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Welcome to the NHSmail webinar
The webinar will begin at 12.30pm. Please synchronise your web and phone presence by inputting your Attendee ID into the phone. Participant lines will be muted during the presentation. The webinar will be recorded. You can use the chat messaging feature on the right of the screen to ask questions. Please only use this for questions, not general comments.
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NHSmail information sharing webinar
Tuesday 2 May 2017 at 12.30pm
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Agenda Introduction – Henry de Ferrars (NHS Digital)
NHSmail overview and objectives – Damian Dube (NHS Digital) Self-migration option – Simon Berest (NHS Digital) Managed and supported migration options – Andrew Pearson (Accenture) Catalogue update – Andrew Pearson (Accenture) Skype for business (SfB) – Andrew Pearson (Accenture) Next steps – Damian Dube (NHS Digital)
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Overview and objectives of the webinar
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Overview and objectives of the webinar
Providing information and support to organisations joining NHSmail Establish target dates of when your organisation plans to migrate to NHSmail Identify barriers organisations are facing in order to join the service Provide information on different migration options available Establish forward demand of required accounts to enable and plan for future demand
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NHSmail self-migration
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NHSmail self-migration (1)
This option allows an organisation to self-migrate from a local service to NHSmail by managing the setup and data transfer themselves. Self-migration is intended for those organisations with simple migration requirements and experienced technical teams. The approach is underpinned by a light touch migration support service providing guidance to enable organisations to migrate themselves onto the NHSmail service. Self-migration guidance can be found at - under the section entitled “Registering an NHS or publically funded organisation supporting the provision of publically funded health and social care”
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NHSmail Self-Migration – Collateral
Organisation Self-Migration Guide – Outline and guidance for organisations to follow in order to be successful and achieve the migration. Self-Migration Project Plan – Template for organisations to follow a structured project plan. NHSmail Project Initiation Template.
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NHSmail self-migration (2)
Self-migration timescales, driven by the local organisation, can take approximately six months to complete, depending on the number of accounts being migrated. A Request for Change (RFC), which is required for all migration types, is submitted as part of the checklist process. This can take seven business days and should be factored into any plans. Top-up service agreement – This is the agreement to be signed between organisations and Accenture to enable the procurement of items from the top-up service catalogue.
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Migration Governance Organisations will be required to have regular checkpoint calls with NHS Digital or Accenture to report/review progress against their migration. Migrations will be monitored to ensure the migration checklist process, which is based on best practice, is met and to ensure smooth progression.
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NHSmail migration checklist – high level overview (1)
Stage 1 – Initial interest Organisation options appraisal Organisation to supply draft number of accounts Identify baseline benefits / review integrated applications Complete discovery questionnaire Executive approval to initiate project Stage 2 – Initiation Assign project manager Approved PID Analyse / decide on migration method Analyse / decide on data migration method Local high level business plan written Local strategy board sign-off Stage 3 – Running the project Confirm number of accounts needed on NHSmail - part of account reconciliation Communication strategy User / Local Admin training plan Establish local support policies Sign & submit top-up services agreement RFC is submitted
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NHSmail migration checklist – high level overview (2)
Stage 4 – Migration readiness Decide and implement bulk connector (TANSync or CSV upload) Technical pilot Lessons learnt, risks & issues log updated if needed, resolve any technical issues ahead of mass migration Go / No-go decision from NHS Digital as part of request for change (RFC) process Stage 5 – Roll-out Migration phase 1 Migration phase 2, etc. Regular checkpoint calls with NHS Digital Monthly update to NHS Digital with account numbers registered per month, and numbers needed for next month Stage 6 – Post migration In-house server de-commissioning plan Benefits realisation plan (6-12 months after migration) Full checklist can be viewed here.
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Accenture managed and supported migration options
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Accenture offers two managed migration options – focussed on bulk data migration from local source platform to NHSmail 1. Supported migration * 2. Managed migration Migration service providing planning support and tooling to enable migrating organisation’s personnel to deliver the migration. Co-existence between source .nhs.uk and NHSmail environments maintained during migration. Comprehensive migration service providing planning support, tooling and technical expertise to deliver the migration. Co-existence between source.nhs.uk and NHSmail environments maintained during migration. Accenture delivery network technical resources engaged 24x7 during agreed migration period. * Previously described as a Partial Migration Technical pre-requisite, readiness and enabling tasks will need to be delivered by migrating organisation personnel to deliver the migration project. Accenture are responsible for managing the delivery of the data migration aspects of the project. Managed migrations targeted at organisations >2000 mailboxes For follow-up Accenture migration services questions or queries
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The key benefits of an Accenture managed migration can be summarised as follows:
1 Positive end user migration experience – minimal end-user intervention required. Automated tooling enabled process to maintain co-existence between source and target platforms during migration (without down time or blackouts) – calendar synchronisation, delegate & shared access permissions and distribution lists. 2 3 Flexibility to schedule migration in batches to minimise clinical and business impacts – VIP and priority options are available.
