Information Technology IT Briefing June 2007

Information Technology 1 IT Briefing June 20, 2007  Healthcare Exchange Migration Strategy  Exchange, DMS & Remedy  PS HR & Applicant Tracking  Guest Access in OPUS  NetCom Q&A  Eric Gentry (PLA Consultant)  Karen Jenkins  Dana Haggas  Mark Elliott  Paul Petersen

Information Technology Healthcare Exchange Migration Approach Eric Gentry Senior Consultant, Communications and Collaboration Project Leadership Associates Migration Specialist for /Active Directory/Desktop

Information Technology 3 Exchange 2007 Migration Plan Pre-Migration Process

Information Technology 4 Exchange 2007 Migration Plan Inbound Configuration and User Creation

Information Technology 5 Exchange 2007 Migration Plan User Preload and Migration

Information Technology 6 Exchange 2007 Migration Plan Final Migration Process

Information Technology Known Issues List  GroupWise Rules will not Migrate  Formatting Rich Text and HTML  Read Receipts  Meeting Updates  Deletion of Meetings in GroupWise not updated in Exchange  Recurring meeting request from GroupWise to Exchange  Recurring meeting request from Exchange to GroupWise will post first meeting only  Declination of meeting in Exchange, GroupWise user does not receive update  Distribution List appearance in GroupWise  Multiple Addresses, Multiple IM Names, Categories, and Birthdays  address links in messages when converted to Exchange

Information Technology 8 ? Questions Migration Strategy

Information Technology Healthcare Exchange Desktop Management Remedy Karen Jenkins

Information Technology Healthcare Exchange  Testing ~98% complete  Training & support  54 Outlook seminars scheduled / ~15 complete  87 support resources – THANK YOU!!  9 Technical support classes  Video, FAQs, and other materials on-line  Schedule Update  Initial pre-pilot in June, made adjustments to strategy  Short list of early adopters end of June  100 pre-pilot users early July  500 pilot users mid July  Production migration begin late July end August

Information Technology Desktop Management Solution  Vendor negotiations  Would not agree to exclude students in lease options  Obtain commitment to purchase 50% Year 1 and 50% Year 2 – maintaining volume discount pricing (~90%)  Funding identified  AAIT providing $100k, on-going maintenance, fully fund 2 nd 50% (6,000 agents)  SPH fully funded 900 nodes (~$16k)  College providing $20k  Library providing $2k  OTHERS? Those contributing will receive agents first  Send to if you are interested in contributing or training (~1,300 per  Total cost is ~$160 – we are about ~$20k short  Finalize Level 2 and submit to Governance

Information Technology Remedy  Initial priorities of stabilization & major enhancements completed  Stabilize system / address initial problems  Inbound  Suppress notifications  Data export cleanup  Moving onto other enhancements  Notification improvements  Consolidation of fields (see example)  Creating tickets for requests / comments received during meetings  Ticket Transfer scheduled for fall  Initial consultant SOW received

Information Technology Tab Consolidation Example 13

Information Technology 14 ? Questions Other

Information Technology PeopleSoft HR Upgrade Applicant Tracking Dana Haggas

Information Technology HR Upgrade Project Overview  Project History  Needed to upgrade before expiration of maintenance support  Received project approval and funding in Sept 2006  Hardware order delayed due to enterprise hardware decision  Hosted first three test moves in CedarCrestone Upgrade Lab  Test move 4 on Emory Hardware in April 2007 and Test move 5 in June 2007  System Load and stress testing June 2007  Project Scope  Technical upgrade  Eliminated customizations: -42% of custom SQRs -32% of online objects  New functionality - Person of Interest - Row level security enhancements  Integration to Applicant Tracking System (KRB/Kenexa/BrassRing)

Information Technology 17 HR 8.9 Sign-on Page

Information Technology 18 Current HR 8.3 Self-Service Page

Information Technology 19 Employee Self-Service home page. Users will need to click to access Self-Service page below HR 8.9 Self-Service Pages

Information Technology HR 8.9 Upgrade Timeline  Monday, July 2  Update Production HTML to provide notice of system downtime/production read- only access  Tuesday, July 3  Freeze Tools and begin export/backup for HRTEST  Thursday, July 5  Production database down at 5:00 pm  Begin exports of Candidate data from PeopleSoft to KRB/ERM  Friday, July 6  Bring up Production with read-only access by 8:00 am  Begin upgrade steps (Tom Hytry, CedarCrestone consultant)  Saturday, July 7  Migration to KRB/ERM complete  Sunday, July 8  Upgrade Steps complete – notify project team  Post-Upgrade steps  Functional User approval  Change URL to point to 8.9 Production and notify Helpdesk

Information Technology 21 ? Questions PS HR & Applicant Tracking

Information Technology OPUS Guest Access Mark Elliott

Information Technology OPUS Guest Access Guest Access is a new OPUS self-service feature giving Emory students the ability to grant access to OPUS pages the student has selected and to individuals the student has authorized.  Up to 5 Guest Access accounts allowed Three Steps: 1. Student creates Alias for Guest Login ID. 2. Student creates password for Guest Login ID. 3. Student selects OPUS information Guest can access.

Information Technology OPUS Guest Access Project Team  PeopleSoft SA Team members representing:  Admissions  Campus Community  Financial Aid  Student Financials  Student Records  AAIT

Information Technology Project Timeline and Review  Weekly Meetings Began 1 st week of March 2007  Integration Testing Began 3 rd week of April 2007  Go-Live Date: July 5, 2007  Student Focus Group Review  Security Audit Approval  Internal Audit Approval  University Legal Approval

Information Technology Other Schools With Guest Access ColumbiaUniversity of Chicago IndianaUniversity of Georgia MITUniversity of Minnesota NorthwesternUniversity of Pennsylvania PrincetonUSC StanfordYale

Information Technology Learner Services OPUS Guest Access Link

Information Technology Create New Access/Manage Existing Access

Information Technology Step 1: Create Alias Step 2: Create Password

Information Technology Step 3: Select OPUS Information Guest Can Access

Information Technology OPUS Information Available Through Guest Access A cademics View Class Schedule View Grades and GPAs View Unofficial Transcript View Degree Progress View Final Exam Schedule Admissions View Admissions Decisions Pay Admissions Deposit Schedule Tour and Events Apply For Courtesy Tuition Benefit Submit Health Insurance Waiver Financial Aid View Financial Aid Information Personal Portfolio View Names/Addresses/Phone/ View Parent/Guardian Address View/Update Emergency Contact View Honors and Awards View Holds/To Dos/Messages Student Accounts View Account Detail View Monthly/Registration Bills Make On-Line Payment Enroll in Payment Plan Make an EmoryCard Deposit View Registration Clearance Status View 1098-T Tax Information View Wire Transfer Instructions

Information Technology Manage Existing Guest Access

Information Technology Guest Access Ask OPUS

Information Technology Automated Student Communications  New Guest Access Request  Change To Guest Page Permissions  Guest Login ID Deleted  Student Requests Information Suppression/Guest Accounts Disabled  Reactivate Guest Login ID  Password Reset

Information Technology Student Responsibilities  Communicate Guest Login ID and Password to the Guest  Maintain Access of the Guest  Assist Guest with forgotten Guest Login ID’s and passwords  Advise Guest as to sensitive nature of information  Explain to the Guest how to use OPUS

Information Technology 36 ? Questions OPUS Guest Access

Information Technology NetCom Q&A Paul Petersen

Information Technology 38 ? Questions NetCom