Collaboration Collaboration and and

Unified E-MailUnified E-Mail

Dennis Schmidt, Director, OISDennis Schmidt, Director, OIS

Our Mail System Has Our Mail System Has Issues!Issues!

Our mail architecture is complexOur mail architecture is complex Multiple mail systemsMultiple mail systems Mixed products – no integration between themMixed products – no integration between them Multiple directories – causes mail routing Multiple directories – causes mail routing

problemsproblems We don’t have a good solution for portable We don’t have a good solution for portable

mail devices (Blackberry, Treo, etc.)mail devices (Blackberry, Treo, etc.) No automated collaboration toolsNo automated collaboration tools Very few third party applications work well Very few third party applications work well

with our environmentwith our environment

Current SOM E-Mail Current SOM E-Mail Architecture Architecture

Duplication of EffortDuplication of Effort

Three e-mail servers with different Three e-mail servers with different technologiestechnologies IMAPIMAP Medicine ExchangeMedicine Exchange SOM Exchange (Supporting calendar SOM Exchange (Supporting calendar

only)only) Two directory servicesTwo directory services

IMAP LDAPIMAP LDAP Microsoft Active DirectoryMicrosoft Active Directory

Other IssuesOther Issues

Multiple IDs/PasswordsMultiple IDs/Passwords SOMidSOMid Windows Domain Account (OISSOMNT)Windows Domain Account (OISSOMNT) ONYENONYEN

Attachment incompatibility between Attachment incompatibility between Outlook and IMAP clientsOutlook and IMAP clients

Lack of mail server redundancyLack of mail server redundancy Difficulty fitting products into Difficulty fitting products into

architecturearchitecture e.g., Tumbleweed, BESe.g., Tumbleweed, BES

A Proposed Solution A Proposed Solution Primary Directory – MS Active DirectoryPrimary Directory – MS Active Directory Primary Mail Server – Microsoft Exchange Primary Mail Server – Microsoft Exchange

20072007 Collaboration Software – SharePoint 2007Collaboration Software – SharePoint 2007 Hand Held MailHand Held Mail

Blackberry Enterprise ServerBlackberry Enterprise Server ActiveSync for non BlackberriesActiveSync for non Blackberries

Redundancy and High Availability Redundancy and High Availability ConfigurationConfiguration

Identity Management Software – Self service Identity Management Software – Self service passwordpassword

Expanded mail space for usersExpanded mail space for users Integration with ONYENIntegration with ONYEN

Resulting SOM E-Mail Resulting SOM E-Mail Architecture Architecture

Why This Solution?Why This Solution? A/D-Exchange is THE dominant force on the A/D-Exchange is THE dominant force on the

market.market. 11 of 17 medical schools on recent survey use Exchange 11 of 17 medical schools on recent survey use Exchange

as their primary email.as their primary email. We are already doing Exchange email for over We are already doing Exchange email for over

1000 users (Dept of Medicine).1000 users (Dept of Medicine). Third party vendors all write solutions for A/D.Third party vendors all write solutions for A/D. Best all around solution for portable mail devices.Best all around solution for portable mail devices. Full integration between e-mail, calendar, and Full integration between e-mail, calendar, and

SharePoint. SharePoint. SharePoint provides integrated collaboration tools.SharePoint provides integrated collaboration tools.

BusinessBusinessIntelligenceIntelligence

SharePoint Products and SharePoint Products and TechnologiesTechnologies

Microsoft Office SharePoint Server 2007Microsoft Office SharePoint Server 2007

CollaborationCollaboration

SearchSearch

PortalPortalBusinessBusinessFormsForms

PlatformPlatformServicesServices Workspaces, Mgmt,Workspaces, Mgmt,Security, Storage,Security, Storage,Topology, Site ModelTopology, Site Model

ContentContentManagementManagement

Server-based Excel Server-based Excel spreadsheets and data spreadsheets and data visualization, Report visualization, Report Center, BI Web Parts, Center, BI Web Parts, KPIs/DashboardsKPIs/Dashboards

Integrated document Integrated document management, records management, records management, and Web management, and Web content management content management with policies and with policies and workflowworkflow

Rich and Web Rich and Web forms based forms based front-ends, LOB front-ends, LOB actions, actions, enterprise SSOenterprise SSO

Docs/tasks/calendars, Docs/tasks/calendars, blogs, wikis, e-mail blogs, wikis, e-mail integration, project integration, project management “lite”, management “lite”, Outlook integration, Outlook integration, offline docs/listsoffline docs/lists

Enterprise scalability,Enterprise scalability,contextual relevance, contextual relevance, rich rich people and business people and business data searchdata search

Enterprise Enterprise Portal template, Portal template, Site Directory, Site Directory, My Sites, social My Sites, social networking, networking, privacy controlprivacy control

What Does It Fix?What Does It Fix?

