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    Self-migration+Project+Plan+v1 0

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    Ganapathi Raj
    This document outlines the expected stages and durations for migrating an organization's email services from a local email service to NHSmail. It involves initial preparations over 10 days, followed by project initiation and planning activities over another 10 days. The main stages include a 15-day migration readiness assessment, a 60-day user migration roll-out, and final 15-day post-migration review, for a total expected duration of 130 days.

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    © All Rights Reserved
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    Self-migration+Project+Plan+v1 0

    Uploaded by

    Ganapathi Raj
    70 views11 pages
    This document outlines the expected stages and durations for migrating an organization's email services from a local email service to NHSmail. It involves initial preparations over 10 days, followed by project initiation and planning activities over another 10 days. The main stages include a 15-day migration readiness assessment, a 60-day user migration roll-out, and final 15-day post-migration review, for a total expected duration of 130 days.

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    Self-migration+Project+Plan+v1.0.xlsx

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    This document outlines the expected stages and durations for migrating an organization's email services from a local email service to NHSmail. It involves initial preparations over 10 days, followed by project initiation and planning activities over another 10 days. The main stages include a 15-day migration readiness assessment, a 60-day user migration roll-out, and final 15-day post-migration review, for a total expected duration of 130 days.

    Copyright:

    © All Rights Reserved
    Download as XLSX, PDF, TXT or read online from Scribd
    Download as xlsx, pdf, or txt
    70 views11 pages

    Self-migration+Project+Plan+v1 0

    Uploaded by

    Ganapathi Raj
    This document outlines the expected stages and durations for migrating an organization's email services from a local email service to NHSmail. It involves initial preparations over 10 days, followed by project initiation and planning activities over another 10 days. The main stages include a 15-day migration readiness assessment, a 60-day user migration roll-out, and final 15-day post-migration review, for a total expected duration of 130 days.

    Copyright:

    © All Rights Reserved
    Download as XLSX, PDF, TXT or read online from Scribd
    Download as xlsx, pdf, or txt
    of 11

    Expected

    Stage Stage overview duration


    (days)

    This stage prepares the organisation to


    Initial implement migration to NHSmail and
    1 preparations and affirms the organisation's high-level 10
    considerations commitment to project delivery and
    decommissioning of local email service.

    GATEWAY 1

    This stage guides the organisation to


    perform effective pre-implementation
    2 Initiation analysis of existing infrastructure and data. 10
    Key outputs at this stage are project plan
    and Project Initiation Document (PID).

    GATEWAY 2
    This stage helps the organisation to
    Running the enhance project planning and project
    3 15
    project delivery ensuring particular focus to key
    areas.

    GATEWAY 3
    This stage readies the organisation for
    Migration implementation. The stage also includes
    4 Readiness scope for a pilot to test approach and 20
    Assessment methodology in preparation for the main
    migration.
    GATEWAY 4

    This stage guides the organisation to


    5 Roll Out implement the bulk migration of users or 60
    rollout.

    GATEWAY 5

    This stage guides the organisation carry out


    Post-migration mop-up and post-migration activities
    6 including assessment of implementation 15
    review activity
    success, lessons learnt and benefits
    evaluation.

    Total duration (days) 130


    Self-migration project activities

    Implementation preparation and organisational sign-off


    Email feedback@nhs.net to confirm migration intent
    Complete discovery questionnaire
    Check that your Organisation Data Service (ODS) code is setup. - http://nww.hscic.gov.uk/ods/enquiries/
    Draft business case and take into account integrated applications on current email service
    Gain executive or senior management sign-off

    Resource
    Assign project manager
    Identify project staff
    Analyse existing email infrastructure
    Analyse individual, generic and non-user mailboxes, calendars, email rules, distribution lists and users with mobile a
    Identify users to be migrated and consider whether all users on the mail server be migrated?
    Consider migrating users in group phases - consider what or how many these groups are and the dates they will be
    Reconciliation Process
    Map mail addresses to @nhs.net including user and generic accounts
    Resolve mapping for non-user specific email addresses e.g. generic mailboxes
    Alerts and automated messaging - identify and plan work stream
    Review local email data
    Check user mailboxes comply with quotas, check against blocked attachments, allowed file types and attachment s
    Plan how to manage legacy data
    Develop project plan and consider milestones, risks, issues and reporting
    Complete, agree and share PID with Implementation Support Manager (ISM)

