Organisational self-migration guide an overview V1-5 April 2014

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1 Organisatinal self-migratin guide an verview V1-5 April 2014 Cpyright 2013, Health and Scial Care Infrmatin Centre. 1

2 Self Migratin t NHSmail an verview fr rganisatins Cntents Intrductin 3 1. Initial preparatins and cnsideratins 3 2. Analysis 3 3. Pre-pilt activities Technical testing and planning Set up an NHSmail Cnnectr Initial prject planning 5 4. Update lcal prcesses and plicies 5 5. Pilt New NHSmail accunts user rllut Pst-migratin C-existence perid and cutver Mp up activities: 7 6. Main Migratin - phases 1, 2, 3 etc Pst-prject activity 7 Cpyright 2014, Health and Scial Care Infrmatin Centre. 2

3 Self Migratin t NHSmail an verview fr rganisatins Intrductin This dcument prvides guidance n migrating t NHSmail fr rganisatins with their wn lcally hsted server. This dcument prvides a high level verview. Fr a full list f tasks that must be undertaken t successfully migrate an rganisatin, please see the dcument NHSmail self-migratin prject planning guide v Initial preparatins and cnsideratins The fllwing is intended as best practice guidance: Cntact the NHSmail team t infrm them f yur rganisatin s intentin t self-migrate. Yur reginal Implementatin Supprt Manager (ISM) can prvide advice and guidance. An initial business case shuld be prepared, utlining the business benefits f migrating services frm a lcal cnfiguratin t NHSmail. This shuld be signed ff by senir Trust staff. The prject plan shuld cver the migratin prcess and number f practices/rganisatins t be migrated. The timeframes fr migratin may need t be adjusted fllwing cnsultatin with practices. Prject cntrls such as a risks and issues lg shuld be maintained weekly fr the duratin f the prject. If required a weekly highlight reprt shuld be initiated that escalates any critical risks r issues t Trust senir management. A typical self-migratin prject will require sme specialist skills and supprt. In additin t a Prject Manager a typical prject team wuld include r have access t: IT staff with MS Exchange, desktp cnfiguratin and develping grup plicies fr Active Directry. Supprt staff fr VIP assistance and general flr-walking Cmmunicatins specialist HR r advice frm HR t understand any starters and leavers prcesses Training Senir Management cmmitment - usually in the frm f a Prject Bard fr key strategic decisins and spnsrship. 2. Analysis Prir t the migratin, analysis f the existing estate must be undertaken: Identify staff n the existing mail server that need t be migrated Staff recnciliatin cmpile a list f staff that require an NHSmail accunt. Staff with existing NHSmail accunts shuld be nted t ensure that n duplicate accunts are created. Include generic mailbxes and their wner. The list shuld be used with the Cnnectr (see page 4 f this dcument) t maintain staff details n the NHS Directry and t prvisin new NHSmail accunts Cpyright 2014, Health and Scial Care Infrmatin Centre. 3

