UK Exchange 2000 Upgrade Project

Scope Document

The University successfully deployed the Microsoft Exchange 5.5 mail system three years ago. The servers currently supporting Exchange 5.5 have insufficient resources to expand the number of Exchange users beyond the 1200 currently supported. As well, the next version of Exchange software is available and will give the University advantages over the current environment.

A proposal for an expanded Exchange infrastructure and upgraded software has been provided to IT management. The recommendation contained configurations for support of either 6,000 users or 10,500 users. Dollars above and beyond those currently earmarked for Exchange server leases must be identified to provide either expanded Exchange mail environment.

The current Exchange infrastructure consists of three (3) servers supporting 1,200 users. The lease on two of the three servers expires 1/2/02. The University is pursuing a month-by-month extension of that lease until a configuration is chosen and funded, and replacement servers can be obtained. Additional dollars must also be earmarked to cover the extended server leases.

The project objectives are as follows:

  • Upgrade the current exchange environment from version 5.5 to 2000
  • Deploy the Outlook 2002 (XP) client
  • Expand the exchange infrastructure to support 6,000-10,500 users, including the replacement of the two servers coming off lease 1/2/02.

The Exchange 2000 software provides many features, including web access, calendar, instant messaging, workflow, conferencing and directory enablement. Deployment of the Instant messaging, workflow and conferencing features are not part of this project.

Two projects underway at the Healthcare Enterprise have a relationship to this project. The TAO mail product is being phased out of the Hospital/Med Center. This includes approximately 3500 users, some of which currently have Exchange and/or U-Connect accounts in addition to their TAO accounts. A good portion of the remaining TAO users will need Exchange accounts to replace their TAO mail. As well, the On-Time Calendar product in Hospital/Med Center is to be phased out by spring of 2002. These 500 users will also need to move to Exchange.

The critical success factors for this project include:

  • Exchange environment migrated from version 5.5 to version 2000, and all current Exchange accounts moved with little or no disruption of service
  • Expanded infrastructure in place
  • Migration of additional users begun
  • On-Time migration complete by early spring of 2002
  • TAO migration complete.

The large number of Healthcare Enterprise users to be migrated to Exchange 2000 presents a large manual effort and will become increasingly hard to accomplish the longer the expanded Exchange infrastructure is not in place.

Aside from the Healthcare Enterprise users who are being asked to move to Exchange, we assume all other new Exchange users will be those who voluntarily choose to move to Exchange due to the collaborative and calendar features it provides.

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