UPGRADE DOES NOT AFFECT EXCHANGE USERS!!!

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Project Overview

• What this means for users
• Higher mailbox quotas (200 MB)
• Robust web interface with enhanced features
• Faster and more reliable hardware/software
• Secure services available by choice

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Project Overview

• What will stay the same after the upgrade?
• User email addresses will not change
• All existing account information including
  passwords, forwarding and vacation settings will
  remain as is
• Non-default quota allocations will remain
• Same AV and anti-spam features through
  PureMessage and NAI virus scan

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Deployment Information

• Timing
• Upgrade scheduled during the semester break May
  14-15, 2006
• Communications Plan
• Include presentations for key campus groups,
  direct mailings to affected users, and campus
  ads/articles
• Major communications campaign will take place
  before the end of the semester
• Pilot users will road test web interface and
  user/support documents prior to campus deployment

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Deployment Timeline

• January 2 February 28, 2006
• Develop documentation, training and preliminary
  communication plan items, create list of pilot
  users, install/confirm environment for pilot user
  testing
• February 28 March 10, 2006
• Pilot User Testing, website survey available for
  user feedback
• March 13 April 1, 2006
• Make modifications as necessary based on pilot
  group feedback, finalize user documentation,
  begin presentations to campus support groups

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Deployment Timeline cont.

• April 10 April 28, 2006
• Presentations to key campus user groups
• April 17 - May 2, 2006
• Major campus communications campaign re
  deployment (ads, articles, email messages)
• May 14-15, 2006 (Sunday/Monday after close of
  semester)
• Upgrade of MAIL.UH.EDU
• May 29, 2006
• Distribute link to feedback web-survey to users
• June 15, 2006
• Complete review of feedback data make
  modifications to services and documentation as
  necessary. User issues and ongoing support
  handled through normal IT support channels.
  Project Complete.

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Software Implementation Pilot

• Pilot installed in separate mail environment
• Does not affect campus production mail services
• Pilot participants use specially-created accounts
  for testing
• Messages cannot be sent from testing accounts to
  production mail.uh.edu mailboxes

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Software Implementation Production

• Production deployment
• Conversion time begins and MAIL.UH.EDU is
  unavailable 600 pm, 5/14 600 am, 5/15
• Accounts are migrated to new server
• Messages sent to MAIL.UH.EDU addresses are queued
  for delivery after the upgrade is completed
• After the conversion, messages are delivered
• Old mail is moved to the new server (this is the
  longest part of the process)
• New MAIL.UH.EDU is available!

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Demonstration New MAIL.UH.EDU Web Interface
and Features

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Pilot Obligations Feedback!

• Use the test web interface on multiple occasions
• Test all web site functions for function and ease
  of use
• Review user documentation for specifics
• Submit topics/questions for FAQ about upgrade
• Participate in web-based survey about Pilot
  experiences at the end of the Pilot
• Submit specific comments, questions and concerns
  to the Pilot team!!!

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Next Steps.

• Immediate Action Requested
• Sign Pilot Attendee list indicating whether or
  not you want to participate verify contact
  email address
• Participants will receive an email with detailed
  instructions about the pilot

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MAIL.UH.EDU Upgrade Project
Pilot Web Site http//www.uh.edu/infotech/mail/pi
lot Resources Available User Documentation,
Project News, Link to Pilot Test Site Project
Manager Mary Dickerson - Mdickerson_at_uh.edu
2-4679 Pilot Mail Support Mary Dula
medula_at_uh.edu 3-2784 Steve Arnold
sarnold_at_uh.edu 3-1595