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Shared Services Email - Archived Updates

06/12/2012
The Shared Services Email Project has reached a significant milestone: over 51,000 mailboxes across 46 agencies have migrated into the Exchange 2010 service so far. Over 21,000 of those mailboxes have been ingested into the Vault.

The project reached a major milestone this week when the first customer user began using the Secure Email service. The team is also putting finishing touches on the new SMTP-relay environment to launch the first early adopter customer this week.


05/16/2012
The Shared Services Email Project has reached a significant milestone: over 47,000 mailboxes across 45 agencies have migrated into the Exchange 2010 service so far. Over 19,000 of those mailboxes have been ingested into the Vault.

The project reached a major milestone this week when the first customer user began using the Secure Email service. The team is also putting finishing touches on the new SMTP-relay environment to launch the first early adopter customer this week.


04/20/2012
CTS has launched ActiveSync for agency rollout. Each agency must now sign the new Shared Services Email SLA (version 1.2) and develop policies internally to support user rollout.


04/15/2012
The Shared Services Email Project currently supports 44 agencies who are in production using email with over 45,000 mailboxes in Exchange as well as over 19,000 mailboxes Vaulted.


04/03/2012
The Shared Services Email Project currently supports 44 agencies who are in production using email with 44,968 mailboxes in Exchange as well as 18,401 mailboxes Vaulted.


03/07/2012
The Shared Services Email Project currently supports 35 agencies who are in production with over 35,204 mailboxes in Exchange as well as 17,039 mailboxes Vaulted.


02/03/2012
The Shared Services Email Project currently supports 34 agencies who are in production with over 34,000 mailboxes in Exchange.


01/05/2012
The Shared Services Email Project currently has over 33,000 mailboxes in Exchange.


12/05/2011
The Shared Services Email Project reached a milestone in November by migrating over 30,000 mailboxes. They will pass the half way mark in December!


11/23/2011
The 11/28/11 Technical meeting is canceled. The next technical meeting is scheduled for ETAG on December 13.


11/16/2011
The project has successfully migrated over 20,000 mailboxes. Another 11,000 mailboxes are scheduled to migrate by the end of November.


10/3/2011
The new WaSERV environment (the Vault) was successfully implemented on September 24, 2011. The technical team transitioned the existing customer base to the new hardware platform with minimal impacts. The new platform will provide the capacity for the remaining agencies as they start to use WaSERV as part of the Shared Services Email offering. Starting in October the project team will begin migration planning for the agencies that are not currently using WaSERV.


9/7/2011
Existing WaSERV (the Vault) customers will migrate into the new WaSERV environment on September 24, 2011. The technical team presented information about the new system to the Agency Implementation Coordinators on August 22nd and will share the information again at the ETAG meeting on September 13th. Additional documentation will be published in September to assist agencies not currently using the Vault to prepare themselves for using the Vault.


8/12/2011
Nineteen agencies have completed their migrations and almost 5,000 user mailboxes have migrated in to the Shared Services Email offering. The Implementation Team is actively engaged in meetings to prepare 20 additional agencies for their migrations in the next few months. Cross-agency, information sharing meetings are scheduled with agency Implementation Coordinators on August 22nd and with agency Exchange Administrators on August 29th. Information about the new WaServ and the related migration planning will be shared at both meetings.


7/20/2011
There are now 2749 user mailboxes that have migrated in to the Shared Services Email offering and migrations continue to be scheduled. Key documentation used to assist agencies prepare for their migration (Agency Pre-Cutover Readiness Guide, Version 3 and the Agency Cutover & Post Cutover Guide Version 3) have been updated based on feedback and were shared with agency administrators at the July 20th Customer Technical Review meeting.


6/24/2011
Nineteen agencies have begun their migrations to the Shared Services Email offering. Fifteen agencies have completed their migrations and four agencies are currently in test or pilot phases. Additional migrations are being scheduled throughout July and beyond. Detailed documentation to assist agencies prepare for migration can be found on the Customer Readiness page.


