1. Information Technology IT Briefing March 2007

2. Information Technology 1 IT Briefing March 15, 2007  Announcements/Updates  OIT/AAIT Organization  VoIP Update  Healthcare Exchange  Emory Exchange Design  University Exchange  Karen Jenkins  Paul Petersen  Karen Jenkins  James Reed  Jay Flanagan

3. Information Technology 2 Announcements  Remedy v7.0 – working on bug with vendor (help.emory)  Java TechTalk  Tuesday April 3 rd 1:30 – 2:30 NDB Room 225 - Kennesaw  Security Conference  March 28, 2007 8:30am – 1:30pm, 3 rd Floor Ballroom, Cox Hall  Registration deadline 3/21 (register online)  LDAP-Auth  Need to register use – will eventually limit access to registered hosts  Send list of host(s)/IP(s) to ldapregistration@emory.edu by 3/30/2007ldapregistration@emory.edu  Approved Governance Projects  Google Search Appliance  Desktop Management email to cts-config@listserv.cc.emory.educts-config@listserv.cc.emory.edu

4. Information Technology Office of Information Technology 3

5. Information Technology Academic & Administrative Information Technology (AAIT) 4

6. Information Technology Infrastructure Technology Services (ITS) 5

7. Information Technology Client Technology Services (CTS) 6

8. Information Technology 7 ? Questions

9. Information Technology VoIP at Emory Paul Petersen

10. Information Technology Agenda  VoIP at Emory  Background  Single Voice Platform Project  Phase 1 Update  VoIP & IP Telephony in use  Other Updates  Firewall Migration Status  Questions

11. Information Technology VoIP at Emory - Background  The Emory Clinic (TEC) Switch  Platform – Avaya  Location – TEC A Building  Exchange(s) - 778  Emory Crawford Long (ECLH) Switch  Platform – Avaya  Location – ECLH Peachtree Building  Exchange(s) - 686  University Switch (includes EUH)  Platform – Nortel  Location – Cox Hall Switch Room  Exchange(s) – 727, 712, 784, 251

12. Information Technology VoIP at Emory – Background  Issues:  Some faculty, physicians, and staff have offices on different switches  The complexity of maintaining three different switches  Redundancy

13. Information Technology Single Voice Platform  Single Voice Platform  Name given to the project which consolidates Emory’s three phone switches to one  This project also sets Emory’s direction for VoIP/IP Telephony  Project began March 2006 with a formal RFQ process  Avaya was selected

14. Information Technology Single Voice Platform  Phase 1 – Consolidate TEC & ECLH Switches  Upgrade to the latest Avaya switch  Upgrade to IP Connect (provides redundancy)  Consolidate the TEC & ECLH switch databases  All new buildings will use this new platform  Completely Funded and Approved  Phase 2 – Convert the rest of EHC to new Platform  Phase 3 – Covert WHSC to new Platform  Phase 4 – Convert remainder of Nortel phones to the

15. Information Technology Single Voice Platform  Phase 1 – Update  VoIP core has been created to separate Voice traffic from data traffic  Converting all of the remote cabinet switches to IP Connect  Switch database consolidation has begun  Project Deadline - August

16. Information Technology VoIP/IP Telephony  Gateways & Trunks  6 remote (with 9 more coming this month)  IP Trunk lines between TEC & ECLH switches  IP Phones  IP Hard phones (NetCom, new SOM Bldg)  IP Soft Phones (NetCom, Call Center Staff)  Wireless IP Phones (EUH)  Computer Telephony Integration (CTI)  Call Center Applications  Billing System

17. Information Technology Firewall Update  Academic Firewall Migration – On-Hold  Due to Resource Allocation issues  Recent Steps:  New Lab setup  Juniper Engineers on-site last week  Continued Discussion

18. Information Technology 17 ? Questions

19. Information Technology Healthcare Exchange Update Karen Jenkins

20. Information Technology Approach  Migrate all GroupWise users to Exchange  Migrate SOM GroupWise users that also have Eagle mail into a single Exchange account  Automate migration at server level to minimize disruption to individual desktops  Provide dedicated support center during migration 19