    Initial project planning


    Confirm approach and/or methodology for managing legacy data
    Communications plan including the frequency and content of messages to staff
    Distribute NHSmail welcome message
    First Announcement
    Intranet update
    Second Announcement
    Activate 'out of office' messages
    FAQ and Mail box advice
    Mail revised dates to all staff
    Create briefing presentation
    Team brief via senior managers meeting
    Design, create and distribute posters
    Communicate folder mapping and merging process. Consider guidance on renaming of NHSmail folders to p
    Implementation support - Part of communication. Assurance and information of the local Trust support ava
    Email migration schedule and activities
    Preparation email (Groups 1, 2 3, etc)
    Corporate communications changes defined and planned for cut-over
    Implement corporate communication changes
    Distribution list (DL) - Part of communication
    Shared mailboxes - Part of communication
    Develop processes to feed into communications plan
    Training plan
    Prepare advance user training , bulletins, guidelines, help sheet, etc.
    Prepare final user training bulletin, first use guidelines. i.e setting up permissions calendar share, etc.
    Make training available via intranet
    Training (Session 1, 2, 3, etc)
    Prepare and deliver NHSmail for mobile devices training
    Training refresh for LOAs
    Agree arrangements for out of hours help desk
    Planning for mobile phones
    Notifysych / ActiveSync for Blackberry's
    Check Sync for new mobile devices
    Decision on Mobile devices policy and use (BYOD allowed?)
    Configuration plan - support or collect devices for configuration / rollout
    Access method
    Check email co-existence design to understand mail routing during period of a phased migration.
    Trust to include implications of co-existence design into communications plan.
    Confirm help desk escalation routes for pilot and migration phases.
    Roll out desktop application updates (Outlook 2003)
    If using Outlook 2010 test the config settings if creating dual exchange profile for local exchange and
    Identify shared mailboxes and include in connector and reconciliation spreadsheet
    Identify email accounts used in applications and as system alerts - update connector and reconciliation spre
    Confirm owners for generic mailboxes
    Identify corporate distribution lists - they will have to be recreated on NHSmail
    Register generic accounts
    Agree additional post migration helpdesk cover (including out of hours)
    Set up NHSmail Connector
    Contact helpdesk@nhs.net to set up Connector
    Test Connector
    Update local processes and policies
    Revise, gain approval and publish local email policy (pay due regard to NHSmail Acceptable Use Policy (AUP)
    New starter process
    Leavers process
    Quality review
    Plan to continually provide up to date e-mail address list of both trust and NHSmail users. Both groups of us
    Plan mop-up activities
    Contingency period
    Contingency migration procedures and planning
    Clear communications plan to cover contingency
    Confirm and agree migration dates and registration slot on pipeline with ISM

    Pre-pilot activities
    Technical testing activities
    Confirm all machines are running full Service Pack (SPs) patches etc
    Investigate and determine archiving approach
    Test archiving process to create archive, archive store and any indexing
    Test archive access via Outlook plugin or web client
    Test archiving process end to end and make available for comms plan
    Check firewall rules to support connection to NHSmail service incl web, LDAP and Auto discover
    Check current backup schedule and assess scope for adjusting schedule to avoid clashing with archive ac
    Test the auto-forwarding method from local exchange to NHSmail before use in live migrations.
    Test Outlook configuration script - auto discover or separate script for Outlook 2003 clients
    Test Outlook configuration script - archive or PST file connection
    Technical testing sign-off
    NHSmail accounts - user rollout
    Create extract from reconciliation spreadsheet for new NHSmail accounts required - note exclude existing a
    Build schedule for provisioning and rollout of new NHSmail accounts - phased provisioning?
    Update system email accounts to NHSmail accounts
    Update shared and generic mailboxes to NHSmail accounts
    LOA bulk register to create new user accounts using connector populated pending accounts accounts
    Run archive tool to build archive
    Note plan for co-existence on NHSmail rollout: Starts as soon as NHSmail accounts are active and become vi
    Connector and reconciliation spreadsheet
    Review reconciliation spreadsheet with source and target address and process and scheduling document
    Match Connector/organisational cutover report with reconciliation spreadsheet
    Submit test Connector
    Request test Connector to run in production if test run is OK
    Reconcile new users and existing NHSmail users
    Connector is running in production and uploads data successfully to NHS Directory
    Quota management
    Initial analysis
    Email to high traffic users
    Follow up analysis
    Follow up email
    Identify cases for larger defaults
    Specific emails
    Specific desk visits
    Define final options
    Pilot
    Distribute NHSmail accounts for users to activate
    Ensure users activate in the portal BEFORE using MS Outlook
    Support for user activation process
    Co-existence use: Users access local service using local client BUT access NHSmail in Portal
    Plan cutover events - comms / schedule / support / helpdesk
    Start cutover: Auto forward
    Run archive tool to build archive
    Deploy Group Policy / script to create new mail profile for user in pilot
    Configure mail client to link to archive / PST
    Import calendar items into live NHSmail account from archive - if required
    Setup permissions for shared mailbox shared calendar etc
    Post-pilot and mop-up activities
    Helpdesk report - outstanding issues / open calls
    Risk and issues log
    Lessons learned - update comms plan and project plan
    Update reconciliation spreadsheet
    Organisation sign off for successful Pilot and ready for Main Phase rollout and Bulk Registration
    Go/No-Go decision from HSCIC