4 Self Migratin t NHSmail an verview fr rganisatins Nte wh users share mailbxes and calendars with, any rules in place, distributin lists, generic mailbxes/public flders, and anyne that requires mbile access t NHSmail Qutas users will need t ensure their mailbx is belw a certain size in rder that all existing data is migrated t their NHSmail accunt. Users wh, after analysis, are fund t have large mailbx sizes, shuld be sent guidance and archiving infrmatin t help them reduce it in size Grup phasing grup accunts t frm the basis f the migratin schedule. Plan hw NHSmail will be rlled ut and supprted and when the cutver is t take place s that the primary accunt fr each user becmes NHSmail Alerts and autmated messaging identify any mailbxes used fr business prcesses such as autmated patient appintment reminders r system alerts Review lcal data check against NHSmail blcked attachment types; allwed file types and attachment sizes. NHSmail has an attachment size limit f 20Mb. Any attachment ver this size can be sent via the Secure File Transfer Link please click n the link belw frm an NHS cnnectin fr mre infrmatin: 3. Pre-pilt activities 3.1 Technical testing and planning A number f technical tests and investigatins must be cmpleted prir t the migratin pilt. The full list can be fund in the dcument NHSmail self-migratin prject planning guide v.3 and cvers individual PC builds; archiving; firewalls; backup schedules; aut-frwarding and Outlk. Particular attentin shuld be made t planning the methd and prcess f managing legacy data fr users. Access methd staff can access NHSmail via the web prtal r Micrsft Outlk. If Outlk is the chsen access methd, it shuld be nted that it is simpler t cnfigure Outlk 2007 and Outlk 2010 with NHSmail than Outlk Outlk 2003 service pack 2 is the minimum standard fr clients. Outlk 2000 is nt supprted. Legacy data if yu are planning t migrate data frm the legacy service, there are varius ptins fr staff t get access t s, calendar items, cntacts etc: Use MS Outlk 2010 with tw Exchange prfiles in ne user prfile (nly applicable fr MS Exchange legacy service) Use an archiving tl t cpy data frm the lcal service t an archiving stre accessible by the client. Varius third party cmmercial prducts are available t achieve this such as Quest, Mailsafe, etc. The decisin t buy the mst apprpriate slutin fr the rganisatin is the respnsibility f the Trust. Use ExMerge t create a.pst file fr each user cntaining the , calendar and cntacts data. The data can either be linked t a user accunt in MS Outlk as an archive, r used t imprt the data and uplad t a user s live accunt If Outlk is being used, nte the fllwing: Outlk 2007 is cnfigurable via Autdiscver and requires the user s address and passwrd t be entered. Outlk 2003 requires the installatin f a PRF file fr cnfiguratin. The PRF file can be remtely deplyed by IT staff if required. Fr mre infrmatin please see the Cpyright 2014, Health and Scial Care Infrmatin Centre. 4

5 Self Migratin t NHSmail an verview fr rganisatins cnfiguratin Guide in the NHSmail training and guidance pages. It can be fund in the Mbile devices, applicatins and prgrammes sectin. 3.2 Set up an NHSmail Cnnectr Cnnectrs autmatically maintain the NHS Directry by applying updates directly frm rganisatin data surces. Any new NHSmail accunts that are required can be prvisined as pending accunts by a Cnnectr and then bulk registered by the LOA, making it a much simpler prcess. The NHSmail Cnnectr guide is available n the NHSmail Training and guidance pages in the Help fr LOAs sectin and includes full, step-by-step instructins n setting up a cnnectr. All rganisatins shuld set up a cnnectr t NHSmail t ensure that changes t lcal staff data are accurately reflected in the NHS Directry. 3.3 Initial prject planning The NHSmail self-migratin prject dcument lists all f the factrs that need t be taken int accunt when putting tgether the verall migratin prject plan including the issue f c-existence during the migratin perid, cntingency planning, quta management, SMS and the use f mbile devices. Mbile devices - NHSmail can be cnfigured with a range f phnes using Micrsft Exchange Active Sync. Handsets shuld be encrypted t access the service if a user handles sensitive data. The latest Blackberry devices will wrk with NHSmail hwever mdels ther than the Blackberry Z10 need an additinal piece f sftware which can be purchased fr a small cst. Fr mre infrmatin please see the Mbile Devices sectin f the NHSmail Training and Guidance pages. A cmmunicatins plan must be part f the verall prject plan t ensure that staff are aware f migratin dates and any actin that needs t be taken befre they are migrated. A training plan shuld als be part f verall prject plan and a training needs analysis may be required. The fllwing NHSmail training and guidance materials are available: Online user guide cntaining step-by-step instructins n hw t use NHSmail features. Accessible frm the NHSmail prtal training and guidance pages at The NHSmail prtal training and guidance pages can be viewed by lgging int NHSmail at 4. Update lcal prcesses and plicies Update lcal plicies and prcesses where necessary t reflect using fr sending patient data, mbile device use and string and managing data. This shuld take int accunt the NHSmail Acceptable Use Plicy Leaver and jiner prcess a prcess shuld be setup, usually with HR, s that the Trust Primary Lcal Organisatin Administratr is aware f any staff jining r leaving the rganisatin. This infrmatin can then be updated n the natinal NHS Directry typically via An NHSmail cnnectr. 5. Pilt Cpyright 2014, Health and Scial Care Infrmatin Centre. 5