5/25/2011
The first external agency migrated to the Shared Services Email offering on May 23, when the Department of Retirement Systems (DRS) smoothly migrated 23 pilot users. Twelve small state agencies currently hosted at DIS are scheduled to migrate to the new environment on May 31. Additional migrations are being scheduled throughout June.


4/20/2011
The Shared Services Email Project is scheduled to begin migrating agencies to the shared email service on May 30th, 2011. Collaboration with agencies continues with meetings scheduled in the coming weeks for implementation coordination, technical reviews, and Washington State Electronic Records Vault (the Vault) demonstrations. To view a schedule of upcoming meetings, visit the Project Meetings page. The Implementation Team is currently focused on the first 20 agencies that have expressed a desire to be migrated early. Several deliverables have been published to assist agencies with their readiness, including the Shared Services Email: The New User Experience, which provides an overview of beneficial features that users will experience in the new Shared Services Email offering. To view this document and others, visit the Customer Readiness page.


3/4/2011
The Shared Services Email Project is initiating an Agency Re-Engagement Plan to provide a structured, collaborative approach for customer engagement. Find out more:
Read Mike Ricchio’s letter to CIOs dated 3-4-2011 and the Agency Re-Engagement Plan


1/17/2011
Heidi Brownell joins DIS as Project Manager for Shared Services Email Project

Heidi Brownell has been hired as the senior project manager for the newly restructured Shared Services Email Project.
Heidi will begin her new position on February 1. Heidi has thirteen years of experience with project and program management, including nine years spent leading cross-functional teams through complex public sector, telecom, insurance, banking, and wireless projects involving system/application development, infrastructure, and business process re-engineering. Further information about the Shared Services Email Project will be posted to this website as it becomes available.


1/7/2011
The Shared Services Email Project has been restructured to ensure the success of this critically important endeavor. A new full time Project Manager is expected to be on board by February 1. Melissa Rohwedder and Laura Parma, both of DIS, will assist the new project manager in temporary leadership assignments for the project. Find out more:
Read Mike Ricchio’s letter to CIOs
See the proposed project organzational chart


12/22/2010
Notes from the December 15, 2010 Shared Email Steering Committee are posted.


12/13/2010
The notes from the December 8, 2010 Shared Email Advisory Committee meeting are posted.

The primary discussion was about the advisory committee reorganizing into a steering committee.


11/10/2010

  • DIS is reviewing the Shared Email Service project to ensure appropriate resources are dedicated to the project.
  • Email migration planning has begun with the development of a detailed list of agencies – the list will be used to schedule conversions, prioritize agencies, and track progress.
  • The Shared Email Investment Plan is being developed.
  • A system is being constructed to support public folders, though the recommendation is for agencies to plan to phase out public folder use.
  • Active Sync passes ISB security standards; however, Active Sync will not be included in the service at implementation.
  • Blackberry cost analysis and rates are being reviewed.
  • Agencies need to be assistance with the policy work necessary for migration to the Vault. A Welcome Kit, communications plan, and scheduled training sessions will be provided to assist in the migration. Work continues on the new Vault software. The updated software has been received and analysis is underway.

10/20/2010

  • Specific tasks are being developed for what DIS needs to do before the email migration, which is now expected to begin in January 2011.
  • Dates are being targeted for when agencies will be able to begin secure email implementation.
  • Active Sync will not be included in the service at implementation.
  • The Shared Email Advisory Committee is researching options for Blackberry Support, such as whether or not administrators will be able to see all agency mailboxes.
  • DIS is working to specifically identify when the Vault email storage will be ready.

10/13/2010

  • The Shared Email Advisory Committee is preparing for the upcoming meetings of the Executive Steering Committee (ESC) and the Information Services Board (ISB), topics to report include investment planning, risks, etc.
  • The November GMAP forum will include a discussion about Shared Email, specifically the schedule for conversion for each agency, and measurements for service quality and satisfaction.
  • Agency project plans for the email migration need to be developed. About half of the readiness assessment checklists have been returned. The agencies that have not responded will be re-sent the checklist and a prompt for response.