Full Integration of e-mail, calendaring and Full Integration of e-mail, calendaring and collaboration applicationscollaboration applications

Fully compatible with Hospital e-mail & Fully compatible with Hospital e-mail & calendarcalendar

Reduction in number user IDs and passwordsReduction in number user IDs and passwords Self-service password resetsSelf-service password resets Scalable handheld e-mail solutionScalable handheld e-mail solution Addition of SharePoint collaboration toolsAddition of SharePoint collaboration tools

Advanced file sharing (simultaneous editing, version Advanced file sharing (simultaneous editing, version control)control)

Wikis & BlogsWikis & Blogs

More FixesMore Fixes Improved SecurityImproved Security

Encrypted message flow from user to serverEncrypted message flow from user to server Easier to push out security configurations and policiesEasier to push out security configurations and policies Ability to “wipe” lost/stolen portable devicesAbility to “wipe” lost/stolen portable devices

Redundancy for hardware failures and patchingRedundancy for hardware failures and patching Reduced Load on Help DeskReduced Load on Help Desk

Fewer passwords = fewer resetsFewer passwords = fewer resets Simpler account creation processSimpler account creation process

Reduction in parallel technologies providing Reduction in parallel technologies providing same servicesame service Single email technology instead of two technologiesSingle email technology instead of two technologies

Pros for Backend Pros for Backend SupportSupport

Availability of more third party applicationsAvailability of more third party applications Vendors write applications that work with the Vendors write applications that work with the

dominant product on the market.dominant product on the market. Works with IMAP e-mail clients as well as Works with IMAP e-mail clients as well as

OutlookOutlook Reduction in number of different/parallel Reduction in number of different/parallel

technologies supporting mail servicestechnologies supporting mail services Less complex mail handling architecture Less complex mail handling architecture

Fewer incoming mail serversFewer incoming mail servers Reduction in separate outgoing smtp servers Reduction in separate outgoing smtp servers

(Exchange smtp?)(Exchange smtp?)

Cons for the UsersCons for the Users Change is Stressful!Change is Stressful! Migration of mail could be challengingMigration of mail could be challenging Possible user ID change to match ONYENPossible user ID change to match ONYEN May need to learn new application (Outlook)May need to learn new application (Outlook) Compatibility with non-Windows usersCompatibility with non-Windows users

Much smaller issue than it used to be, but still an issueMuch smaller issue than it used to be, but still an issue Latest version of Exchange has very robust web Latest version of Exchange has very robust web

interfaceinterface SharePoint is web focusedSharePoint is web focused

Some may have to overcome anti-Microsoft BiasSome may have to overcome anti-Microsoft Bias

How Does This Affect How Does This Affect Macs?Macs?

Can still use Entourage (Outlook client)Can still use Entourage (Outlook client) Can use an IMAP client with ExchangeCan use an IMAP client with Exchange Outlook and SharePoint web interfaces Outlook and SharePoint web interfaces

very robustvery robust Following will NOT be available without Following will NOT be available without

IE/Office:IE/Office: Integration with Office 2007 (direct edit and Integration with Office 2007 (direct edit and

save)save) Mass Upload ToolMass Upload Tool IE’s Rich Text Editor IE’s Rich Text Editor

Cons for Backend Cons for Backend SupportSupport

Change is Stressful!Change is Stressful! Migration costsMigration costs

New Hardware/SoftwareNew Hardware/Software Most e-mail clients must be touched, even those Most e-mail clients must be touched, even those

that continue to use IMAP clientsthat continue to use IMAP clients Different skill sets needed for backend Different skill sets needed for backend

supportsupport Some may have to overcome anti-Microsoft BiasSome may have to overcome anti-Microsoft Bias

Mono-configuration issuesMono-configuration issues Compromises of single technology could be Compromises of single technology could be

devastating.devastating.

Steps (6 -12 Months Steps (6 -12 Months Total)Total)

User “buy in”User “buy in” Beef up Active Directory structure to Windows 2008 Beef up Active Directory structure to Windows 2008

– Alphanumerics hired to help with this. Started May – Alphanumerics hired to help with this. Started May 55thth..

Design new architecture and determine costsDesign new architecture and determine costs Obtain fundingObtain funding Develop user training and migration planDevelop user training and migration plan Purchase Exchange hardware and softwarePurchase Exchange hardware and software Install and configure Exchange serversInstall and configure Exchange servers Implement training and migration planImplement training and migration plan Purchase SharePoint Hardware and softwarePurchase SharePoint Hardware and software Install and configure hardware and softwareInstall and configure hardware and software Begin SharePoint migration and trainingBegin SharePoint migration and training

Questions/Comments? Questions/Comments?

Does this benefit you?Does this benefit you? Does the impede you?Does the impede you? Good idea?Good idea? Bad idea?Bad idea? Doesn’t matter?Doesn’t matter?