1. Project Kick-Off Presentation for Project Liaisons / Managers
<<YOUR DEPARTMENT>>
Office 365 and Calendaring Migration Project
Project Kick-Off Presentation for Project Liaisons / Managers
<<MONTH YEAR>>
Presented by Office 365 /Calendaring Project Imple
mentation Team

2. Agenda Project and Office 365 Email Introduction2
Project and Office 365 Introduction
What’s Changing and Preview of Pre- and Post- Migration Items
Project Liaison Role Expectations
Shared Calendar Owner Responsibilities
Training/Communications - Plans and Resources
Migration Process Overview
Communications/Preparation Activities Timeline for Project Liaisons
Next Steps

3. What Are We Doing and Why?3
WHAT:
<<Your Department>> is adopting the use of the UW Office 365 as the standard tool for and associated calendaring
Retiring the use of Alpine (aka Deskmail)
WHY:
The UW is retiring the Alpine/Deskmail system and it will no longer be supported
Will greatly simplify the process of finding contacts and coordinating meetings by having everyone on the same system
Opportunity to use a more modern and robust and calendaring solution

4. What will the Office 365 Email look like?4
For users accustomed to using Alpine, the Office 365 web access will look as shown below
(accessed by icon on desktop or via any internet web browser)
May already be familiar to people with personal Microsoft “hotmail” or “outlook.com” accounts.
Note: People who use Outlook to access their on their own PC can continue to use it to access Office or use the web-version displayed here.

5. What’s Changing and What’s Not?5
CHANGING:
Alpine users will change to the use of the web-based Office 365 tool to access
New icons on PC’s available to access Office 365 (aka Office 365
Outlook Web Access (OWA))
More comprehensive address list of users with more information about contacts
Easier access to and calendar by phone
Adjusted names conference rooms and shared calendars to fit within UW
naming conventions
NOT CHANGING
addresses of “uw.edu” and “u.washington.edu” remain unchanged
PC users who use Outlook on their PC today may continue to use Outlook
The Office 365 migration project is not changing version of Windows or other Microsoft products you use today.
“Mailman” distribution list content and management process
Implementation of other applications available in Office 365 is not within the scope of the Office 365 and Calendaring migration project.

6. “Heads Up” on some Pre and Post Migration Checklist Items6
PRE-MIGRATION
Browse available training and help resources and be familiar of how you will access and use Office 365
Alpine Folders – removing special characters from folder names (at least 2 weeks prior)
Do not request changes to your UW Net Id (password OK)
Update information in Workday so your displayed name and other information appear as desired in the Office 365 directory for UW.
Pre-migration exporting contacts from Alpine or Outlook – see instructions for exporting and saving them. (OPTIONAL)
POST-MIGRATION
One-time set-up for web-based access (language and time zone selection)
Outlook Users will need to follow some simple steps the first day of go-live to run a program to “configure” their Outlook to see Office
Be aware of any changes to methods of updating shared calendars or reserving
conference rooms/equipment
Configure your smartphone to access Office 365 (OPTIONAL)
Re-set up signature line (OPTIONAL)
Import any contacts saved prior to migration (OPTIONAL)
Verify accuracy of calendar migration (OPTIONAL)
Granting permissions to view your calendar details (OPTIONAL)

7. Project Liaison Role 7
We need department engagement for this project so we can make the migration as smooth as possible.
The duties of this role include:
Primary contact for the project for your department - be knowledgeable of how staff in your department use , calendars, and resources such as rooms, equipment.
Pro-active involvement with the project implementation team to address questions related to the department and/or unique scenarios related to and calendar use
Assist with getting project communications and reminders to department staff
Being an in-department "super-user" for common questions that may come up pre-
and post- migration related to the migration. Identify additional super-users to cover additional shifts if needed.
Validate staff planned for the conversion and review for accuracy and completeness.
Facilitate collection of any required configuration information for “owned” shared calendars and conference rooms being converted
Implement any department-specific plans related to downtime of during the conversion
Establish any necessary department-specific contingency plans for
communications and/or critical calendars

8. Responsibilities for “Owners” of Shared Calendars8
For those who “own” shared calendars (or conference rooms/ equipment):
Be ready 4-6 weeks prior to discuss:
Revised name of calendar to per UW standards
Two names “owners” of the calendar
Permission/configuration settings options
Owners of calendars requiring restricted permissions will have responsibilities to grant/re-grant permissions to users prior to conversion
“Owner” to communicate to users of shared calendars:
New calendar name
Planned conversion date
Any revisions to use of calendar
Contingency planning for shared calendar conversion (print outs, etc.)