9/15/2010
The Shared Email Advisory Committee and the CAB Rates Sub Committee have analyzed and agreed upon rates for the Shared Email Service. The proposed monthly rate is $4.90 per mailbox. The rates analysis was presented to the Customer Advisory Board (CAB) on September 15th, and will be presented to the Executive Steering Committee next week. For more information, review this document, which was handed out to the CAB to summarizes the service components, rates, assumptions and next steps for the Shared Email Service.


8/03/2010
The advisory group met in July to discuss details for implementation of the Shared Email Service, which will convert 42 individual agency email systems into a single statewide service. Shared Email Service requirements were defined last month. Full statewide implementation will be completed in June 2011.


6/22/2010
The Shared Email To-Be Service Definition was presented to and approved by the Executive Steering Committee. The service definition will be published on this site later this week. For the latest information, view the Shared Email Services briefing paper posted on this site on June 15, 2010.


6/15/2010
The Shared Email To-Be Service Definition was presented to the Customer Advisory Board on June 11, 2010, along with the solution design and status. The CAB also discussed first steps to take while pricing is underway. Materials presented include a briefing paper, and a PowerPoint presentation.


5/14/2010

The service description is mostly complete and will be presented to state CIOs on June 8, 2010.


5/7/2010
There is nothing new to report.


4/30/2010
Work continues to complete the document of recommended service definition parameters, and develop a concise summary document that will be made available to the public later this month.


4/23/2010
There are no new updates for Shared Email Services.


4/16/2010
Work progresses on finishing the document of recommended parameters for the Shared Email Operations definition. Examples of these parameters include mailbox size, issues pertaining to attachments, and the number of days emails are held in the deleted items folder. The wording of the document is being reviewed and will soon be forwarded to state CIOs for action. The document will be made available to the public on this website in May 2010. Implementation planning is currently underway.


4/8/2010
A small group is finishing the document of recommended parameters for the Shared Email Operations definition. As mentioned in previous updates, an example of these parameters is the number of days that emails are held in the deleted items folder before they are actually deleted. The wording of the document is being reviewed and will soon be forwarded to state CIOs for action. The document will be made available to the public on this website in May 2010.


4/1/2010
A few members of the email subgroup met to make recommendations for the parameters that complete the email shared service definition. One example of these parameters is the number of days that emails are held in the deleted items folder before they are actually deleted. These recommendations will be verified with agencies.


3/19/2010
To ensure completeness of the future Shared Email Services model, the team compared the results of the CIO meeting, the current or “as-is” model, and the future or “to-be” model. This comparison resulted in additional technical questions that are currently being examined.

The subgroup is also working to get informational documents ready for distribution to partners, and for posting on Washington’s IT Transition website.


3/8/2010
The first version of the future (commonly known as the “to-be”) Shared Email Service definition has been completed. Team members Chris Cotey of LNI and Joel Eussen of DIS presented the service definition and the Exchange 2010 effort to state email administrators on February 24th and state Chief Information Officers (CIOs) on March 3rd. Comments from CIOs are due March 10th. So far, the service definition has been well received.

The next step is to develop the service design, cost model, and prices.

As part of the design process, the workgroup is looking at integrating the filtering gateway and the new version of the Symantec Vault with Exchange 2010.


2/10/2010
The future Shared Email Service is being developed based on the requirements of the current email environment and required improvements, including input from Exchange 2010 experts. To meet agency needs, the future Shared Emails Services model should consist of three core components: email (Microsoft Exchange 2010); a filtering gateway, including secure email and filtering specifically defined by the agency; and vault services for storing and retrieving email messages for public disclosure requests, disaster recovery efforts, and other needs. The future service will also provide support for four optional components: Blackberries, Active Sync to support other mobile devices, faxing capabilities, and unified messaging. Agency applications may need modifications or testing to ensure compatibility with Exchange 2010. Microsoft requires the use of the Enterprise Active Directory to use Exchange 2010.