EXCHANGE 2007 T0 OFFICE 365 MIGRATION PROJECT

EXCHANGE 2007 T0 OFFICE 365 MIGRATION PROJECT

JESSICA GRAF

ISTM5015 - Complex IT Glob Enterprise Sys

Capella University

Dr. Jose Lepervanche

September 13, 2014


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Table of Contents

PROJECT DESCRIPTION .................................................................................................................. 3

Problem Statement ............................................................................................................................................ 5

Benefits ............................................................................................................................................................... 6

End State ............................................................................................................................................................. 6

Deliverables ........................................................................................................................................................ 7

Scope ................................................................................................................................................................... 7

Stakeholders and Project Roles ..................................................................................................................... 8

Tasks and Schedule .......................................................................................................................................... 9

Budget Cost ........................................................................................................................................................ 9

Risk Management ............................................................................................................................................ 10

Communications and Reporting Plan .......................................................................................................... 10

Change Control Management ........................................................................................................................ 10

Project Repository ........................................................................................................................................... 11

IMPLEMENTATION PLAN ............................................................................................................... 11

High Level Tasks ............................................................................................................................................. 12 Figure 1 High-Level Tasks/Milestones .......................................................................................................... 12

Budget for Project ........................................................................................................................................... 13 Figure 2: Project Cost Summary .................................................................................................................... 14

Human and Technology Resources ............................................................................................................. 14 Figure 3 Breakdown of Project Roles ............................................................................................................ 15

Risk Plan ........................................................................................................................................................... 15 Figure 4 Project Risks ..................................................................................................................................... 16

Communication and Reporting Plan ............................................................................................................ 17 Meetings ................................................................................................................................................................ 17

Figure 5 Standing Meetings Summary .......................................................................................................... 17 Status Reports ...................................................................................................................................................... 18

STATUS REPORT ............................................................................................................................... 19

Meeting Minutes: ............................................................................................................................................. 20


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Project Status Summary ...................................................................................................................................... 20 Project Progress/Accomplishments ................................................................................................................... 20 Attention Areas ..................................................................................................................................................... 21 Project Schedule Issues/Updates ...................................................................................................................... 21 Deliverables ........................................................................................................................................................... 22 Cost Reports ......................................................................................................................................................... 22

Figure 6: Project Costs .................................................................................................................................... 22 Summary Resources: .......................................................................................................................................... 23

Figure 7: Resource Allocation Summary ...................................................................................................... 23 Goals for Next Week Review .............................................................................................................................. 23

Table 1: Goals and Responsibility ................................................................................................................. 23

PROJECT DASHBOARD ................................................................................................................. 25 Figure 1: Project Dashboard as of August 16, 2014 ................................................................................... 25

Work Accomplished ........................................................................................................................................ 27 Figure 2: WBS Tasks Completed .................................................................................................................. 27

Updated WBS ................................................................................................................................................... 28 Figure 3: Updated WBS .................................................................................................................................. 28

Project Cost Summary .................................................................................................................................... 30 Figure 4: Project Expenditures Summary ..................................................................................................... 30

Resource Usage log ........................................................................................................................................ 31 Figure 5: Resource Log ................................................................................................................................... 31

Project Deliverables ........................................................................................................................................ 32

UNPLANNED CHANGE .................................................................................................................... 33

Meeting Minutes: ............................................................................................................................................. 34

Project Status Summary: ............................................................................................................................... 34 Project Progress/Accomplishments: .................................................................................................................. 35 Project Schedule Issues/Updates: ..................................................................................................................... 35 Deliverables: .......................................................................................................................................................... 36 Cost Reports: ........................................................................................................................................................ 36

Figure 1: Project Costs .................................................................................................................................... 36 Summary Resources: .......................................................................................................................................... 37

Figure 2: Resource Allocation Summary ...................................................................................................... 37 Goals for Next Week Review: ............................................................................................................................. 37

Table 1: Goals and Responsibility ................................................................................................................. 37

PROJECT DASHBOARD ................................................................................................................. 39 Figure 1: Project Dashboard as of August 16, 2014 ................................................................................... 39

Work Accomplished ........................................................................................................................................ 40 Figure 2: WBS Tasks Completed .................................................................................................................. 40

Updated WBS ................................................................................................................................................... 41


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Figure 3: Updated WBS .................................................................................................................................. 41

