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Communication & Collaboration , Year in Review 2016

Migration to Office 365 Cloud Email Completed

13,592 faculty and staff email accounts were moved to the Microsoft Cloud
  • The bulk of faculty-staff accounts were migrated over a 10-month period in 2015-16. Student accounts were moved to the cloud over the past two years as well; in all, over 50,000 accounts were migrated to Office 365.
  • The migration was a successful partnership of ITS, collegiate, and divisional staff that resulted in a smooth technical transition process.
  • Surveys conducted after each unit's migration showed that end users were highly satisfied about the change.
  • On-campus email and calendar servers did not have to be replaced, now that these services are cloud-based.

Email and Collaboration Services Upgraded

  • Standardizing email services reduced support variability. 
  • Reliability, security, and access were improved. 
  • Users have access to online Microsoft Office apps for easy collaboration, and seamless integration with instant messaging, video conferencing, and online meetings. 
  • Email storage capacity is now 50 times larger (50 GB).
    • Expanded email quotas increase user convenience and come at no additional cost. The effort for staff to sort, organize, archive, and store email has become a thing of the past.

Customers Enjoy Benefits of Office 365

Ryan Lenger, Communication and Collaboration Service Manager, Information Technology Services
Benefits of the Office 365 upgrade include a 50 times larger email storage capacity — nearly eliminating the need to delete messages to create inbox space — and one terabyte of cloud file storage through OneDrive so employees can access files from anywhere, sync across all devices, and share files and folders with co-workers.

Streamlined Microsoft Office Installation

  • Microsoft Office is available to every student, faculty, and staff member for installation on their personal devices. The software is available for Windows, Mac, iOs, Android, and in an online version. 
  • With the transition to Office 365, the installation and activation process was streamlined, reducing IT support and administrative efforts.

Email Service Enhancements Continue

  • Graceful deprovisioning allows student email accounts to remain active for two years, empowering students to continue post-graduation projects and research.

    • It also reduces costs associated with closing-reopening accounts for continuing education students or students who take a semester off.

  • The team is working to decommission support of on-premises systems such as anti-spam and email routing to reduce server footprints and improve service efficiency. 

  • Service enhancements are ongoing, including standardized email address formats and automatic email account provisioning for all students, faculty, and staff.

Preparations for Voice Over Internet Protocol (VOIP) Subproject Underway

  • The voicemail system was upgraded as plans to modernize the UI telephone system to VOIP using Microsoft Skype for Business (formerly Lync) technology progress. 
  • Analog infrastructure was reduced by installing session border controllers and digital telephone circuits. With improved infrastructure in place, the user pilot is growing. 
  • An RFP has been completed and a Skype for Business consultant has been hired to advise on IP network review, voice endpoint solutions, E911, and the user transition. 
  • Pilot groups and early adopters have already begun to move to Skype for Business and many other colleges and departments will make the transition throughout the next year with a target completion of late 2018.