1. MICROSOFT OFFICE 365 DEPLOYMENT TOM MARCAIS WASHINGTON AND LEE UNIVERSITY

2. WHY OFFICE 365? Transition from hosted to cloud-based email solution Free up on-premise resources

3. PRE-DEPLOYMENT ON CAMPUS Piloted migration with ITS staff (about 40 accounts) Client Services especially was tasked with learning and evaluating the various Office 365 apps

4. OUR DEPLOYMENT PLAN

5. PART 1 - COMMUNICATION Have communications plan, consistent message from top down Highlight the improvements and benefits to the process for the end user Archived emails 5 licenses (FREE!) for non-university devices Initial Message to department heads from CTO include Emeritus Client services follow up by contacting individual departments

6. PART 1 – COMMUNICATION (CONTINUED) Initial Department Contact Explain Big Picture Determine good time of year Early adopter? Who is the contact?

7. PART 2 - IDENTIFY & PRIORITIZE DEPARTMENTS Client Services developed a short-list of potential departments likely to be easy to transition Identified Departments are given a Departmental Deployment Interview Based on results begin to schedule transitions/training Coordinate with Exchange Administrator and Telecom for transition Maximum 30 accounts in one day Migration can occur at night After Migration Telecom needs to update voice-mail system Archive rehydration could take 1 week to cycle through Notify Help Desk that their department has been transitioned

8. PART 2 - (CONTINUED) Departmental Deployment Interview Record ITS members present Gather report from SCCM about Machines with Office 2010 Explain Why we are moving Explain What is Office 365 End of archive stubs Office downloads Skype for Business Collect info from each individual on Shared Calendars in Account Shared email folders Delegate Access Mobile Devices Pre-existing @Microsoft Account

9. PART 2 – CONTINUED) Departmental Questions: Do you have any SharePoint calendars tied to Outlook? Ask the department to describe their current communication workflow What works well What does not work well Are there additional areas of training/consultation needed? When can they migrate?

10. PART 3 – COORDINATE TRAINING NEEDS FOR DEPARTMENT Use the results of the Departmental Deployment Interview to identify training needs Assess mobile device usage Inventory iOS, Android and Windows phone users (personal and business) Offer Migration-Essentials training prior to transition Provide assistance with mobile device encryption for Android and Windows users after the migration Document any anomalies during this process Follow-up with in-depth training after transition

11. PART 4 – POST TRANSITION Post-transition Survey Post-transition training Continuous Training retain records of departments workflows to help identify new features that might interest them

12. PART 4 - (CONTINUED) Our Post-Transition Survey Questions What aspects of the migration did you find to be the most positive? What suggestions do you have for improving this process? Are there any unresolved migration issues we can address for you?

13. PART 5 – CONTINUAL REVIEW BY ITS Review survey results Address any areas of the deployment plan that need modifications Add specific questions about the changes made to the survey to determine if the modifications were successful.

14. RESULTS

15. THE GOOD.... The survey results indicate a very high level of satisfaction with the deployment process from our clients. A lot of enthusiasm from clients for the expanded opportunities of using Office products on their home computers and mobile devices

16. THE BAD.... We wish it was faster....

17. AND THE UGLY... Microsoft occasionally changes things on the back end, which has made some of the migrations fail until our Exchange administrator is able to make adjustments Learned that enterprise vault plugin caused performance issues if left installed on computers whose user accounts had been migrated.

18. CONCLUSIONS / NEXT STEPS Process is working effectively Streamline process where possible Dedicate more resources to shorten the overall transition time Focus on Administrative departments over the summer Continue with Academic departments in the fall

19. QUESTIONS?