FORM – PSR v2
Monthly Project Status Report
Project Name
Exchange 2010 Upgrade
IS Project Code
IS-0192
Project Manager
Alec Coleman
Project Sponsor
Gregor Waddell
Report Period From
1 Feb 2011
Report Period To
28 Feb 2011
RAG Status
Green
Report Number
4
Milestones (from draft PPD – still to be confirmed)
Planned Date
(from PPD)
Expected Date
Produce an Architectural Design for Exchange 2010
installation, including storage levels required for the
increased archiving period, backup and recovery and
performance monitoring and tuning procedures.
Feb 2011
Mar 2011
Produce Architectural Design for Symantec eVault and
integration with Exchange 2010
Jan 2011
Jan 2011
Jan 2011
Complete Evault Upgrade
Jan 2011
Jan 2011
Jan 2011
Build a working, supportable and manageable pilot for
Exchange 2010 environment.
Feb 2011
Mar 2011
Feb 2011
Mar 2011
Feb 2011
Mar 2011
Knowledge transfer/training of ISMS staff
Mar 2011
Apr 2011
Provide guidance and light-touch training regime for
staff, integrating with OCS 2007.
Mar 2011
Apr 2011
Complete Pilot in ISMS
Apr 2011
May 2011
Complete Rollout and Training by
Jul 2011
Aug 2011
End Project Activities
Aug 2011
Sep 2011
Produce strategy for migration of Outlook 2010 Client.
Produce a strategy for migrating to Microsoft Forefront
Online Protection for Exchange (FOPE).
Date Completed
Progress achieved this period
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Project team meeting held with Salford to agree Design. Obtained updated design document from Salford and sought
clarification on a number of points
PCEF and Design agreed at Architecture Board with some amendments
Updated risk log, communications plan, budget report, project plan and PPD
Held project Board meeting – agreed training plan
Updated terms of reference for Project and Executive Board following Board meeting
Obtained confirmation from Sophos regarding the latest date for renewal of Pure Message as mitigation against
slippage. Licence expires 8/4 and latest date for renewal is 28/3.
External training on Exchange 2010 provided to Rob in Ops
Ian produced outline test plan for Exchange 2010 Hub environment
Drafted updated communications and contacts list for Gregor to send out to HoD’s seeking nominations for coordinator.
Continued to roll out XP SP2 in waves of the 900 PC’s that need the upgrade (697 completed so far with 14 fails)
Gregor extended the loan of the SAN with HDS until end-June
Loaned SAN configured by Ops in Cambridge and SAN configured by Ops in Chelmsford
Issued specification to 3 training providers seeking quotes and two quotes received.
Purchased 12 days implementation consultancy from Salford
Purchase order placed for the Exchange/Windows/FOPE software with Phoenix
Agree PPD at Project Board
Commenced build of the infrastructure for Exchange 2010 and completed Chelmsford. Cambridge is underway by
Rob.
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Outlook for next period
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Complete the hardware build for Cambridge and Chelmsford (Rob/Nigel/Salford)
Ensure email AV routing via FOPE (Rob/Nigel/Salford)
Finalise test plans (Ian)
Create SCCM deployment package (Rob)
Set up Network Load Balancing (Rob/Nigel)
Test the architecture for Exchange 2010 including the hub transport, Email virus checking, DR, Availability, User
testing, (Ops, Salford, Ian, CST, Jenny)
Issue email to Faculty/Service contacts seeking nominations for Co-ordinator and Super User (Gregor)
Agree wave roll out plan (Alec/Jenny/Faculties/Services)
Continue to roll out XP SP2 in waves for to the remaining 300 PC’s that need the upgrade (Michael)
Decide how to progress updates to the email policy – (JGM is contacting Tony Wright).
Agree communications plan for the upgrade (Gregor/Jenny)
Obtain approval from Gregor and place order for 20 days training with training provider (Gregor)
Purchase hardware order for 2XDL380 G7’S (note this is not a dependency) (Alec)
Sign off PPD (Gregor)
Ensure that an approach is agreed for OCS deployment and hardware provision (Alec)
Determine whether to purchase Sophos Pure Message contract extension (this is a mitigating strategy) (All)
Ensure order placed for 200 headsets and webcams for OCS / Live Meeting (dependency on another project Brendan)
Agree training approach with Super Users including ISMS as first step (Alec/Jenny)
Agree migration plan (Ops)
Start proof of concept using a few Outlook 2010 clients
The following is a selection of key risks only. A full list of Risks
Services/ISMS/Projects_Office/Projects/IS-0192 Exchange 2010 Upgrade/Risk Log.
is
available
on
the
J:
Drive
at:
Key Risks
Potential Extent
of Impact
(H, M, L)
Likelihood of
Occurrence
(H, M, L)
Progress / Support Required
Incompatibilities between clients still
using Outlook 2003 and Exchange
2010/eVault 9 provision.
