SOM begins migration to new e-mail, calendar program

After considerable research, the University of South Carolina has elected to adopt Microsoft Exchange® to replace the current GroupWise® system.  The new system has a number of advantages for individuals as well as the institution.  The new system is especially flexible for mobile connectivity.  

Over the last several months, members of the OIT staff have been working to implement the new system and the infrastructural components it requires.  Additionally, a comprehensive migration plan has been developed for the transition. The Exchange migration will take place in a phased deployment.

Updated Conversion List Below

Migration began in early February. The transition will take place on a departmental basis for smaller departments and on a divisional basis within larger departments. Generally, smaller departments will be migrated first. Migration will occur over the next few months with completion anticipated by the end of the 3rd quarter. Departments and organizations will be categorized into administrative, clinical and basic sciences. The order, as outlined in Appendix A, is tentative and subject to change.

Software Options

The latest version of Exchange has been chosen for its security enhancements and feature options. Access to Exchange information will be available through a number of options:

1. Web Access – Exchange information can be accessed through a web browser using Outlook Web Access and Internet Explorer 6.0 or later. It is full featured and allows someone to access e-mail, calendar, tasks and contacts. This option can be used without installing or upgrading any software. Other Web browsers support a “light” version with reduced functionality.
2. Outlook 2007 – Outlook is the desktop client for Exchange and is included in every version of Office. The latest version is Microsoft Office 2007, which contains major differences from previous versions and requires time to become familiar with its new format and features. It is possible to keep your old version of Office and install only Outlook 2007. 
3. Microsoft Office 2007 – Upgrading to Office 2007 provides the greatest level of functionality and takes advantage of integrated features among the office suite. This is the PREFERRED method.

Option three is strongly recommended; however, the option(s) ultimately selected will depend on various departmental preferences and constraints. Prior to the migration, OIT staff will help departments determine the best option for them.

Migration Process

Preparation – departments will be informed approximately two weeks prior to beginning the migration. During the two-week interval, a number of pre-migration activities will take place.

1. Individuals will be asked to delete all unused GroupWise data.  
2. OIT staff will insure that appropriate client software is installed as needed.
3. Outlook training will be provided. Training will preferably be scheduled close to the actual migration.

Data Migration – GroupWise data will be preserved in its entirety during the migration process according to the following guidelines:

1. GroupWise data for the past 90 days will be imported into the new account (data stored on the server).
2. Data older than 90 days will be available so it can be placed on everyone’s local hard drives and can be opened within Outlook.
3. Global address books/Contacts will be accurate in the new Exchange environment; however, internal contacts added to a personal address book or distribution list may not be accurate. It is recommended that the Exchange global contact list be used for internal e-mail.
4. E-mail addresses – new e-mail addresses will be in the format: firstname.lastname@uscmed.sc.edu . Old e-mail addresses will be automatically forwarded to the new address for a period of time until the new address can be disseminated.
5. Mailbox size will be limited to 500 megabytes for faculty and staff. Consideration will be given to individuals who may have special needs for additional space.

Exchange Features

Exchange provides a number of features that can be used to enhance productivity; however, a number of features in the new system will not be completely functional until the migration is complete across the SOM.

1. Mobile Support –Faculty and staff with appropriately equipped smart phones (Palm or Windows Mobile) and an Internet data plan will enjoy real-time e-mail, calendar, tasks, and contacts updates to and from their handheld device. Exchange will synchronize with Windows Mobile devices natively (Windows Mobile version 5.0 or later). If not already equipped, smart phones utilizing the Palm Operating System will require installation of the latest version of the operating system, which may not be compatible with older Palm devices. Microsoft Exchange does not natively support Blackberry devices or Apple’s iPhone.
2. Software Support – OIT personnel will be available for support during the migration process. Educational opportunities will be provided throughout the migration process. In addition, personalized instruction will be made available to departments during the migration.

The OIT staff appreciates the opportunity to serve the SOM community. During this time of transition your patience will be most appreciated as we strive to make this process as smooth and efficient as possible. Should you have any questions or concerns, please feel free to contact me or one of the OIT personnel.

Thank you for your cooperation,

David Lindsie Cone, MD
Chief Information Officer