9. Communications and Training Plans9
Communication activities begin approximately 2 months prior to migration date
Kick-off Meeting with Project Liaisons
Communications and reminder s sent to Project Liaisons to share with their department.
Project Liaisons responsible for passing on project announcements and customizing as needed for their department.
Presentation to present to your staff at staff meetings (project team member can assist presenting)
“Flyers” that can be printed and posted if desired
Training
Training videos and tip sheets designed to be self-serve and used as needs by user will vary
Modular in nature – focused on items that will be “new” to users and/or pre- and post- migration steps
Project liaisons and super-users are key to the support process – may be as simple as having some copies of key tip sheets available and helping people walk through the steps

10. Project Information Page and Training Library10
Internal project information site will allow you quick and easy access to information you need.
<<your website>>

11. Migration Process Overview11
How will the migration be done?
Copying of and/or calendars to new system – incurs additional cost – may not be necessary for some users
Comparex vendor automates much of the /calendar migration
Copying begins approximately 2 weeks prior to conversion
Final conversion process involves “ access downtime” over a weekend – forwarding of UW is changed to Office 365 at this time and final “sync” of copying
Users who use Outlook on a PC will have a new Outlook “profile” that points to Office on the migration date.
Key Inputs to the Migration Process
List of shared mailboxes validated by the project liaisons
List of shared calendars and conference rooms with new naming standards and any configuration requirements
List of users to be converted for this department validated by the project liaisons
(Note: No changes to UW NetID in the 6 week period prior to conversion)

12. Migration Inclusions/ Exclusions12
What will the automated content migration include?
s stored in Alpine/Deskmail
What may not migrate automatically?
s that may be stored locally on a PC or on a network drive (typically in a PST file)
Contacts maintained in Alpine or contacts that are stored locally on a PC or network drive
Calendars maintained locally on a PC (rare)
Exceptions to recurring meetings (meeting locations or changes in dates/times)
Granted permissions to calendars
Signature lines
What are plans for items that don’t migrate automatically?
Our training and communications content will address these items. Some will involve steps that users must take prior to or after the migration while others may require assistance from <<your IT staff>>.

13. Preparation/Communication Activities Timeline for Project Liaisons 13
(timeline showing in weeks before migration/go-live date)
Edit/Send Pre- Migration Reminder Communications ( s / Flyers/
Kick-off Meeting with Project Liaisons
Edit/Forward Migration Preparation Communications
Edit/Send Post- Migration Communications ( s / Flyers/
Edit/Forward Initial Communication to Department Staff on Upcoming Change
“4 Weeks Prior” Check-in meeting for Project Liaisons
Return validated list of users for conversion
Make Post- Migration Guides Available
Go-Live Wk
8 wks
7 wks
6 wks
5 wks
4 wks
3 wks
2 wks
1 wk
Help Desk meets with project liaisons with shared calendars and resources to confirm configuration and resource naming
Contingency Planning and Migration Preparation Activities
Presentation at Staff Meeting(s)
Schedule Staff Meeting presentations
Project Liaisons receive list of users for conversion to validate
Your migration date here:
LEGEND
Project Liaison Responsible
Project Team Responsible

14. Next Steps 14
Make plans for announcing the change at upcoming staff meeting(s) – coordinate with project team to help present
Departments that “own” shared calendars and conference rooms – <<your IT team>> will be scheduling time to work with you to discuss and configure these items.
Forward initial announcement (from project) to staff about
upcoming change
Review content and training materials available on our Project Information site View videos on use of Office 365 /Calendaring (on project information site)
Allocate time on calendars to work on activities identified
Schedule time with project team as needed for specific questions. address to contact project leaders: <<your project address>>

15. QUESTIONS? Be sure to check out FAQ on Project Information Site:15
QUESTIONS?
Be sure to check out FAQ on Project Information Site:
<<your website>>
You may contact the project leaders at <<your project >>