Project Budget Summary ............................................................................................................................... 43 Figure 4: Project Expenditures Summary ..................................................................................................... 43

Resource Usage Log ....................................................................................................................................... 44 Figure 5: Resource Log ................................................................................................................................... 44

ISSUE LOG ............................................................................................................................................ 44 Figure 6: Issue Log .......................................................................................................................................... 44

PROJECT CLOSURE REPORT ..................................................................................................... 46

PROJECT CLOSURE REPORT PURPOSE .................................................................................................. 46

PROJECT CLOSURE REPORT GOALS ....................................................................................................... 46 Milestones .............................................................................................................................................................. 46 Outstanding Issues, Risks, and Recommendations ........................................................................................ 47 Tasks and Activities required to close the Project ........................................................................................... 47 Project highlights and Best Practices ................................................................................................................ 47

PROJECT CLOSURE REPORT SUMMARY ................................................................................................. 48 Project Background Overview ............................................................................................................................ 48 Project Highlights and Best Practices ............................................................................................................... 49 Project Closure Synopsis .................................................................................................................................... 49

PROJECT METRICS PERFORMANCE .......................................................................................................... 49 Goals and Objectives Performance ................................................................................................................... 49 Success Criteria Performance ............................................................................................................................ 49 Milestone and Deliverables Performance ......................................................................................................... 50 Schedule Performance ........................................................................................................................................ 50 Budget Performance ............................................................................................................................................ 51 Metrics Performance Recommendations .......................................................................................................... 51

PROJECT CLOSURE TASKS ......................................................................................................................... 51 Resource Management ....................................................................................................................................... 51 Issue Management ............................................................................................................................................... 52

Risk Management ............................................................................................................................................ 53 Quality Management ............................................................................................................................................ 53 Communication Management ............................................................................................................................. 54 Customer Expectation Management ................................................................................................................. 54 Asset Management .............................................................................................................................................. 55 Lessons Learned .................................................................................................................................................. 55 Project Closure Recommendations ................................................................................................................... 55

Project Description


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Circe Inc. is a global software development company with current customers in the

health care and manufacturing marketplace. It has 1,000 employees that have mailboxes on

Exchange 2007, which internal IT sustains.

Circe Inc. employees, in addition use mobile devices such as IPhone, IPads, Android

phones, and tablets and Blackberry devices. Blackberry devices link to the Blackberry

Enterprise server that are the responsibility of internal IT.

The goal of this project is to take email and mobile device server maintenance off the

shoulders of our internal IT and outsource it to Microsoft’s Office 365 offering. This would allow

the internal IT team to concentrate supporting the servers critical to our global software

development teams, along with saving the company money. By going to Office 365, Circe Inc.

can choose the plan that will be the most cost effective.

Employees will still be able to use their current mobile devices since Office 365 allows

not only Exchange Active Sync, but Outlook Web Access as well. The Blackberry devices will

need to be upgrade to the current device and one that allows Active Sync since in this project

the Blackberry servers are to be decommissioned since they will no longer be needed.

In order to make this project a success, I believe that Circe Inc. would benefit most if

they choose one of the three project management models or a combination of the methods from

any of the three.

1. Adaptive Project Framework – This model will allow Circe Inc., to make sure that during

the project implementation , that the project scope is kept flexible and can be adjusted in

order to get the maximum business impact

2. Crystal Method - This is a more agile model, which is very close to the model Circe Inc.

uses to develop software. It is more focused on the team’s communication, skills,


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people, and how they interact in order to get the project done. It is not so focused on

processes.

3. ITIL – This model will give us a framework for best practices on how we should involve

different teams in the project.

As project manager, I am assuming that Circe Inc. is committed to the process and

resources it will take to get this project done successfully. In addition, that they also aware that

there will be a financial commitment as well to licensing Office 365 and updating the Blackberry

devices and they will need to provide users training once they are on Office 365.

This project will need at least two Exchange resources and a mobile device resources

full time for the 8 weeks that the project is scheduled to run. It will need extended resources

from Microsoft or other third parties in order to help them implement the migration and

decommission the Blackberry servers. We will also need resources from the training

department to develop and deliver training to the users on how Office 365 will work. In addition,

this project will need help from networking and security on a part time bases.

After discussing this with the internal IT teams, they do have the resources available, but

there are other projects in the pipeline, especially for networking. Networking is already

shorthanded so it might mean having to be flexible to when we use the resources we need from

them. The best time to schedule this project would be the beginning of the year for the months

of January and February, which is the best time for all teams, involved.

