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Shared Services Email - Customer Readiness

Documents are provided to support Agency Implementation Coordinators as they plan for migration to the Shared Services Email Offering. Documents and links to support technical staff during and after migration are available on the Technical Resources page.

Shared Services Email provides a structured, collaborative approach for customer engagement, outlined in the Agency Re-Engagement Plan. Read Mike Ricchio’s letter to CIOs dated 3-4-2011.

Shared Services Email: The New User Experience is a short and easy to use document that provides an overview of beneficial features that users will experience in the new Shared Services Email offering.

Agency migrations began May 22, 2011. The Agency Implementation Order was updated June 27, 2012.

Email Customer Readiness Materials:

    Link

    Description

Agency Pre-Cutover Readiness Guide, Version 7 Available upon request*
This document will define and walk an agency through all the key activities in preparation for migration to the Shared Services Email offering. This document supports the efforts of the Agency Implementation Coordinator. Updated April 24, 2012
Agency Pre-Cutover Readiness Checklist, Version 7 This document summarizes Pre-Cutover tasks and is used by the agency to assert its readiness for migration scheduling. Updated April 24, 2012
Agency Pre-Cutover Guide Task ID Crosswalk This Excel file provides a cross walk of task IDs between each revision of the Agency Pre-Cutover Guide. Updated April 24, 2012
Pre-Cutover Task Planning Tool
Formats: MS Project 2007 | MS Project 2010 | PDF
This tool is a Microsoft Project Schedule built to support the Pre Cutover tasks identified in the current version of the Agency Pre Cutover Readiness Guide, with durations and logic pre-built.
Application Integration Worksheet This assessment tool was developed to assist agencies inventory existing applications that interface with Exchange (email) and Outlook (desktop) It is a requirement for any Agency migrating to the Shared Services Email platform.
Shared Services Email Service Level Agreement, Version 1.2 Current Shared Services Email Service Level Agreement copy. Version 1.2 is updated to include Secure email and ActiveSync.
Post Migration Feedback This document is an opportunity for migrated agencies to provide feedback on what worked and what we might consider for future migrations with other agencies.
*Contact Lance Calisch lance.calisch@cts.wa.gov

End User Documentation:

    Link

    Description

End User Training Guide V.3 (Version 5 is available upon request *) Note: Version 5 is available upon request as of May 31, 2012 *
This document is intended to assist agencies in preparing end users to use the Shared Services Email offering.
End User Testing Template, Version 3.0 This document is a template to allow agencies migrated to Exchange 2010 environment to record the results of end-user training for the most common user tests with Outlook and Outlook Web App (OWA) clients. Updated March 8, 2012
Sample: Communication for End Users about Junkmail version 2 This sample communication is intended to assist agencies in preparing end users to use the junkmail component of the Shared Services Email offering. Updated April 20, 2012
Junkmail End User Training Guide version 2 This document is intended to assist agencies in preparing end users to use the junkmail component of the Shared Services Email offering. Updated April 20, 2012

WaSERV (Vault) Customer Readiness Materials:

    Link

    Description

WaSERV (Vault) Resource Materials This link will take the user to the list of policy and other resource materials as part of the Vault Implementation planning process.

Secure Email Customer Readiness Materials:

    Link

    Description

Secure Email Agency Pre-Cutover Readiness Guide, Version 3 * Available upon request*
This document will define and walk an agency through all the key activities in preparation for implementation of Secure Email within the Shared Services Email offering. This document supports the efforts of the Agency Implementation Coordinator. Updated 05/18/2012
Secure Email Policy Form, Version 3 * Available upon request*
This document captures an agency’s configuration of Secure Email rules and policies in preparation for implementing Secure Email. This document supports the efforts of the Agency Implementation Coordinator. Updated 05/18/2012
Secure Email Pre-Cutover Readiness Checklist, Version 3 This document summarizes the Pre-Cutover tasks and is used by the agency to assert its readiness for implementation scheduling. Updated 05/18/2012
Secure Email Pre-Cutover Task ID Crosswalk This Excel file provides a cross walk of task IDs between each revision of the Secure Email Pre-Cutover Guide. Updated 05/18/2012
*Contact Lance Calisch lance.calisch@cts.wa.gov