Collaboration and Unified Dennis Schmidt, Director, OIS

Our Mail System Has Issues! Our mail architecture is complex Our mail architecture is complex Multiple mail systems Multiple mail systems Mixed products – no integration between them Mixed products – no integration between them Multiple directories – causes mail routing problems Multiple directories – causes mail routing problems We don’t have a good solution for portable mail devices (Blackberry, Treo, etc.) We don’t have a good solution for portable mail devices (Blackberry, Treo, etc.) No automated collaboration tools No automated collaboration tools Very few third party applications work well with our environment Very few third party applications work well with our environment

Current SOM Architecture

Duplication of Effort Three servers with different technologies Three servers with different technologies IMAP IMAP Medicine Exchange Medicine Exchange SOM Exchange (Supporting calendar only) SOM Exchange (Supporting calendar only) Two directory services Two directory services IMAP LDAP IMAP LDAP Microsoft Active Directory Microsoft Active Directory

Other Issues Multiple IDs/Passwords Multiple IDs/Passwords SOMid SOMid Windows Domain Account (OISSOMNT) Windows Domain Account (OISSOMNT) ONYEN ONYEN Attachment incompatibility between Outlook and IMAP clients Attachment incompatibility between Outlook and IMAP clients Lack of mail server redundancy Lack of mail server redundancy Difficulty fitting products into architecture Difficulty fitting products into architecture e.g., Tumbleweed, BES e.g., Tumbleweed, BES

A Proposed Solution Primary Directory – MS Active Directory Primary Directory – MS Active Directory Primary Mail Server – Microsoft Exchange 2007 Primary Mail Server – Microsoft Exchange 2007 Collaboration Software – SharePoint 2007 Collaboration Software – SharePoint 2007 Hand Held Mail Hand Held Mail Blackberry Enterprise Server Blackberry Enterprise Server ActiveSync for non Blackberries ActiveSync for non Blackberries Redundancy and High Availability Configuration Redundancy and High Availability Configuration Identity Management Software – Self service password Identity Management Software – Self service password Expanded mail space for users Expanded mail space for users Integration with ONYEN Integration with ONYEN

Resulting SOM Architecture

Why This Solution? A/D-Exchange is THE dominant force on the market. A/D-Exchange is THE dominant force on the market. 11 of 17 medical schools on recent survey use Exchange as their primary of 17 medical schools on recent survey use Exchange as their primary . We are already doing Exchange for over 1000 users (Dept of Medicine). We are already doing Exchange for over 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 , calendar, and SharePoint. Full integration between , calendar, and SharePoint. SharePoint provides integrated collaboration tools. SharePoint provides integrated collaboration tools.

BusinessIntelligence SharePoint Products and Technologies Microsoft Office SharePoint Server 2007 Collaboration Search Portal Business Forms Platform Services Workspaces, Mgmt, Security, Storage, Topology, Site Model ContentManagement Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Integrated document management, records management, and Web content management with policies and workflow Rich and Web forms based front-ends, LOB actions, enterprise SSO Docs/tasks/calendars, blogs, wikis, integration, project management “lite”, Outlook integration, offline docs/lists Enterprise scalability, contextual relevance, rich people and business data search Enterprise Portal template, Site Directory, My Sites, social networking, privacy control

What Does It Fix? Full Integration of , calendaring and collaboration applications Full Integration of , calendaring and collaboration applications Fully compatible with Hospital & calendar Fully compatible with Hospital & calendar Reduction in number user IDs and passwords Reduction in number user IDs and passwords Self-service password resets Self-service password resets Scalable handheld solution Scalable handheld solution Addition of SharePoint collaboration tools Addition of SharePoint collaboration tools Advanced file sharing (simultaneous editing, version control) Advanced file sharing (simultaneous editing, version control) Wikis & Blogs Wikis & Blogs

More Fixes Improved Security Improved Security Encrypted message flow from user to server Encrypted message flow from user to server Easier to push out security configurations and policies Easier to push out security configurations and policies Ability to “wipe” lost/stolen portable devices Ability to “wipe” lost/stolen portable devices Redundancy for hardware failures and patching Redundancy for hardware failures and patching Reduced Load on Help Desk Reduced Load on Help Desk Fewer passwords = fewer resets Fewer passwords = fewer resets Simpler account creation process Simpler account creation process Reduction in parallel technologies providing same service Reduction in parallel technologies providing same service Single technology instead of two technologies Single technology instead of two technologies

Pros for Backend Support Availability of more third party applications Availability of more third party applications Vendors write applications that work with the dominant product on the market. Vendors write applications that work with the dominant product on the market. Works with IMAP clients as well as Outlook Works with IMAP clients as well as Outlook Reduction in number of different/parallel technologies supporting mail services Reduction in number of different/parallel technologies supporting mail services Less complex mail handling architecture Less complex mail handling architecture Fewer incoming mail servers Fewer incoming mail servers Reduction in separate outgoing smtp servers (Exchange smtp?) Reduction in separate outgoing smtp servers (Exchange smtp?)

Cons for the Users Change is Stressful! Change is Stressful! Migration of mail could be challenging Migration of mail could be challenging Possible user ID change to match ONYEN Possible user ID change to match ONYEN May need to learn new application (Outlook) May need to learn new application (Outlook) Compatibility with non-Windows users Compatibility with non-Windows users Much smaller issue than it used to be, but still an issue Much smaller issue than it used to be, but still an issue Latest version of Exchange has very robust web interface Latest version of Exchange has very robust web interface SharePoint is web focused SharePoint is web focused Some may have to overcome anti-Microsoft Bias Some may have to overcome anti-Microsoft Bias

How Does This Affect Macs? Can still use Entourage (Outlook client) Can still use Entourage (Outlook client) Can use an IMAP client with Exchange Can use an IMAP client with Exchange Outlook and SharePoint web interfaces very robust Outlook and SharePoint web interfaces very robust Following will NOT be available without IE/Office: Following will NOT be available without IE/Office: Integration with Office 2007 (direct edit and save) Integration with Office 2007 (direct edit and save) Mass Upload Tool Mass Upload Tool IE’s Rich Text Editor IE’s Rich Text Editor

Cons for Backend Support Change is Stressful! Change is Stressful! Migration costs Migration costs New Hardware/Software New Hardware/Software Most clients must be touched, even those that continue to use IMAP clients Most clients must be touched, even those that continue to use IMAP clients Different skill sets needed for backend support Different skill sets needed for backend support Some may have to overcome anti-Microsoft Bias Some may have to overcome anti-Microsoft Bias Mono-configuration issues Mono-configuration issues Compromises of single technology could be devastating. Compromises of single technology could be devastating.

Steps (6 -12 Months Total) User “buy in” User “buy in” Beef up Active Directory structure to Windows 2008 – Alphanumerics hired to help with this. Started May 5 th. Beef up Active Directory structure to Windows 2008 – Alphanumerics hired to help with this. Started May 5 th. Design new architecture and determine costs Design new architecture and determine costs Obtain funding Obtain funding Develop user training and migration plan Develop user training and migration plan Purchase Exchange hardware and software Purchase Exchange hardware and software Install and configure Exchange servers Install and configure Exchange servers Implement training and migration plan Implement training and migration plan Purchase SharePoint Hardware and software Purchase SharePoint Hardware and software Install and configure hardware and software Install and configure hardware and software Begin SharePoint migration and training Begin SharePoint migration and training

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?