21. Information Technology Initial specifics  300MB high performance storage for all users, archiving available for all users  Residents are in scope for the current rollout  Email/calendaring options are Outlook on Windows or Entourage on Mac; Will also provide IMAP-S option for other email clients  We are still investigating the best way to stage the rollout for Eagle mail users  Units that provide their own email services will be encouraged to migrate to the Exchange offering in the future  Learnlink will remain for now, but we are investigating alternatives for FY09 20

22. Information Technology Email addresses  All users, both faculty and staff, that have multiple Groupwise and Eagle accounts, will be migrated to one Exchange account  Incoming email aliases for @emoryhealthcare.org and @emory.edu will remain. Additional aliases will be added for firstname.lastname for both domains.  Only one outgoing email address is possible. For faculty & staff that have accounts in both emoryhealthcare.org as well as emory.edu, the latter will be set as the default outbound address. 21

23. Information Technology PDAs and Smartphones  There will be a variety of mechanisms for syncing PDAs and Smartphones with Exchange, although the age of the device may limit what is possible. Faculty/staff will be able to take advantage of these options, but will be billed if they choose a premium service.  Options will include:  Cradle or WiFi sync using a product such as MS ActiveSync, MS Mobile Device Center or Palm HotSync Manager  For those with a data plan on their SmartPhone, options will include:  Native MS Active sync for Windows XP (no charge)  Native MS Mobile Device Center sync for Windows Vista (no charge)  Blackberry Enterprise Server (premium service with monthly charge)  Motorola Good Mobile Messaging (premium service with monthly charge) 22

24. Information Technology Schedule  Begin migration late May  End migration early August  Migrate users Monday - Friday  Use (3) six hour migration windows per day  Will not migrate during hospital and clinic shift changes  Group and schedule each department sequentially  Spread department users across migration windows 23

25. Information Technology Communication  Being discussed at executive leadership meetings  General announcement via email, newsletter articles, internal press release, news item on IT website  Full feature Emory Report Article in March  Postcard mailing will be sent to all GroupWise users  Posters will be displayed throughout EHC locations  Frequent email reminders to each user regarding migration date 24

26. Information Technology Training  Multiple open house seminars at various sites offered throughout the migration period  Multiple advanced seminars for super users such as administrative assistants  Distributed tip sheets, identifying differences between GroupWise and OutLook  Online information, user guide, FAQs, tip sheets, training locations and schedule, migration schedule  Other Suggestions? 25

27. Information Technology Migration Questions  Website: http://it.emory.edu/ehc-exchange  Email: ehc-exchange@emory.edu  Project team member will respond to email within 2 business days  Phone: 8-INFO(4636)  Leave voicemail message  Project team member will return call return your call the next business day 26

28. Information Technology Exchange Design James Reed

29. Information Technology General Specifications  Exchange 2007  Sized for the Emory Enterprise  24,000 users  13,000 Emory HealthCare accounts  11,000 Emory University accounts  Designed to handle potential Eagle mail migration and potential relay server migration to Exchange  Sized for 300mb high performance storage within Exchange databases  Sized for average user load of 80 messages received / 20 messages sent per day / per user  Sized for average message size of 60kb  Archiving will be available – more info coming soon

30. Information Technology General Server Overview  Total of 50 servers ordered for environment  7 AD Controllers for new Resource Forest  2 Dedicated for FSMO roles  5 Dedicated Global Catalogs for Exchange traffic  2 Mailbox Server Clusters (MS Exchange Clustering)  Each cluster contains 4 Active Mailbox servers  Each Active server will have 3,000 users per server  Each Active server will have a minimum of 12 Databases  Maximum Database size will be 100GB each  Each cluster contains 2 Passive Mailbox servers

31. Information Technology General Server Overview (cont’d)  4 CAS servers  OWA (Outlook Web Access)  ActiveSync  Outlook Anywhere (formerly RPC over HTTPS)  IMAPS  4 HUB servers  MTA (Mail Transport)  SMTPs (requiring authentication)  4 EDGE servers  Border Antivirus Hygiene servers  Will be located in DMZ

32. Information Technology General Server Overview (cont’d)  2 Mobile Device Servers  GoodLink  Blackberry  Will be eventually using VMWare ESX  ActiveSync will be provided via CAS servers  6 Servers GroupWise migration  Repurposed post migration for dedicated Exchange testlab  2 Windows 2003 co-existence servers  Will help provide Free/Busy data flow  Will help replicate Public Folder data  3 Archiving Servers  Vendor TBD  2 Monitoring Servers  MOM  HP Insight Manager

