Gogglemail Implementation Plan

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Gogglemail ImplementationPlan
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Googlemail Implementation Plan
Index Page Contents 1 Aim, Benefits
Contacts 2 Summary of Implementation
Process 3 What needs to be done
4 Places Where New Email Address needs to be
changed 5 Who Needs to Be Told re New
Email Address 6 Risks 7 Lessons
Learnt
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Googlemail Implementation Plan

• AIM
• To move from squirrel mail to Googlemail as part
  of a wider Kirklees initiative to improve email
  functionality and efficiency. The implementation
  should aim to minimise the detrimental effect on
  communication to the school, during the
  implementation and thereafter.
• BENEFITS
• (taken from document from Eileen Torr, SIO (ICT)
• 8Gb storage (much higher than Squirrel mail)
• Unlimited number of email accounts per school if
  you wish for every member of staff to have email
  address
• This can be extended to pupils if school wishes
• Emails can be forwarded to Outlook as now
• Emails can be accessed via web address
  www.moople.net
• Secure login access
• Available from any device with web access
• Can use head.highburton and office.highburton
  email addresses as now
• Can have other generic addresses e.g.
  ICT.highburton
• CONTACTS
• Implementation is being managed by Helen Bennett
  - Helen.bennett_at_kirklees.gov.uk

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Googlemail Implementation Plan
Summary of Implementation Process
Set Up Email Accounts
W/C 14th February
Communicate new email address
Dual Run both email accounts
Re- communicate change of email address
Squirrel mail turned off
31st March
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Googlemail Implementation Plan
What Needs to Be Done
What When Cost By Whom
Contact Andrew Flowerdew re set up of office,and head email accounts. n/a
Set up email accounts for your School tbc Andrew Flowerdew
Check re training sessions on Googlemail tbc
Attend training tbc
Set up for Squirrel mail to forward to Googlemail tbc
Receive Training n/a
Disseminate training to others tbc tbc
Advise how staff will save their emails off Squirrel that they want n/a
Check email accounts work n/a
Connect Googlemail accounts to Outlook if applicable n/a
Commence looking at both email accounts n/a
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Googlemail Implementation Plan
What Needs to Be Done
What When Cost By Whom
Update Staff on what is happening and ask for contact details we need to send change of email address to/ sites it needs changing on staff meeting n/a
Update Staff on what is happening and ask for contact details we need to send change of email address to/ sites it needs changing on Staff briefing n/a
Agree who needs to be told re new email address tbc n/a
Set up email to send out to people tbc n/a
Change email address on relevant sites tbc n/a
Check e mails coming in to old Squirrel address advise re new address and add to list to follow up tbc n/a
Final follow up re people not using new email address before squirrel switched off 25/2 n/a
Squirrel turned off 31/3/11 n/a KMC

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Googlemail Implementation Plan
Places Where New Email Address needs to be changed
WHERE BY WHOM Which Email Addresses WHEN CONFIRMED CHANGED
School website tbc
Headed paper template Head

Newsletter Office
Any sites we regularly use? Suppliers? E.g. amazonplaces we visit or planned to go to? E.g. Cannon Hall












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Googlemail Implementation Plan
Who Needs to Be Advised re New Email Address
WHO BY WHOM Which Email Addresses WHEN HOW CONFIRMED THEY USING
Staff - SLT Office/head SLT after confirmed working meeting
Staff Team Office/head staff briefing after confirmed working meeting
Supply Staff Office/head
Kitchen Staff Office/head
Finance Team Amelia Boughey Office/head email
Finance Team Abid Hussain Office/head email
Finance Team Angela Farmer Office/head email
Finance Team SEA team Office/head email
Finance Team David Gearing Office/head email
Finance Team Karen Hatch Office/head email
Finance Team Phil Taylor Office/head email
Finance Team Pat Branch Office/head email
D PS - Office/head email
All Governors Office/head email
Asset Management Team Office/head email
Building Services email
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Googlemail Implementation Plan
Who Needs to Be Advised re New Email Address
WHO BY WHOM Which Email Addresses WHEN HOW CONFIRMED THEY USING
Document Solutions - Martin office email
Cleaning Catering - Cath Office email
ITCAS Karen Margiss Office/office2/head email
Personnel and Payroll tbc names Office/head email
HR names tbc Office/head email
Schools Admissions Margaret Hamby Office/office2/head email












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Googlemail Implementation Plan
Who Needs to Be Advised re New Email Address
WHO BY WHOM Which Email Addresses WHEN HOW CONFIRMED THEY USING
Swimming Service Office/head email
After School clubs outside agencies to list office email
Afterschool Club office In person
Playgroup Office/head In person
All other Schools in pyramid/contacts/admin network Office/head In person
All other heads inpyramid/contacts/networks Office/head In person
Office Supplies - Paper office email
Free School Meals name tbc office2 email
Milk Delivery office2 email
KMC name tbc -Dinner Returns Office/office2 email
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Googlemail Implementation Plan
Who Needs to Be Advised re New Email Address
contd
WHO BY WHOM Which Email Addresses WHEN HOW CONFIRMED THEY USING
All Parents tbc Office/head Text/newsletter
Pupils tbc
Peripatetic teachers - Music tbc Office/head In person
Kirklees MusicSchool Office/head
Police Office/head email
Speech therapists
School Nurse
Psychologist Office/head email
SEN dept name tbc Office/head email
Any other depts KMC regularly get emails from?
Any others we regularly use? Suppliers? E.g. amazonplaces we visit or planned to go to? E.g. Cannon Hall
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Googlemail Implementation Plan
Risks
Risk Likelihood (low, med, high) Mitigant
Email addresses dont work low KMC tested other schools using wont communicate until know it works
Lose old emails or folders that we want to keep low Maintain access via outlook for office/office 2 so keep all existing folders
Lose old emails or folders that we want to keep high Need confirmation from ICT Technician how to resolve
Dont tell all people before 31.3.11 and so some do not know our new address and so we miss crucial information/emails low Plan attached of who to contact and when asking all staff who needs contacting actions to follow up if not using process to check squirrel for people who not using new address




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Googlemail Implementation Plan
Lessons Learnt From Implementation