Project Charter. Office Migrations Document Version 2.0 Prepared by Sabina Winters, ITS Last Edited February 19, 2015

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1 Prepared by Sabina Winters, ITS Last Edited February 19, 2015 SOLUTION PLAN REQUIREMENTS ANALYSIS DESIGN BUILD TEST TRAIN/DEPLOY MAINTENANCE Executive Summary In December of 2014, the IT Governance Architecture and Infrastructure Committee (AIC) endorsed a strategy of pursuing a cloud- based platform for calendaring and business class users (primarily faculty and staff) in order to deliver the functional requirements desired and needed by those users. The Office Migration project has been launched in support of this strategy. The goal of this effort is an organized and well- planned migration of mailboxes from volunteer Colleges, Schools, and Units (CSUs) from UT Austin s on- premise Microsoft Exchange environment, Austin Exchange Messaging Service (AEMS), to Microsoft s Office 365 cloud- hosted calendaring and environment. Business Need and Background The Austin Exchange Messaging Service (AEMS) is UT Austin s locally hosted Microsoft Exchange environment. The existing AEMS infrastructure will need to be refreshed or retired no later than FY AEMS was originally sized to accommodate 25,000 mailboxes at a maximum individual mailbox size of 2G. Because of the impending infrastructure expenses, the IT Governance Architecture and Infrastructure Committee (AIC) approved migration to Microsoft s Office 365 hosted Exchange in February That initial migration ran into various project, service and technical challenges and was placed on hold in January 2014 with 60% of migrations completed. Those challenges have now been addressed sufficiently to resume the project. With the December 2014 AIC endorsement to continue pursuing cloud- based calendaring and solutions for UT Austin s faculty and staff members, ITS was authorized to assemble a project team to continue large- scale mailbox migrations from AEMS to Office 365 for as many of the remaining 40% of mailboxes as possible. The need to complete migrations is multi- faceted. Firstly, groups that routinely share calendaring and tasks, normally within a College, School, or Unit (CSU), and have mailboxes located in different environments, encounter difficulty collaborating when doing their daily work. Bringing all of those mailboxes into a single environment (Office 365) enables those groups to once again to do shared calendaring and , as well as delegation tasks. Secondly, mailbox size in the on- premise environment is limited to 2G, whereas it is 50G in the cloud. Thirdly, Microsoft has begun releasing new feature functionality, such as the new version of Outlook for Mac, to only Office 365 users initially. To take advantage of these new features, an individual s mailbox must be in the cloud. Lastly, the existing AEMS hardware will need to be refreshed and right- sized for the few remaining mailboxes, or retired outright, no later than FY ITS has received an increase in the Page 1 of 6

2 number of requests from the campus community to move their College, School, or Unit (CSU) to the cloud, and planning for these moves to occur within a common timeframe allows ITS to optimize the resources and costs needed for the project. Project Description and Scope This project will concentrate on providing guidance on pre- migration tasks, migrating mailboxes from AEMS to Office 365, and providing post- migration support. To support these primary goals, we will also send timely and complete communications about the migrations, keep online documentation on the Office 365 product and migration FAQs up- to- date, and work with each CSU migrating, to ensure their mailboxes are migrated on a date that they approve in advance. In Scope The following deliverables or tasks are in scope for this project: Pre- migration instructions and support will be provided to the CSU s site champion, ordinarily a Technical Support Contact (TSC), on the hardware, software, and calendaring and hygiene tasks that are required to be completed prior to migration. The project team will work with each CSU to develop a communication plan to ensure appropriate migration related communications for that business unit. The project team will work with each CSU to identify mailboxes that should be migrated and develop a migration date for those mailboxes. The project team will work with each CSU to delete obsolete resource accounts and migrate EID based mailboxes to resource accounts where appropriate, prior to migration to Office 365. ITS will apply Microsoft ProPlus licenses to all new Office 365 accounts. These licenses allow TSCs to determine if and when a CSU or individual user will use any or all new Microsoft features and functionality reserved for Office 365 customers. Onsite post- migration support will be provided the morning after migrations for each CSU. Out of Scope The following deliverables or tasks are out- of- scope for this project: Migrating a CSU off its own server and onto Office 365. Due to the complexity of migrating from a non- ITS server to Office 365, individual project plans need to be created jointly by ITS and the CSU for each of these migrations. Large- scale data remediation in Exchange for a CSU. Downloading, installing, or authorizing any new feature or functionality available to Microsoft ProPlus licensees including, but not limited to, the new Outlook for Mac. While a ProPlus license allows access to features and functionality, the installation and management of those features and functionality belongs to the individual TSCs and is outside the scope of this project. Strategy or implementation regarding other Office 365 related services (e.g., Office Web Apps, Sharepoint Online, Lync, OneDrive, or Project Online) Page 2 of 6

