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
4 Jan 2011
Report Period To
31 Jan 2011
RAG Status
Amber
Report Number
3
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.
Jan 2011
Feb 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
Feb 2011
Feb 2011
Feb 2011
Knowledge transfer/training of ISMS staff
Mar 2011
Mar 2011
Provide guidance and light-touch training regime for
staff, integrating with OCS 2007.
Mar 2011
Apr 2011
Complete Pilot in ISMS
Apr 2011
Apr 2011
Complete Rollout and Training by
Jun 2011
Jun 2011
End Project Activities
Jul 2011
Jul 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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Placed formal orders with Blue Source and Salford for the design consultancy
Obtained design from Salford and sought clarification on a number of points
Produced training plan, risk log, communications plan, project website, updated budget report and PPD.
Agreed that Alan Turner FHSC be senior user
Held project Board meeting – agreed approach towards training Super-Users
Agreed terms of reference for Project and Executive Board with Gregor
Submitted Change Requests for Evault Upgrade, Deployed new EV Client; Upgraded Evault to Version 9 (25/1/11)
Produced rollout plan for the upgrade of PC’s to XPSP 3 and commenced deployment in Library on 28/1/11.
Commenced implementation of server infrastructure for Exchange 2010
Obtained details from Sophos regarding Pure Message as mitigation against slippage
External training provided to Ian Kitching, Nigel Holderness, Tim Smyth, Richard Mainprize and Simon Harvey on
Exchange 2010.
Drafted communications for Gregor to send out to HoD’s seeking nominations for co-ordinator.
Outlook for next period
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Continue roll out XP SP2 in waves for to all 900 PC’s that need the upgrade
Ensure that interim SAN is implemented (dependency on another project)
Decide how to progress updates to the email policy – JGM is contacting new ISMS director.
Agree communications plan for the upgrade
Agree training with training provider
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PSR
External training on Exchange 2010 for Rob Spalding
Project team meeting with Salford to agree Design
Purchase additional days consultancy from Salford
Purchase training days for Super User training
Purchase hardware and software pending decision on what to order
Update and agree PPD
Build architecture for Exchange 2010
Ensure that an approach is agreed for OCS deployment and hardware provision
Determine whether to purchase Sophos Pure Message contract extension
Obtain nominations for co-ordinators and Super users from services and faculties. Agree wave roll out plan
Ensure order placed for 200 headsets and webcams for OCS / Live Meeting (dependency on another project)
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.
Rollout following user training needs to
be closely managed and failure to
achieve proper co-ordination will
impact staff perception
M
M
Planning between training organiser
and
Ops
during rollout. Good
communications strategy needed.
Network Capacity issues create
bottlenecks a performance problems
when rolling out OCS
M
H
OCS project to confirm that this is not
an issue.
We are using different consultancies
for the design of Exchange 2010 and
Evault which could result in an
inconsistent approach.
M
M
Manage the suppliers and ensure ISMS
technical team are aware of what both
suppliers have designed.
M
H
Manage
implementation
around
availability of staff. Book resources in
the Resource planner.
during
Key technical staff will be unavailable
during February due to Exchange 2010
training as follows:
7th February - Rob
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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.
Loan SAN storage plus free space on
existing SAN is insufficient to
implement Salford’s design, limiting the
size & scope of the ISMS pilot. Impact
on the validity & usefulness of the pilot.
SAN won't be available in time; risk of
loan not being extended
–
PSR
M
M
Testing using test schedule proposed
by Brendan 10/1/11
M
M
Design the scaling-down to ensure
maximum usefulness, e.g. for database
backup & resilience testing (IK)
M
H
Extend loan of HDS SAN; Purchase
new SAN (GW)
M
M
Ensure that the project is not dependent
on a DMZ which will be delivered under
another project (IK)
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
30/3/10.
H
Determine dependencies and decide
whether earlier implementation of
Exchange 2010 is possible.
Alternatively extend Sophos Pure
Message. Sophos will extend for 6
months at a cost of £3750 plus VAT.
That the need for a DMZ could
jeopardise the project
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
VARIANCE
RAG
REASON
Budget Variance
Amber
60K has been allowed for in the original budget (but this was before any
project planning had been started). This is insufficient for anything other
than the basic design, implementation of the Exchange environment and
training of ISMS staff. We expect to become clearer on this once we
have agreed the design from Salford and then we can determine exactly
what software and hardware to purchase.
Out of the budget we have spent £16,435 and have £43,564 left. We
estimate that a budget of nearer £75-80K will be needed.
Schedule Variance (time)
Green
Key technical staff were unavailable during January due to Exchange
2010 training as follows:
17th January – Richard Mainprize
10th January – Nigel, Tim, Ian and Simon
7th February - Rob
Also Rob was not available for 5 further days in January.
This has had an impact on agreeing the Salford design.
Resource Variance
Green
Resources have been requested and approved for February – but see
risks above.
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Scope Variance
Amber
Quality Variance
Green
Stakeholder Issue
Green
–
PSR
OCS 2007 client deployment is included within project scope and needs
to be planned.
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
Amber
Due to available budget and slight slippage in view of Ops/A&D
availability in January overall risk level is Amber.
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