Problem Statement The issue facing Circe Inc. is the growing cost of maintaining and upgrading the current

Exchange 2007 and the Blackberry Enterprise environments. The cost of maintaining a 24/7

environment for a global company of 1000 users is continuing to stretch the budget and the IT

resources. The amount of time spend patching, troubleshooting and updating servers and


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mobile devices leave the current IT department shorthanded to meet the needs of the software

developers as far as server builds and maintaining the development environment.

Benefits The resulting advantages will be recognized from migrating to Office 365:

Remote Workplace.

o The ability to access and edit business data from any smart phone, tablet

or computer.

o Flexibility to do our jobs and recruit developers who work from home or

other locations other than the office.

Reliability

o Letting Microsoft handle the patching and maintenance of the servers. The

downtime will be drastically reduced.

o Being on the current release of Exchange and being able to take

advantage of its stability.

o Being able to support the newest mobile devices including email with such

features as Outlook Anywhere and Office Web Applications.

Resources

o Freeing up our technical resources from troubleshooting and maintaining

an Exchange and Blackberry environment.

o

End State Circe Inc. will be fully migrated to Office 365. Exchange and Blackberry servers will no

longer be in the environment. They will be able to access their email and other business data


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from any mobile device. IT will be responsible for administrating the users in the Office 365

environment and for the initial configuration backup and archiving services. After that Microsoft

will handle all patching and maintenance

Deliverables The subsequent are project deliverables:

Create Circe Inc. official documents such as training resources to be transferred

to the Circe employees.

To migrate the current Exchange 2007 to Office 365.

To decommission all Blackberry and Exchange servers

Scope The following are in scope for this effort of work:

To rollout new Blackberry devices with Active Sync.

To configure existing smartphones and tablets to use Office 365.

To provide training to IT, helpdesk and users on Office 365.

Knowledge transfer to IT on the administration of users in Office 365


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Stakeholders and Project Roles

Management Upper level Executives that are stakeholders in the project

Project Manager The main contact between the stakeholders and the team, in addition to making sure milestones and tasks are completed on time and with the correct resources.

Trainers Resources that will train staff and users to use Office 365 and new mobile devices. They will develop and deliver training

Technical Communicators Resources responsible for crafting the communications for the users

Deployment Team The team that will deploy Office 365 and decommission the BES servers in the environment

Network Analyst A resource that will help with any network and firewall issues

Microsoft Resource A 3rd party resource to help with the migration to Office 365

Exchange Analyst Lead resource on getting Exchange 2007 to Office 365

BES Analyst Lead resource to decommission BES servers and help with devices

RIM Resource A 3rd party resource to help with the BES server and devices


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Tasks and Schedule Task Name Duration Start Finish

Exchange 2007 to Office 365 Migration

74 days Mon 7/7/14 Tue 10/14/14

Scope 4.5 days Mon 7/21/14 Fri 7/25/14

Preliminary planning 10 days Mon 7/7/14 Fri 7/18/14

Tech Preparation 7 days Tue 8/5/14 Wed 8/13/14

User Preparation 15 days Tue 8/5/14 Mon 8/25/14

Training 19 days Tue 8/5/14 Fri 8/29/14

Documentation 24.5 days Tue 8/5/14 Mon 9/8/14

Pilot 8.33 days Tue 8/5/14 Fri 8/15/14

Deployment 7 days Fri 9/19/14 Thu 9/25/14

Post Implementation Review

2 days Fri 10/10/14 Tue 10/14/14

Migration completed 0 days Tue 10/14/14 Tue 10/14/14

.

Budget Cost

Name Cost

Scope $12,180.00

Preliminary planning

$26,920.00

Tech Preparation

$8,102.00

User Preparation

$10,160.00

Training $10,160.00

Documentation $8,600.00

Pilot $10,560.00

Deployment $27,040.00

Post Implementation Review

$4,320.00

Migration completed

$0.00

Total $118,042.00


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Risk Management

The area where we will have the most risk in this project is the running the cutover batch

file and moving over the mx records which will cause an outage in the email system. One

method of diminishing this is to burn .psts of all mailboxes from the server and placing it in the

users share so they can access it in case the move does not bring over all their data. The

second method is to assure that Outlook clients forward email to the Office 365 mailboxes

during the cutover so no inbound mail is lost.