    Main migration - (phased rollout groups 1, 2, 3 etc)


    Bulk registration for phase
    Distribute NHSmail accounts for users to activate
    Ensure users activate in the portal BEFORE using MS Outlook
    Support for user activation process
    Co-existence use: Users access local service using local client BUT access NHSmail in Portal
    Plan cutover events - comms / schedule / support / helpdesk
    Start cutover: Auto forward
    Run archive tool to build archive
    Deploy Group Policy / script to create new mail profile for user in pilot
    Configure mail client to link to archive / PST
    Import calendar items into live NHSmail account from archive - if required
    Setup permissions for shared mailbox shared calendar etc
    Ensure communication throughout
    Provide updates to ISM regards project progress/status of accounts created and rolled out to users

    Mop up activities
    Helpdesk report - outstanding issues / open calls
    Lessons learned - update comms plan and project plan
    Update reconciliation spreadsheet
    Update NHSmail team with updates for each phase - to allow your ISM to record activity.
    Post-migration activities
    Provide additional post migration help desk cover
    Set up a global “Out of office” to explain that we have moved to NHS mail.
    Set up auto forward on Exchange server. This to automatically forward any e-mails sent to a "Trust" address to for
    Maintain auto replies
    SMTP mail address in SharePoint if using SharePoint address book
    Check process using Connector to update starters and leavers and enrich Directory data
    Post-project
    Post implementation review
    Post project report including users successfully migrated and projected number of accounts required for the next 1
    Implement actions arising
    Decommission local email server and MTA
    Post-implementation
    Post-implementation report
    Lessons learnt report
    Benefits realisation report
    In-house email server decommissioning plan
    Register interest for additional services
    Duration (days) Start End
    Stage1 Initial preparations and considerations 10 4/18/2016 4/29/2016
    Stage2 Initiation 10 5/2/2016 5/13/2016
    Stage3 Running the project 15 5/16/2016 6/3/2016
    Stage4 Migration Readiness Assessment 20 6/6/2016 7/1/2016
    Stage5 Roll out 60 7/4/2016 9/30/2016
    Stage6 Post migration review activity 15 10/3/2016 10/21/2016

    ID TaskTask Name DurationStart Finish


    Mode
    Apr '16 May '16
    11 18 25 02 09 16 2
    1 Stage 1 - Initial preparations and considerations
    10 daysMon 18/04/16Fri 29/04/16
    2 Stage 2 - Initiation 10 daysMon 02/05/16Fri 13/05/16
    3 Stage 3 - Running the project 15 daysMon 16/05/16Fri 03/06/16
    4 Stage 4 - Migration Readiness Assessment 20 daysMon 06/06/16Fri 01/07/16
    5 Stage 5 - Roll out 60 daysMon 04/07/16Fri 23/09/16
    6 Stage 6 - Post migration review activity 15 daysMon 26/09/16Fri 14/10/16
    May '16 Jun '16 Jul '16 Aug '16 Sep '16 Oct '16
    25 02 09 16 23 30 06 13 20 27 04 11 18 25 01 08 15 22 29 05 12 19 26 03 10
    p '16 Oct '16 Nov '16
    05 12 19 26 03 10 17 24 31 07

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