The migration to the new enterprise messaging platform based on Microsoft Exchange is a long journey that started back in February 2012. It is carried out in three phases:

Phase I – Pilot Testing (February - May, Completed)

Purpose: To involve users in an early try-out of the new system before the large-scale campus-wide deployment.

Activities: Briefing sessions for IDLPs and departmental technical support colleagues were held. Colleagues were introduced to the benefits of the new Exchange server and the possible impacts of the migration IDLPs, departmental technical support colleagues and individual early adopters of Microsoft Outlook were invited to opt-in to be Exchange pilot users for an early try-out of the new email system.

Interesting facts & figures: Beside all ITSC staff, over 70 department users opted-in and joined the pilot testing.

Phase II – “Enabling” Step (May – Present, Progressing)

Purpose: To migrate users department by department from the existing email server to the new Exchange server, laying a foundation for users to enjoy a new robust email server with rich collaboration capabilities that they can make use of later whenever need arises. At this phase, the migration exercise should be transparent with minimal impact to majority users. Colleagues can continue to use the email client they are currently using and familiar with.

Activities: On departmental basis, ITSC account managers contact and coordinate with department IDLPs to trigger the migration. The user migration list is reviewed and colleagues with special circumstances may postpone to a later time as appropriate Briefing sessions are held to departments to go through the benefits and impacts of the migration.

Interesting facts & figures: Around 50 briefing sessions were held across departments Account managers have now covered around 95% of departments and offices Over 2300 staff accounts are now migrated to the Exchange email server.

Phase III - Full Deployment (November onwards, Planning)

Purpose: To introduce users to the extensive, rich and powerful collaboration features available on Microsoft Exchange. Departments or individual users may pick up and deploy such features at their own pace and need.

Activities: Briefing and hands-on workshops to demonstrate how the collaboration features could help users improve productivity and collaboration in their daily business operation.