3 Project Goals The primary goals of this project are: Conduct migrations from AEMS to Office 365 on an opt- in basis. Provide each College, School, or Unit s (CSU s) Technical Support Contact (TSC) information, support, and guidance as they complete pre- and post- migration tasks. Ensure that 100% of mailboxes that are migrated are functional post- migration, including being able to send and receive s and perform all standard calendaring functions in Office 365. Ensure that 100% of non- resource mailboxes that are migrated and accessed with mobile devices are functional post- migration on those mobile devices, including being able to send and receive s and perform all standard calendaring functions. Have no more than a 5% mailbox failure rate during mailbox migrations. Project Schedule PHASE FTE Q Q Jan Feb Mar Apr May Plan Solution Analysis & Tools Testing Pre- migration Tasks Mailbox Migrations Update Documentation Project Closeout Project Roles and Responsibilities Role Name(s)/Organization(s) Responsibilities Governance Committee Executive Sponsor Customer Steering Committee Architecture and Infrastructure Committee (AIC) Brad Englert, CIO Charles Soto, Communication Michael Bos, Athletics Cesar de la Garza, Development Ruby Philipose, ITS Help Desk Endorse the project charter and provide approval for the project. Approve major project scope or schedule changes. Responsible for the success of the project. Review project charter Review project timelines and progress Review and accept project deliverables Page 3 of 6

4 Terry Gibson, ITS Managed IT Support Trice Humpert, ITS Systems Sandra Germenis, ITS User Services Jamie Southerland, Shared Services Brad Van Schouwen, ATS Project Manager Sabina Winters, PMP, ITS Systems Provide project planning, coordination, and communication. Provide overall status reporting of deliverables. Track progress toward completion of the identified project goals. Technical Lead Glen Martin, ITS Systems Lead solutions analysis and design efforts. Project Team Stephen Walker, ITS Systems Don Nash, ITS Systems Larry Liberty, ITS Systems Evan Rabinowitz, ITS Help Desk Andrew Fogelsong, ITS Managed IT Support Connie Lobb, ITS Communications Avanade Professional Services Team Departmental TSC s to be identified Produce deliverables, create documentation, and provide technical assistance to contracted Professional Services resources. Information Security Officer Networking Point of Contact Stakeholder(s) Cam Beasley William Green Architecture and Infrastructure Committee ITS Help Desk ITS Managed IT Support Academic Technology Services Faculty and Staff AEMS mailbox users Act as security consultant and assess security needs for the project. Act as networking consultant and assess networking needs for the project. Page 4 of 6

5 Project Facilities and Resources The following facilities and resources will be required for this project: The virtual machine utilized during by the Office 365 project prior to project suspension in January 2014 that can run the existing Avanade Accelerate tool. Professional Services staff sufficient to run the Avanade Accelerate tool and to assist ITS resources where necessary. Full engagement of multiple departments to support the project, including ITS Help Desk, Managed IT Support (MITS), and ITS Systems. Full engagement of Academic Technology Support (ATS) before, during and after the migration of customers that ATS supports, such as College of Liberal Arts and Provost s Office. Customer and TSC action and engagement before, during, and after migrations, including active participation in planning and communications to the members of the College, School, or Unit (CSU), preparing the mailboxes to migrate, and testing that the migrations have been successful. Impact Analysis This project has the following potential areas of impact: Individual or departmental mailbox owners that are hosted on Office 365. Individual or departmental mailbox owners that will continue to be hosted on AEMS. Any systems that rely upon connection to, or data exchange with, AEMS. Assumptions This project has the following assumptions: This project will be the last large- scale migration of mailboxes to Office 365 for UT Austin. However, it is expected that a small number of on- premise mailboxes will remain after this project is concluded. It is expected that ad hoc mailbox migrations will continue as a normal course of ITS- Systems and Help Desk business throughout 2015 as needed. Avanade has been selected as the Professional Services Partner for this project due to their previous successful experience with UT Austin on Phase 1 of the project. Avanade and ITS- Systems will be able to re- use tools, technologies, processes, and communications created and perfected during the previous Office 365 migration project with limited changes required. All required staff members, both at UT Austin and professional services firms, will be available and fully staffed for the duration of the project. TSCs and the ITS Help Desk (as appropriate) will handle Tier 1 and Tier 2 support for this project and in general. ITS- Systems (as appropriate) will handle Tier 3 support for this project and in general. Constraints This project has the following constraints: Page 5 of 6

6 Academic units migrating will be completed prior to the last day of classes during the spring semester 2015 (May 8 th ), unless an Academic Unit specifically requests to go later and the project team agrees to that request. Some administrative units require migration activities to begin after the last day of classes during the spring semester 2015 (May 8 th ) due to administrative activities that must be completed prior to graduation. Risks This project carries the following risks: If insufficient qualified resources are assigned to the project at any point during the project, the project quality, timeline, and/or budget will be negatively impacted. Successful mailbox migrations are dependent on individual CSUs fully completing the pre- migration work required. If pre- migration work for a CSU is not completed, the migration for that CSU could have a sub- optimal outcome or migration of those mailboxes may be removed from scope at the project team s discretion. Unsuccessful mailbox migrations may have a detrimental and potentially catastrophic impact on a CSU s business processes. The mailbox migration process has been optimized for the Microsoft Exchange and Office 365 environment as of early spring If Microsoft makes any large material changes to that technology or environment, the migration tools used during migrations may be detrimentally affected. Revision History Version Date Updater Name Description V 1.0 February 9, 2015 V 2.0 February 12, 2015 Sabina L Winters Sabina L Winters Initial draft completed with feedback incorporated Updated roles and responsibilities, updated project schedule, grammar corrections Document Approvals Name Architecture and Infrastructure Committee (AIC) Version Approved Approval Method 2.0 Unanimous committee approval in AIC meeting Date February 13, 2015 Page 6 of 6