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Accenture managed migration options – high level process.
Supported Managed
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Accenture managed migration timelines illustrating typical times to complete project phases.
Based on an organisation with ~4000 mailboxes cutting over ~1000 mailboxes per week.
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Managed migration option- organisation readiness
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Migration readiness is essential to a managed migration option – providing the foundation for a successful project Illustrative Extract Quest tooling platform requirements archiving Project communication IG requirements Joiners & leavers process Sub-domain branding Approach to PSTs New users to migrate NHSmail users in scope Mailbox size Mailbox item size Attachment size VIP users Pilot users Shared mailboxes Distribution lists Public folders Discovery Questionnaire Migration Pre-Requisites
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Top-up services catalogue update
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A new top-up services catalogue is being approved that includes pricing updates and news service that include: Updated managed mailbox migration costs to reflect increase in Quest tool migration license. All managed services prices (MS) will be increased by 50p per mailbox. Skype for Business Peer-to-Peer Audio/Video Call & Web Conferencing - £1.03 per user per month. Skype for Business Dial-in Conferencing - £0.016 per connection per minute. Skype for Business on- boarding readiness assessment and support. A menu of additional services to support all mailbox migration projects (next slide) For follow up Accenture top-up services catalogue questions or queries:
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(Catalogue Reference)
Additional top-up services catalogue migration services – for all migration options Service Description Organisation pre-requisite Indicative charge (Catalogue Reference) Shared mailbox creation Script based injection of shared mailboxes into NHSmail – removes need to be created manually. Completing CSV template. Typically 3 days – currently £1596 (MS016) Distribution list creation Script based injection of distribution lists into NHSmail – removes need to be created manually. Delegate permissions Script based injection of delegated permissions into NHSmail – removes need to be created manually. Migration readiness Completing pre requisite tasks for managed migrations - advising where necessary to enable more effective migration. ACN pre-requisite document will drive scope. Typically 5-10 days £3,005 - £6,010 (MS015 and MS016) Bulk account moves Bulk account moves inter organisation / environment – self migrations and organisation merger or acquisition. Providing LA related accounts report. Typically 2 days – currently £1064 (MS016) Security testing Penetration/environment testing – ACN standard offering could be tailored to NHSmail Organisation specific. POA
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Skype for Business Services
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Skype for Business Service
Overview of Services Find an Expert Mobility eConsultations Virtual MDTs Enabling New Ways of Working Instant Messaging & Presence Core Service - Free Audio/Video Calls & Web Conferencing Additional Service - £1.03 PUPM Dial-in Conferencing (PSTN Conferencing) Additional Service - £0.016 per min per connection
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Skype for Business (SfB) key information
Access Methods & Licensing Clinical Safety & IG Accessible via desktop and mobile applications SfB Basic Client available without CAL Skype for Business Server Access Licenses for top-up services required NHSmail is approved for clinical use. Local organisations should ensure appropriate clinical and information governance is managed in line with local policies. Clinical use considerations on Support Site Information & Guidance Joining Skype for Business Following information available on Support Site: Service Description Service Configuration Guide Training Materials – IM&P and A&VC Communications Templates Further assets being published soon. Log your interest via providing number of users required and estimated on-boarding timescales Dedicated Skype for Business Webinar taking place 23 May 2017 – register here for joining information
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Next Steps
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Next steps NHS Digital will publish the slides and a recording of this webinar on the NHSmail support pages shortly Contact the NHS Digital self-migration project manager via if you have queries not answered via the information provided within the NHSmail Support pages Contact Accenture via if you would like further information on managed and supported migrations Contact to register interest in the SfB webinar You will receive an asking you to complete a survey asking for: your organisation’s target migration date number of NHSmail user accounts chosen method of migration to NHSmail
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