These are the reasons that we will be piloting this with a small number of users with

various mobile devices to make sure that any issues that could be cause by migrating the data

to Office 365 can be addressed before moving the majority of the users.

Communications and Reporting Plan

The communication plan will consist of weekly status meetings to review the weekly

status reports. The meetings will involve major stakeholders from all departments involved in the

project. Also, we will be using project server to host a website to give up to date status on the

project along with discussions boards and an issue wiki. This will give access to departments

involved in the project a place where they can see at a glance KPI, timelines and tasks that are

due at a glance. .

Change Control Management


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Below is the process how change control will be approach during this project.

Project Repository

The project will be using SharePoint and Project Server to maintain a repository of the

issues and documents for this project.

Implementation Plan


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High Level Tasks

The high-level tasks and milestones listed below are crucial to the project. Each

milestone is and high level task is a stage that needs to happen before the next milestone can

be started. Even though some milestones can run congruent to each other, each milestone is

dependent on the one before it.

Figure 1 High-Level Tasks/Milestones

Task Name Duration Start Finish

Scope 8 days Mon 9/1/14 Wed 9/10/14

Determine project scope 8 hrs Mon 9/1/14 Mon 9/1/14

Secure core resources 1 day Tue 9/9/14 Tue 9/9/14

Preliminary planning 5.5 days Thu

9/11/14

Thu 9/18/14

Budget 1 day Thu

9/11/14

Thu 9/11/14

Obtain approvals to proceed

(concept, timeline, budget)

4 hrs Wed

9/17/14

Wed 9/17/14

Tech Preparation 50 days Mon

9/22/14

Fri 11/28/14

User Preparation 15.72 days Thu

9/18/14

Wed 10/8/14

Announce migration officially to

Company

3 hrs Wed

9/24/14

Tue 9/30/14

Training 20 days Wed

10/8/14

Wed 11/5/14


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Develop training materials 2 wks Fri

10/10/14

Fri 10/24/14

Documentation 25.72

days

Wed

10/29/14

Wed 12/3/14

Develop Help specification 1 day Wed

10/29/14

Thu 11/6/14

Develop user manuals 1.5

wks

Tue 11/18/14 Thu 11/27/14

Pilot 33.33

days

Mon 12/1/14 Thu 1/15/15

Obtain user feedback 6 wks Wed 12/3/14 Wed 1/14/15

Deployment 15.67

days

Thu 1/15/15 Thu 2/5/15

Post Implementation Review 2

days

Fri 2/6/15 Mon 2/9/15

Migration completed 1 day Tue 2/10/15 Tue 2/10/15

Budget for Project

The budget for this project is below and is broken down by milestones and start dates.

This includes the development of training, training materials and documentation of the process

and administration of Office 365 for Circe Inc. The total cost of this project will $139,730.


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Figure 2: Project Cost Summary

Name Cost Start

Scope $17,880.00 Mon 9/1/14

Preliminary planning $14,040.00 Thu 9/11/14

Tech Preparation $8,050.00 Mon 9/22/14

User Preparation $10,160.00 Thu 9/18/14

Training $10,160.00 Wed 10/8/14

Documentation $8,600.00 Wed 10/29/14

Pilot $40,560.00 Mon 12/1/14

Deployment $23,440.00 Thu 1/15/15

Post Implementation Review $4,320.00 Fri 2/6/15

Migration completed $2,520.00 Tue 2/10/15

Human and Technology Resources

The resources needed for this project have been carefully selected. The management

team has been responsible for six very successful implementations inside Circe. The project

manager assigned to this venture has 14 years’ experience in Exchange and has certification in

Office 365 and her PMP. She has managed large global projects for Fortune 500 companies.

The BES and Exchange analyst have been with Circe for a combination of 15 years. They

administered the current Exchange environment and have taken Microsoft training for Office

365.

The Deployment team is a five person group that will be handling the migration of users

to Office 365, decommissioning the BES environment and troubleshooting issues on the

technical side of this migration. The trainers, technical communicators, and testers are Circe

employees that have tested and developed training material and delivered communications on


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many internal and external projects. Lastly, we have contracted a RIM and Microsoft analyst to

make sure we are following best practices during and after this migration.

