MINUTES

Exchange System Expansion Project Training & Support Subcommittees

February 21, 2002

ATTENDEES:

Kathy Crouch, chairperson

Stephen BurrTom Hanna

Janet CabanissJanet Hyatt

Tony DeLuciaKevin C. Massie

Ed DrummondEric McWhorter

Dan Durbin

Handouts were Communication Plan and Training Plan worksheets, along with the current project plan sheets.

Purpose of the meeting:

  • Establish estimated time for each task
  • Identify the person(s) for each task

Communication and Training Plan for Existing Exchange Users:

  • There are 1539 current Exchange users
  • The current users need to be moved to the Active Directory since Exchange 2000 uses that directory.
  • Communication in regard to the move to Active Directory will be handled through support persons. Therefore, we must identify and meet with the Support Person(s) within the main campus areas. Eric McWhorter and Ed Drummond will the contact/Support Person(s) on the MedicalCenter side.
  • Dan Durbin will provide a list of current Exchange users for dividing up among the Support Person(s).
  • Meet with all Support Person(s), showing them how to install and have a security patch installed for everyone.
  • The Support Person(s) should budget 30 to 45 minutes per workstation.
  • Rather than have each of the current Exchange users fill out an account request form, we will ask the Support Person(s) to turn-in a spreadsheet with information of their people that are ready to move over the AD directory.
  • Accounts will let the Support Person(s) know when the Active Directory accounts have been established.
  • Support Person(s) will then need to forward this list to Dan Durbin who will move their current mailboxes over to the Active Directory.
  • Support Person(s) will notify each user of their new ID, and assist them with changing their default passwords.
  • No public training for the existing user is needed. Dan showed us Exchange 2000 (through the Outlook XP client). All current functions look the same and will require no training to continue working.

Communication and Training Plan for the On-Time Users

  • The MedicalCenter team (Eric McWhorter and Ed Drummond) is going to handle the communication, move, and training of all On-Time users

Communication and Training Plan for TAO users

  • The MedicalCenter team will create and carry out the communication plan for the TAO users. They are currently working to identify the current TAO users and what other email access they may already have. Once that is complete, they will know how many TAO users need to be moved to Exchange.
  • Tony will work on a training estimate for when the TAO users are added to the new Exchange. It’s estimated that 40% of current TAO will desire training.

Communication and Training Plan for the New Exchange User:

  • Once the hardware and software have been ordered for the upgrade to Exchange 2000 some general publicity will be circulated to educate the University community on the resources available through Exchange 2000. Departments will be encouraged to determine a timeline for moving to Exchange 2000 if they desire. The Lan administrators will also be targeted for publicity about Exchange 2000 availability and features.
  • Classes will be available as usual through the respective training centers. Support staff will be encouraged to work with the training centers if classes are desired for departments as they move to Exchange 2000.
  • Training shouldn’t be needed for the IT CSC staff since questions on the new system shouldn’t be any different than what they are already handling.

Tom Hanna has a web page that he currently uses to help his users change their Exchange password. The page will need to be modified to reflect that Exchange 2000 users will be in the Active Directory and will then be used for all migrations to Exchange 2000.