M
M
Plan the pilot (and later the rollout) very
carefully so as to avoid such issues.
Wide range of tests to scope the issues.
Disruption to service
transitions / migrations.
any
M
M
Plan the pilot (and later the rollout) very
carefully so as to avoid such issues.
Impairment of our DR position during
transitions / migrations
M
M
Plan the pilot (and later the rollout) very
carefully so as to avoid such issues.
Interruption to in / out flow of email
during transition.
M
H
Design a means of trialing new
provision first and building confidence
and knowledge transfer to Ops.
Impairment of anti-virus service during
transition (leading to risk of mass
infection etc).
M
H
Design a means of trialing new
provision first and building confidence
and knowledge transfer to Ops.
An extensive training plan will need to
be drawn up which, based on past
experience will take up the majority of
an administrators time for at least 3
months.
M
H
Plan for additional resource. Update:
Exec Board have agreed a limited
training plan to Super Users based on
20 days of external consultancy. Also,
budget increased to £72K at Gregory’s
request. We now need an email to go
out to Faculties/Services to obtain
nominations.
Rollout following user training needs to
be closely managed and failure to
achieve proper co-ordination will
M
M
Planning between training organiser
and
Ops
during rollout. Good
communications strategy needed.
during
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impact staff perception
Exchange/Outlook 2010 rollout will
require the OCS Outlook add-ins. The
add in is available in both 32-bit and
64-bit versions; The latter will become
relevant once Windows-7 is deployed.
There is therefore a need to determine
which version is used.
That the need for a DMZ could
jeopardise the project
M
M
Testing using test schedule proposed
by Brendan 10/1/11
M
M
Ensure that the project is not dependent
on a DMZ which will be delivered under
another project (IK)
M
M
Testing of Outlook 2010 against current
versions available
Key Project Issues
Priority
(H, M, L)
Progress / Support Required
The current project plan for the new Exchange environment is
for later implementation than the expiry of Sophos Pure
Message email scanning in Exchange 2003 environment on
4/4/11.
H
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Route Exchange 2003 email via
FOPE in the new environment
assuming this works. Or,
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Consider extending Sophos Pure
Message. Sophos will extend for 6
months at a cost of £3750 plus
VAT. We have until 28th March to
decide whether to invoke this
otherwise our virus definitions will
not be updated.
Incompatibility between the different
versions of Office that will reside on the
desktop:
Change Requests
Status
Priority
(H ,M ,L)
Progress / Support Required
2010-0237 – Extend AD Schema for Exchange
2010
Approved
M
Implemented 10 Jan 2011
2010-0244 – Deploy new EV Client
Approved
H
Implemented 17 Jan 2011
2010-0226 – Deploy XP SP3 to all PCs
Approved
H
Implemented in ISMS Dec 2010 rollout
to faculties Jan-Mar 2011
2011 - Upgrade Evault Server
Approved
H
Implemented 24 Jan 2011
Routing email via the new environment to avoid
Sophos renewal
In Draft
H
Rob to submit to CAB
VARIANCE
RAG
REASON
Budget Variance
Green
Status reduced from Amber to Green as the 60K allowed for in the
original budget has been increased at Gregor’s approval to £72K.
Out of the original budget we have committed and spent figure of
£37,517. We also need to order the Server hardware and training.
Schedule Variance (time)
Resource Variance
Scope Variance
Amber
We are on target with the infrastructure but will need nominations from
Faculties/Services soon if we are to follow the implementation schedule
for training and migration.
This is dependent on Salford being able for the allotted time in March.
Green
Resources have been requested and approved for March.
Green
OCS 2007 client deployment is included within project scope and needs
to be planned.
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Quality Variance
Green
Stakeholder Issue
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Alan Turner has agreed to be the senior user.
Gregor will email HoD’s about the need for Super Users and a report has
been drafted for CMT.
Risk Level
Green
The budget has been increased and we are on target at the moment with
the infrastructure so the Risk level has been put back to Green.
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