33. Information Technology General Server Overview (cont’d)  Storage Requirements  Core exchange databases  3,000GB per server (8 active servers) for DB’s and Logs  223GB per Store (DB)  28GB for logs per Store  Public Folders – 30 GB total (mostly replicated between servers)  EDGE and HUB storage  Archiving  Estimated for 24,000 users, averaging 1GB each = 24TB  Backups  Exchange databases  Using mirror clones  14 days = up to 56TB for Exchange database data  Snapshots (TBD)

34. Information Technology High Availability  Mailbox servers will user MS Exchange Clustering  Two 6 node Clusters  4 Active nodes, 2 Passive nodes in each  F5 Big IP Network Load Balancers (redundant)  Application traffic hygiene  SSL offloading  Caching  Will be used for:  CAS servers for OWA and IMAPS  HUB servers for SMTPS  Redundant SAN connections  Redundant Network connections  Redundant Power

35. Information Technology

37. AD Design  Will use Resource Forest model  Existing EU and EHC AD forests remain as is  Provides best approach and potential for other shared applications / services  Will require existing Exchange environment to migrate as well

38. Information Technology

39. Network Layout  Because of security requirements and needs, will have most servers in HIPAA core  Will be server only core  Will be restricted access

40. Information Technology

41. Security  Weigh Security vs Usability  Emory HealthCare (currently using GroupWise)  Provide solution for EHC to have a secure end to end email environment  HIPAA data  For existing email  For new email  Emory University  Provide groupware functionality  Shared Calendaring and Collaboration  FERPA data

42. Information Technology Security  End to End encryption  Exchange server to Exchange server connects with TLS connections by default  Client to server encryption  Outlook Anywhere for Outlook clients  No MAPI / RPC calls from Clients to servers  Formerly called RPC over HTTPS  Only supports Outlook 2003, and Outlook 2007  Macintosh connectivity  Entourage uses DAV protocol (HTTPS)  Next version of Entourage supposed to use pure HTTPS

43. Information Technology Security (continued)  IMAPS connectivity  SSL Required  SMTPS w/ Authentication required  Limited functionality compared to Outlook or Entourage connectivity  No server side rules  Contacts will not be saved on server  Calendaring will not be functional  User will always show as Free when calendar viewed by others  Outlook Web Access  SSL only connections  Full functionality with Internet Explorer  Light Mode functionality with other browsers  Message level encryption supported  Supported at least in Outlook  Configured per client basis, only supported by local departments

44. Information Technology Security (continued)  Hygiene  Postini  EU and now EHC  Edge Role servers  Placed in border environment to protect  Only has very limited access to any AD and Exchange data  Potential AntiSpam options  Antivirus  Will be running Antivirus on ALL servers for Email and OS  Symantec Antivirus for OS protection  Will be running Symantec Mail Security or MS ForeFront  ForeFront was formerly known as Sabari  ForeFront will be running multiple scan engines

45. Information Technology IDM and ACM  Identity Management and Account Management  Parallel project working with Emory University and Emory HealthCare for Account provisioning  Will have a Phase 0 for Exchange project to automate core functions  Account Creation  Account Disablement  Name Changes  NetID Changes (maybe)  GAL (Global Address List – like LDAP directory) data  Phone Number  Department

46. Information Technology Mail Routing (University Only)  Used to be known as Eagle Mail Forwarding  @emory.edu will forward to netid@Exchange environment  From Addresses will be default netid@emory.edu (least common denominator for campus) netid@emory.edu  fn.ln@emory.edu (working on automation) fn.ln@emory.edu  Clinical Faculty – TBD

47. Information Technology How it works  Outlook Anywhere  Mobile devices  Mail Flow (documentation coming soon)

48. Information Technology

50. ? Questions Exchange Design 49

51. Information Technology University Exchange Update Jay Flanagan

52. Information Technology 51 University Exchange Migration Update  Proposal to IT Governance for approval  Begin migrations in late May / early June  Schools and Departments are already queued up  Check web pages for updates

53. Information Technology 52 ? Questions University Exchange