Figure 3 Breakdown of Project Roles

Name Remaining Work

Management 75 hrs

Project Manager 138 hrs

Testers 40 hrs

Trainers 152 hrs

Technical Communicators 192 hrs

Deployment Team 382.67 hrs

Network Analyst 0.8 hrs

Microsoft Resource 31.87 hrs

Exchange Analyst 90.67 hrs

BES Analyst 86.5 hrs

RIM Resource 46.5 hrs

Risk Plan

This project will make use of a recognized risk management platform to proactively

classify and remove prospective complications that could influence excellence. By identifying

and prioritizing project goals project management can focus a metrics program to specific areas

relevant to the project. When selecting a risk management process, we have included directives

are that significant to this project. These risks must be acknowledged, ordered, and then

followed over the life cycle of this venture.


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The project leader is accountable for guaranteeing the risks are being coped with in an

efficient manner. In turn the project team is answerable for categorizing possibilities and

defining the effect that they may possibly have. The resulting possibilities were acknowledged

for this plan, and the modification activities to be engaged for each one to curtail the bearing on

the plan.

Figure 4 Project Risks

Risk

No.

Risk Description Probability

(HML)

Impact

(HML)

Risk Owner Mitigation Plan

1 Circe Inc. will not

be able to secure

the services

needed from

Microsoft

L H Management

Project

Manager

Management will make sure all

contracts for services for the

migration are approved and

signed before the preliminary

planning starts

2 Technical

preparation for

the migration

takes longer than

expected

M H Development

Team

Project

Manager

Development Team will provide

updates three times a week on

status and any issues

3 Training material

and delivery will

not be scheduled

due constraints

L M Project

Manager

Trainers

Trainers will coordinate with

managers to schedule training

with their teams

4 New Blackberry

devices will not

arrive in a timely

manner

M H Vendor

Project

Manager

Project Manager will request

order status from the

telecommunications team

about handheld status and

have them ordered during the

preliminary planning


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Communication and Reporting Plan

In this project as in any project, operational communication is going to be imperative to

winning in the arena of program unification and project management. The communication

strategy must warrant all participants and contributors concerned with the project are kept up-to-

date in a judicious method, and that material flows spontaneously among the numerous

participants. The precise purpose of this tactic will contain the subsequent motives:

Deliver precise and beneficial statistics, material and updates to the interested

parties.

Hand out intelligence in an appropriate and valuable manner to all backers

Smooth the progress of response controls concerning participants and the

decision-making groups.

The announcement of strategic choices and/or business policy prerequisites

Meetings A consultation arrangement will be created to synchronize project actions and to deliver

consistent apprises on the project to all participants. The conference agenda will be

restructured founded on the essentials of the inclusive project over time; nevertheless, up-to-

date established get-togethers are labeled in the table below.

Figure 5 Standing Meetings Summary

Channel Delivered By Purpose Frequency

Directing

Group/Project

Sponsor

Management/

Project Managers

To apprise senior managers on

project advancement.

Managerial level status exposure

Bi-Weekly


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Authorizations as necessitated.

Project Team

Meetings

Project Manager/

Team Members

Project team participants make

available regular status and bring up-

to-date task to the project leads

Twice a

week

Status Reports Systematic status updates will be compulsory to maintain project contributors update

information for both definite project modules and complete project status. The project managers

will produce a project status report. The status report will feature milestone events, tasks,

dependencies and dates indispensable to accomplish the plan.


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Status Report

Date: August 16, 2014; 2:00 pm CST

Meeting Subject: Status Meeting for Project 2014EXCH

Attendees:

Jessica Graf (PM)

Amy Bogac (Project Sponsor)

Delina Fournier (Finance)

Robin Beauchamp (IT/Testing/Accountability)

Claire Limoges (Curriculum)

Aries Graf (Operations/Training)

Maggie Lopez (Human Resources)

Meeting Agenda:

Project Status Summary

Project Progress/Accomplishments

Attention Areas

Project Schedule Issues/Updates

Deliverables

Cost Reports

Resource Updates

Goals for Next Review


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Meeting Minutes: Jessica Graf the PM for this project began the meeting by introducing the attendees and

going over the agenda for the meeting. In addition, she explained how the meeting was going to

proceed so that all the information in the agenda would be covered and still have time for

questions.

Project Status Summary:

The Project Manager spoke to the status of the project. She was especially

concerned about the progress of the funding and the delays it is causing

The Project Sponsor indicated that the project does not have a budget in place

yet and that she is working on getting the budget approved. She also stressed that this

project needs to be done by end of 1st quarter 2015.

