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 Mar 2011
Report Period To
31 Mar 2011
RAG Status
Amber
Report Number
5
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.
Mar 2011
Apr 2011
Feb 2011
Mar 2011
Mar 2011
Feb 2011
Mar 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

Salford were on site for 3 days in early March 2 days in late March and we completed the following:

Installation and configuration of 4 CAS/HUB Servers, 2 in Chelmsford site, 2 in Cambridge:
CHE-I-CAS01
CHE-I-CAS02
CAM-I-CAS01
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CAM-I-CAS02
2 CAS Arrays configured, one for each location – CHE-CASArray and CAM-CASArray. Windows Network Load
Balancing configured for each of the CAS-Arrays.
Installation and configuration of 4 Mailbox Servers, 2 in Chelmsford site, 2 in Cambridge site:
CHE-I-MBX01
CHE-I-MBX02
CAM-I-MBX01
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CAM-I-MBX02
Database Availability Group created called “ARU-DAG-EX2010” with all 4 mailbox servers as members.
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Datacenter Activation Mode has been enabled for the DAG
Databases provisioned as per design document. (Details of disk configuration are found in Excel Spreadsheet
“LUN Config for DAG”
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CAS Server redirection configured to enable Exchange 2003 Mailbox access after authenticating via Exchange
2010 OWA site (https://webmail.anglia.ac.uk/owa)

Resolved a Network issue on the cluster – which used one of the Salford consultancy days
Started re-skinning OWA
Finalised test plan
Project Board endorsed the Project team decision regarding migration approach; first we will migrate all mailboxes to
Exchange 2010 in Phases then training and client deployment in waves
Completed the roll out of XP SP2 in waves for all remaining PC’s
Project Board agreed that the project is not responsible for the general update to the email policy - only the archiving
period change.
Revised terms of reference for Project and Executive Board agreed at Project Board meeting
Gregor has issued an updated report to CMT via Tony Wright for presentation in early April. As soon as this is
approved, Gregor can send out the email to HoD’s seeking nominations for Super Users and co-ordinators. N.B
Project Board agreed that pilot can still commence in ISMS regardless of this.
Produced analysis of responses to the training tender and obtained approval from Board to seek a training demo from
Ixion the training provider. If this is acceptable we will place an order with them.
POR produced for hardware - 2XDL380 G7’S (note this is not a dependency)
PPD signed off
Project Board agreed to purchase the Sophos Pure Message contract extension for 6 months
175 headsets and webcams ordered for OCS / Live Meeting
Started proof of concept using a few test Outlook 2010 clients
Updated risk log, budget, project plan.
Outlook for next period
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Salford’s list of tasks for next period for Rob/Nigel is as follows:
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Configure Forefront Proxy settings on CHE-I-MBX02, CAM-I-MBX01, CAM-I-MBX02, CAM-I-CAS01, CAM-ICAS02 to enable engine definition updates.
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Request a Certificate needed for Exchange 2010 – Subject Alternate Name Certificate containing the at least the
5 following names: CHE-I-CAS01.anglia.ac.uk. CHE-I-CAS02.anglia.ac.uk, etc. webmail.anglia.ac.uk

Import certificate into all members of the Exchange Organization.
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Configure remaining storage and remaining off site database replicas (DB01, currently only one clustered off site
to CAM-MBX01)
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Setup Edge Transport Server in Cambridge Site (CAM-S-ET02)
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Test Forefront
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Test Failover
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Test Load Balancer
Complete re-skinning OWA (Needs Adrian Brett’s input)
Create SCCM deployment package (Rob)
Commence client testing (Jenny, Michael)
Present paper to CMT and obtain agreement to the rollout/training plan (Tony Wright)
Issue email to Faculty/Service contacts seeking nominations for Co-ordinator and Super User (Gregor)
Agree wave roll out plan (Alec/Jenny/Faculties/Services)
Agree communications plan for the pilot / upgrade (Gregor/Jenny/Michael/Alec)
Conduct dummy training session with Ixion/Alan Turner 14/4/11. If acceptable, place order for 20 days training
Ensure that an approach is agreed for OCS deployment and hardware provision (Alec)
Purchase Sophos Pure Message contract extension (this is a mitigating strategy).
Agree training approach with Super Users including ISMS as first step (Alec/Jenny)
Complete proof of concept using a few Outlook 2010 clients
Commence pilot in ISMS
Produce Questionnaire for ISMS pilotees.
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
M
M
Plan the pilot (and later the rollout) very
to
service
during
any
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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
impact staff perception
M
M
Planning between training organiser
and
Ops
during rollout. Good
communications strategy needed.
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. Produced test plan
carry out tests.
M
H
Early agreement from CMT to proceed.
GW. Issue email to Faculties and
Services GW. Agreement to place order
for training. Project Board,
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
8/4/11.
H
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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.
That the need for a DMZ could
jeopardise the project
Incompatibility between the different
versions of Office that will reside on the
desktop:
Delay in issuing commutations to
stakeholders due to sickness and
senior staff changes in ISMS will
impact our ability to commence the roll
out.
Change Requests
Status
Priority
The original plan was to route
Exchange 2003 email via FOPE in
the new environment. However, at
the March Project Board it was
agreed that we would extend
Sophos Pure Message. Sophos
will extend for 6 months at a cost
of £3200 plus VAT. We still need
to complete the routing prior to the
expiry of this extension.
Progress / Support Required
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(H ,M ,L)
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
Approved
H
Approval received but it was
subsequently agreed to extend the
Sophos Pure Message instead.
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. Magic
is showing spend of £24,836 as at 28 March and with committed spend
on hardware and software there is a total spent and committed figure of
£51,767. We also need to order the training assuming the supplier demo
is satisfactory.
Schedule Variance (time)
Amber
We are falling behind with the infrastructure because of problems at the
Cambridge end and a major technical issue that took Salford at lease
one day to fix.
Also, the delay in obtaining CMT approval and the issue of the email
seeking Super-Users will have an impact on achieving rollout before
September. This has been acknowledged by the Board.
Resource Variance
Scope Variance
Amber
Resources have been requested and approved for April. However, Ian is
out for much of April and there are several Bank Holidays so there will be
a limit as to how much can be achieved.
Green
Project Board meeting confirmed that the scope of the email policy
change was purely to increase the archiving period to 6 months rather
than a full scale policy re-write.
Quality Variance
Green
Stakeholder Issue
Green
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 for submission in April.
Risk Level
Amber
We are falling behind with the infrastructure and comms at the moment
so the Risk level is Amber.
Mitigating strategy is the Board agreement to extend Sophos Pure
Message and to ensure that we agree implementation with CMT.
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