6 Self Migratin t NHSmail an verview fr rganisatins Running a pilt migratin with a small grup f users will allw yu t test the prcesses and prcedures invlved befre rlling ut NHSmail t the whle rganisatin. A useful utput f the pilt is t help yu refine user cmmunicatins t detail exactly what yu want them t d and what they will see when the new prfiles are cnfigured. Please nte the actual migratin prcess can vary depending n the decisin t use Outlk r slely allw access via the NHSmail web prtal. The recmmended pilt activities are listed belw: Deply a grup plicy / script t create new mail client prfiles Run the chsen archive tl t build the new archive Cnfigure mail clients t link t the archive /.pst files Rllut and activate NHSmail accunts see 4.1 belw fr mre detail Recnfigure new mail prfile fr each user using the develped grup plicy Custmise mail prfile t apply sharing permissins, rules, etc. 5.1 New NHSmail accunts user rllut Create extract frm recnciliatin spreadsheet fr new NHSmail accunts required, excluding existing accunts and including system accunts and generic mailbxes Build schedule fr prvisining and rllut f new accunts cnsider phased prvisining Use LOA bulk registratin tl t create new accunts frm pending accunts created by the NHSmail cnnectr Distribute details f new NHSmail accunts fr users t activate users shuld activate the accunt in the NHSmail web prtal befre attempting t lg int Outlk. The accunt is activated nce the username and passwrd have been input at The passwrd shuld be prvided by the LOA User must change the accunt passwrd after it has been initially set by the LOA 5.2 Pst-migratin Re-create generic mailbxes / distributin lists that are still required Set up access permissins fr shared mailbxes / calendars etc. Cnfigure mbile phne access as required Ensure that help is in place fr users either via the lcal helpdesk r flr walker supprt Prvide a cutver reprt t the IT team t update the recnciliatin spreadsheet with thse users that have successfully migrated and are nw using NHSmail, and thse where further actin may be required 5.3 C-existence perid and cutver During the c-existence perid with sme staff migrated t NHSmail and thers still using the ld lcal service, migrated users shuld cntinue t access their ld accunt in the client and NHSmail in the web prtal Yu shuld use the pilt t plan cutver activities t fully mve t NHSmail and switch ff the ld service nce all users have been migrated. Cnsideratin will need t be given t staff cmmunicatins, cutver schedule and supprt / helpdesk Cpyright 2014, Health and Scial Care Infrmatin Centre. 6

7 Self Migratin t NHSmail an verview fr rganisatins During the pilt the first cutver activities can be started put an aut-frward and autrespnse n rganisatin surce server (typically in place fr three mnths pstmigratin) 5.4 Mp up activities: Helpdesk t reprt n any utstanding issues / pen calls that need t be addressed Cmms plan and prject plan shuld be updated fllwing lessns learnt review Update recnciliatin spreadsheet 6. Main migratin - phases 1, 2, 3 etc. Fllwing a successful pilt and after incrprating lessns learnt and making any subsequent updates t the cmmunicatins that will need t g ut t users and supprt staff, the migratin phases shuld be started. Extensive user cmmunicatins shuld be implemented befre, during and after migratin as per the cmmunicatin plan yu have agreed internally. 7. Pst-prject activity After the migratin has been successfully cmpleted yu will need t cnduct a pst-implementatin review in rder t create a pst-prject reprt. Any utstanding actins shuld be cmpleted. Three mnths after migratin yur lcal Mail Transfer Agents and server shuld be decmmissined any aut-frwards / respnses will end at this pint s yu shuld infrm staff that this has happened. Please cntact r yur reginal NHSmail Implementatin Supprt Manager t cnfirm that yur lcal mail service has been decmmissined. Please als cnfirm: Number f users migrated t NHSmail Number f Practices cvered if applicable Estimated cst savings Lessns learned Benefits realisatin Future plans fr NHSmail use examples culd be prjects such as: Autmated discharge reprts sent via Cllabrative wrking acrss rganisatinal bundaries GP t lcal authrity r acute hspital Using fr dcument prcessing and distributin If yu are interested in hw NHSmail can help yu imprve patient services and save mney, please cntact Cpyright 2014, Health and Scial Care Infrmatin Centre. 7

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