Project Progress/Accomplishments:

Robin Beauchamp spoke to the fact that IT has completed some of the

tasks set forth for them. They confirmed the DNS records and set up Exchange

2007 for Outlook Anywhere. In addition, they have started to prepare the BES

servers in other regions to be decommissioned. According to the regions they are

75% done with transferring their users from BES to using Active Sync on their

blackberry devices.

Maggie Lopez talked about how we have contracted consultants from

both RIM and MS to help with the migration and were waiting to schedule them to be


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on site. In addition, the user communication and how the training would be delivered

was also completed.

Attention Areas:

Delina Fournier discussed what is happening with the budget. The biggest area

of concern is the cost of having RIM and MS on site to help with the migration. The

feeling is that it is a waste of project money and that the budget is too high. She

understands this putting the project behind schedule. She is hopeful that the budget can

be finalized this coming week.

Project Schedule Issues/Updates:

Robin Beauchamp discussed that even though they have made headway

in the technical preparation, they cannot do anything further until the budget is

approved and we have a contract signed with Microsoft for Office 365

Maggie Lopez addressed the fact that resources for the project will be slim

during the holiday season (Thanksgiving through New Year’s) which could put

the project further behind.

Claire Limoges discussed that training will need to be scheduled before

the holidays to make sure that trainers and users are available.


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Jessica Graf updated the group on the preliminary planning that is all

complete expect for the budget portion. Also, that the Deployment team has been

filled out and are now scheduled to be dedicated to the project for the duration.

She is waiting to hear about the Exchange and BES resource availability if the

project milestones get behind.

Deliverables:

A new WBS was distributed among the project team along with a new

copy of the estimated budget.

A copy of the critical data items were distributed amongst the project team

for review.

Cost Reports:

With the delays we are only 20% done and have spent 31,497.50 of the baseline

budget of 128,585.00. The overall cost variance is 3,301.50 so far

Figure 6: Project Costs

Name Remaining Cost

Actual Cost Cost ACWP

Scope $0.00 $9,600.00 $9,600.00 $9,600.00 Define preliminary resources $0.00 $5,400.00 $5,400.00 $5,400.00 Preliminary planning $2,250.00 $6,697.50 $8,947.50 $6,697.50 Tech Preparation $7,854.00 $1,720.00 $9,574.00 $1,720.00 User Preparation $2,520.00 $7,640.00 $10,160.00 $6,480.00 Training $9,720.00 $440.00 $10,160.00 $0.00


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Documentation $8,600.00 $0.00 $8,600.00 $0.00 Pilot $40,560.00 $0.00 $40,560.00 $0.00 Deployment $23,440.00 $0.00 $23,440.00 $0.00 Post Implementation Review $4,320.00 $0.00 $4,320.00 $0.00 Migration completed $0.00 $0.00 $0.00 $0.00

Summary Resources:

The allocation of resources to-date for the project are identified as follows

Figure 7: Resource Allocation Summary

Name Start Finish Remaining Work Management Mon 7/7/14 Mon 2/9/15 19.43 hrs Project Manager Fri 7/11/14 Mon 2/9/15 83.48 hrs Testers Wed 1/28/15 Tue 2/3/15 40 hrs Trainers Fri 8/22/14 Thu 9/18/14 144 hrs Technical Communicators Mon 7/28/14 Thu 11/27/14 176 hrs Deployment Team Fri 7/18/14 Mon 2/9/15 382.57 hrs Network Analyst Thu 7/24/14 Fri 7/25/14 24 hrs Microsoft Resource Wed 7/23/14 Fri 1/23/15 27.07 hrs Exchange Analyst Wed 7/23/14 Tue 2/3/15 79.07 hrs BES Analyst Wed 7/30/14 Thu 2/5/15 71.25 hrs RIM Resource Wed 7/30/14 Thu 2/5/15 31.25 hrs

Goals for Next Week Review:

Table 1: Goals and Responsibility

Goal Item Responsibility

Update on Budget Delina Fournier

Update on Microsoft contract Amy Bogac


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Update on Blackberry Devices Robin Beauchamp

Update on Helpdesk documentation Aries Graf

Update on training classes and trainers Aries Graf, Maggie Lopez

Meeting was adjourned at 4:00 pm

Meeting Minutes Approval/Review: August 16, 2014

Approved: August 16, 2014

Jessica Graf Project Manager


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Project Dashboard

The following Project Dashboard defines the overall summary of the project health, status, and

accomplishments/issues:

