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 Dec 2010
Report Period To
24 Dec 2010
RAG Status
Green
Report Number
2
Milestones (from draft PPD – still to be
confirmed)
Planned Date
(from PPD)
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
Produce Architectural Design for Symantec
eVault and integration with Exchange 2010
Jan 2011
Complete Evault Upgrade
Jan 2011
Build a working, supportable and
manageable pilot Exchange 2010
environment.
Feb 2011
Produce strategy for migration of Outlook
2010 Client.
Produce a strategy for migrating to Microsoft
Forefront Online Protection for Exchange
(FOPE).
Expected Date
Date Completed
Feb 2011
Feb 2011
Knowledge transfer/training of ISMS staff
Mar 2011
Provide guidance and light-touch training
regime for staff, integrating with OCS 2007
and Windows 7 rollouts.
Mar 2011
Complete Pilot in ISMS
Apr 2010
Complete Rollout and Training by
Jun 2011
End Project Activities
Jul 2011
Progress achieved this period
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Placed formal orders with Blue Source and Salford
Workshop held between Salford and technical team on 15/12
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Workshop held between Blue Source and technical team on 20/12
Procedure received from Blue Source for the upgrade.
Meeting held with HR to discuss training – note HR do not believe that a training need
analysis will be of use.
Placed order with Phoenix for IT Academy CBT following agreement from Gregor and Joe
Produced draft training plan for Outlook 2010 and sent to Brendan Hoare to add OCS training
Held meeting with Gregor, Joe and Rob to discuss dependencies
Refined PPD and plans following meetings with consultancies
Outlook for next period

Obtain design from Salford
 Refine and agree PPD and Project plan
 Determine who will be the Project senior user

Agree Design, PPD at Project Board

Submit Change Requests for Evault Upgrade

Deploy new EV Client
 Upgrade Evault to Version 9 (25/1/11)

Implement server infrastructure for Exchange 2010
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
M
H
OCS project to confirm that this is not
an issue.
during
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when rolling out OCS
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.
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
Blue Source have advised that it is necessary to
deploy the Latest EV client before we can carry out
the EV upgrade.
H
Operations will test the new
client and raise a change
request for rollout in mid-Jan.
Key technical staff will be unavailable
during January/February due to
Exchange 2010 training as follows:
17th January – Richard
Mainprize
10th January – Nigel, Tim,
Ian and Simon
7th February - Rob
Also Rob will not be available for 5
further days in January and Ian has
leave booked in early Jan.
Change Requests
Status
Priority
(H ,M ,L)
Progress / Support Required
Two change requests to be produced
next month by Ops for EV upgrade.
Not yet
drafted
h
NH,TS to produce Change
Requests
VARIANCE
RAG
REASON
Budget Variance
Amber
60K has been allowed for in the original budget. 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
the design has been received from Salford.
Out of the budget we have spent £16,435 and have
£43,564 left.
Schedule Variance (time)
Green
Key technical staff will be unavailable during
January/February due to Exchange 2010 training as
follows:
17th January – Richard Mainprize
10th January – Nigel, Tim, Ian and Simon
7th February - Rob
Also Rob will not be available for 5 further days in January
Resource Variance
Green
Resources have been requested and approved for
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January – but see risks above.
Scope Variance
Amber
Project Kick off meeting agreed that OCS 2007 client
deployment be included within project scope.
The kick-off meeting agreed that the project will
investigate a training needs analysis with HR for aspects
that are not in scope e.g. Office 2010, Windows 7. Details
of training needs are awaited from HR. Update 22/12, HR
advise that a TNA would not be much help and do not
propose to do this.
Quality Variance
Green
Stakeholder Issue
Green
Risk Level
Green
Graham Howarth is not prepared to be senior user but has
suggested Bill Pollard. Gregor will ask CMT whether there
are any other volunteers.
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