1. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 0 Messaging and Directory Services (MDS) Messaging End User and Agency Directory Migration

2. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 1 Project Description The end user migration project will migrate in-scope agency users from their current e-mail system to an enterprise messaging platform. The Commonwealth of Virginia (COV) currently has approximately 67,000 users spread across 85 state agencies. This project will consolidate those users onto a new system starting in 2007 and continuing through 2009. A new supporting Active Directory and Exchange infrastructure will be deployed to support this migration and the requirements defined by the customer. This includes redundancy at a strategic level through data replicated between the Commonwealth Enterprise Solutions Center (CESC) and Southwest Enterprise Solutions Center (SWESC) operational sites. This project includes a directory services migration and consolidation, such as Novell, Active Directory NT4 and other Lightweight Directory Access Protocol (LDAP) based directories onto a single forest, single domain Enterprise Environment. End users are migrated using a combination of Quest tools and native utilities. Messaging End User and Agency Directory Migration Introduction

3. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 2 Messaging End User and Agency Directory Migration Benefits What’s in it for You? Enterprise class Microsoft Exchange environment –Secured communications without accessing the Internet –Secured access from external locations –Ability to share information with security controls Access to team collaboration sites –Ability to share data via Share Point –Ability to share Calendars among agencies –Instant messaging and live communications such as Net meeting 24 hours a day x 7 days a week messaging support Continuation of critical services in the event of an outage: enterprise class failover

4. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 3 Messaging End User and Agency Directory Migration Platform Enterprise Messaging Exchange Platform Consolidated Directory Services - This may have an impact on agency applications using fixed IP addresses and hard coded names. Server, desktop, and printer names may change to reflect the new COV naming standards 100MB mailbox standard size limitations - VITA is working to develop cost information for larger mailbox sizes and will provide that information at a later date 90 day e-mail retention policy - Mail stored in the local mailbox is deleted after 90 days. Agency may request set up of auto archiving feature to save e-mail older than 90 days to an agency determined location Unified messaging support Fax services Shared calendaring Share Point services

5. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 4 Messaging End User and Agency Directory Migration Process Transformation Project Objective To migrate all Commonwealth agencies onto an Enterprise Exchange e-mail platform, while minimizing disruptions to your agency PRE-MIGRATION Agency Send agency end user communication ‘Clean up’ agency environment Identify and provide Record Retention requirements for Messaging to MDS Team* Inform Application Development staff of impending move to COV Domain IT Partnership Team Prepare existing domain and directory services for migration to the Enterprise Domain Complete initial detailed discovery Obtain agreement and confirmation of migration schedule date Complete Service Requests/Change controls for migration preparation Quest Tools Preparation and Train agency support staff Provide options to the Agency on how to store mail (.pst files) in a manner that can be backed up and restored. Agency Send agency end user communication ‘Clean up’ agency environment Identify and provide Record Retention requirements for Messaging to MDS Team* Inform Application Development staff of impending move to COV Domain IT Partnership Team Prepare existing domain and directory services for migration to the Enterprise Domain Complete initial detailed discovery Obtain agreement and confirmation of migration schedule date Complete Service Requests/Change controls for migration preparation Quest Tools Preparation and Train agency support staff Provide options to the Agency on how to store mail (.pst files) in a manner that can be backed up and restored. POST- MIGRATION Agency Send Post migration end user communication Encourage end users to utilize public Share Point site IT Partnership Team Decommission and remove of legacy domain and directory Services and Removal of legacy hardware (e.g. Novell, and NT4, AD, LDAP and other Directories) Perform Post-migration clean up activities Complete full back up of legacy domain controllers Decommission legacy messaging e-mail systems (e.g. Exchange, GroupWise, Lotus Notes, Sendmail, Sun All In One) Obtain agency sign off that environment is in working order Agency Send Post migration end user communication Encourage end users to utilize public Share Point site IT Partnership Team Decommission and remove of legacy domain and directory Services and Removal of legacy hardware (e.g. Novell, and NT4, AD, LDAP and other Directories) Perform Post-migration clean up activities Complete full back up of legacy domain controllers Decommission legacy messaging e-mail systems (e.g. Exchange, GroupWise, Lotus Notes, Sendmail, Sun All In One) Obtain agency sign off that environment is in working order DURING MIGRATION Agency Provide end user communications Application Development staff available to assist and test move to COV Domain IT Partnership Team Migrate domain and directory Services to the Enterprise Domain Modify inbound mail routing Update login scripts Migrate workstations and servers to new Commonwealth of Virginia (COV) Domain Update applications with hard coded entries Update user profiles with new mail server Rename workstations and server to COV naming standards Test and validate mail, applications and servers Disable agency legacy e-mail accounts Turnover onsite support to VCCC Agency Provide end user communications Application Development staff available to assist and test move to COV Domain IT Partnership Team Migrate domain and directory Services to the Enterprise Domain Modify inbound mail routing Update login scripts Migrate workstations and servers to new Commonwealth of Virginia (COV) Domain Update applications with hard coded entries Update user profiles with new mail server Rename workstations and server to COV naming standards Test and validate mail, applications and servers Disable agency legacy e-mail accounts Turnover onsite support to VCCC (*) Library of Virginia provides guidance for records retention policy and procedures. Please contact them for more information. http://www.lva.lib.va.us/whatwedo/records/

6. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 5 Agency Pre-Migration Responsibilities Agency Responsibilities During Pre- Migration Facilitate agency pre-migration discovery activities with the MDS team Provide agency confirmation that end user communications are issued in a timely manner Inform application development staff of impending move to COV domain so that they can identify issues and collaborate with the MDS team Agency is responsible for providing training options for agency end users on Outlook 2003. (Some training options are provided by the ITP Team) Ensure end users ‘clean up’ individual e-mail boxes to 50MB or less – This requirement is for the migration only, e-mail box size limit is 100MB Identify agency blackout dates and times and provide to the MDS team Supply environment technical details to the MDS team – Complete questionnaires or attend meetings – Obtain access for MDS team for reporting tools Work with MDS team to complete agency change process – Supply MDS team with credentials to utilize migration tools – Agency personnel need to be present during scheduled migration Identify applications that integrate with the e-mail system and provide to the MDS team Identify and provide records retention requirements for messaging to the MDS team* (*) Library of Virginia provides guidance for records retention policy and procedures. Please contact them for more information. http://www.lva.lib.va.us/whatwedo/records/

7. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 6 Agency Responsibilities During Migration Sign off with MDS team that Agency is prepared for migration Continue to provide end user communications Application development staff available to assist and test move to COV domain

8. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 7 Agency Post Migration Responsibilities Agency Responsibilities During Post- Migration Agency Point of Contact (POC) –Send agency end user post migration communication –Encourage end users to utilize Commonwealth of Virginia (COV) Share Point application –Sign off with MDS team that migration is completed

9. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 8 Next Steps for Messaging End User and Agency Directory Migration The VITA Transformation POC will: 1.Schedule agency project overview site visits 2.Schedule discovery meetings with the Regional Integration Manager and Agency Point of Contact (POC) 3.Send discovery worksheets to the Agency POC

10. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 9 Messaging End User and Agency Directory Migration Discovery Team TopicName & TitleE-Mail Address Coordinate roll out between the agency and the IT Partnership team Martin Zamaniego, Transformation POC Martin.Zamaniego@ngc.com Discovery and migration activitiesJeff Moller Messaging Technical Lead Jeffrey.Moller@ngc.com Discovery activitiesJamey Stone, Migration Lead Jamey.Stone@ngc.com SchedulingGreg Pitrone, Messaging Team Member Greg.Pitrone@ngc.com Applications activitiesMichael Herb, Messaging Team Member Michael.Herb@ngc.com Coordinate activities with Service Delivery Arthur Isley, Regional Integration Manager Arthur.Isley@ngc.com One or more of the following people will be in contact with your agency during the detailed discovery phase: If you have any questions, please contact us at questions@vita.virginia.gov questions@vita.virginia.gov

11. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 10 Messaging End User and Agency Directory Detailed Activities

12. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 11 Messaging End User and Agency Directory Migration Detailed Activities TaskDescription Acquire Agency approval to begin pre- migration activities Obtain Agency approval to move forward with agency pre-migration activities and discovery from SDM and AITR Agency Migration Questionnaire sent to agencies MDS Teams will visit agency locations to complete detailed discovery of environment, including applications, servers etc. Discovery of agency current e-mail environment Through meetings, questionnaires and reporting tools the MDS Team will collect information on source mail environment (s) Review and obtain confirmation from AITR to begin migration Review with AITR implementation plan and schedule for Messaging migration. Obtain confirmation from AITR Install and Test VPN TunnelA site to site VPN tunnel will be used to establish connectivity to sites that have not experienced Networking transformation Build Domain Controller and File ServerIn cases where the Agency's use their Domain Controller to provide other services such as File Shares it will be necessary to separate those services out Install, Configure and Test Quest Migration Console The Quest Migration Console will be used for activities such as changing domain membership, renaming servers and workstations, and re-ACLing File servers Distribute communication 60-30 days before migration to end users Communication to agency and end users describing migration activities. Will include FAQ’s, end user support documentation Distribute communication 15-day ‘Clean Up’ Request to end users Reminder communication sent to the end user community to describe the migration process and how it will affect them 15 days prior to the start of the migration Train Staff on Quest Management ToolsTraining on the Quest Management tool will be supplied to Service Delivery staff as necessary

13. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 12 TaskDescription Upgrade workstationsSoftware upgrades such as Outlook 2003 SP1 and Windows XP SP2 are prerequisites to migration. Workstations that do not meet these prerequisites will be addressed employing Service Delivery staff Source Directory Clean UpThe MDS team will ensure that source directory’s have been cleaned up before migrating. Items such as disable accounts, stale workstation accounts and naming standards will be addressed Black Berry MigrationsUsers with Blackberry units will be addressed before COB cutover evening. Their units will be activated on the Enterprise Messaging BES Modify Inbound Mail routingThe MDS team will change the inbound mail routing so that mail is routed to the Enterprise Exchange e-mail system Update Agency DHCPThe agency’s DHCP scope will be updated as required on appropriate device Update Login ScriptsLogin scripts will be applied to the agency via group policy and will ensure mappings and printers are still mapped as designed Migrate Workstations to COV Domain Agency workstations will be moved from their existing domain to the Commonwealth of Virginia (COV) domain Migrate Servers to COV DomainAgency servers will be moved from their existing domain to the COV domain Rename workstations to new naming standard The workstation naming standard will be applied to all workstations joined to the COV domain Messaging End User and Agency Directory Migration Detailed Activities (cont.)

14. IT Infrastructure Transformation – Agency Startup of Detailed Discovery Phase 13 Messaging End User and Agency Directory Migration Detailed Activities (cont.) TaskDescription Rename Servers to new Naming standard The server naming standard will be applied to all servers joined to the COV domain Test mail, Application and server functionality Testing checklist developed by the MDS team will be run against servers and workstations to ensure functionality after moving to the COV domain and changing the name to bring them in line with new standards Turn over support to VCCCUsers will have the ability to call the VCCC for help with their e-mail and directory accounts Uninstall agents from workstations Quest Agents are required to be installed on agency workstations to help with migration task. The agent will be removed after cutover Clean up legacy access controlLegacy administrative accounts is an example of the type of security principles that will be removed from the workstations during this step Send 1 day Post migration ‘Thank You’ communication Follow up communication to agencies thanking them for cooperating as well as communicating any additional post migration needs/issues Backup Legacy Domain Controllers Before decommissioning the legacy Domain Controller a full backup will be taken in the event a restore is required. The restore media will be left with the SLD once complete Obtain agency sign off that environment is in working order The agency’s AITR will sign off that the migration is complete and their end users are operational Agency or Site Migration Completed Migration is completed once the sign off documentation has been received