Figure 1: Project Dashboard as of August 16, 2014

Project Summary

Project is currently on Milestone 5

Overall Project Status

Data Warehouse Project (8/16/2014)

Schedule

Project is

behind

schedule by

14 – 30 days

Staffing Still waiting for

Exchange/RIM

resources

Scope Adequate

scope

Budget Budget still

has not been

approved

Dependency Budget must

be approved

Accomplishments

IT has started on the tasks for Technical

Preparation

In house resources have been secured for

the duration

RIM/Exchange 3rd party resources have

been found\

User communication has been completed

Training method has been identified

Urgent Action/Issues

Budget must be approved

Contracts for Office 365 have to be signed

Training and trainers must be scheduled

Exchange 2007 to Office 365 Migration Project Scorecard

1

2

3

4

5

6

7

Y

Y R

G

Y

G

Y

G

G

R

Y

Exchange 2007 to Office 365 Project Page 26

% Complete Task Name

20% Exchange 2007 to Office 365 Migration

100% Scope

100% Determine project scope

100% Secure project sponsorship

99% Define preliminary resources

100% Secure core resources

100% Scope complete

78% Prelimnary planning

45% Budget

67% Review Project Scope with Development team

100% Revise Scope based on Feedback

100% Develop delivery timeline

100% Obtain approvals to proceed (concept, timeline, budget)

100% Preliminary Planning complete

23% Tech Preparation

100% Check the DNS Records for the domain

0% Create the users with email addresse

0% Select the services that will be needed

100% Configure Outlook Anywhere in Exchange 2007

0% Create a Migration Endpoint

0% Create Migration Batch

0% Have Microsoft review Preparation

50% Prep BES servers for decommisioning

0% Present Action plans to Management

0% Approval to go forward

0% Tech prep commplete

60% User Preparation

100% Create User communication

0% Announce migration offically to Company

50% Update Blackberrys to Active Sync

0% User Preparation completed

5% Training

50% Identify training delivery methodology (computer based training, classroom, etc.)

0% Develop training materials

0% Conduct training usability study

0% Finalize training materials

0% Develop training delivery mechanism

0% Training materials complete

0% Documentation

0% Develop Help specification

0% Review Help documentation

0% Incorporate Help documentation feedback

0% Develop user manuals specifications

0% Develop user manuals

0% Review all user documentation

0% Incorporate user documentation feedback

0% Documentation complete

0% Pilot

0% Identify test group

0% Develop software delivery mechanism

0% Migrate the pilot users

0% Obtain user feedback

0% Evaluate testing information

0% Pilot complete

0% Deployment

0% Determine final deployment strategy

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0% Develop deployment methodology

0% Secure deployment resources

0% Train support staff

0% Run Cut over migration batch

0% Point MX record to Office 365

0% Verify mail flow

0% Verify all mobile devices are syncing correctly with Exchange Active sync

0% Decommission BES servers

0% Deployment complete

0% Post Implementation Review

0% Document lessons learned

0% Distribute to team members

0% Post implementation review complete

0% Migration completed

Work Accomplished

The project tasks completed for this project

Figure 2: WBS Tasks Completed

Task Name Duration Start Finish Resource Names

Determine project scope 3 days Mon 7/7/14 Wed 7/9/14 Management

Secure project sponsorship 2 days Thu 7/10/14 Fri 7/11/14 Management, Project Manager

Secure core resources 2 days Mon 7/14/14 Wed 7/16/14 Project Manager

Scope complete 3 days Wed 7/16/14 Fri 7/18/14 Project Manager

Revise Scope based on Feedback 1 day Fri 7/18/14 Mon 7/21/14 Project Manager

Develop delivery timeline 1 day Mon 7/21/14 Mon 7/21/14 Project Manager


(concept, timeline, budget) 4 hrs Tue 7/22/14 Tue 7/22/14 Management, Project Manager

Preliminary Planning complete 2 days Tue 7/22/14 Wed 7/23/14 Project Manager

Check the DNS Records for the

domain 0.25 days Wed 7/23/14 Wed 7/23/14

Exchange Analyst, Microsoft

Resource

Configure Outlook Anywhere in

Exchange 2007 1 day Thu 7/24/14 Fri 7/25/14

Exchange Analyst, Microsoft

Resource[15%],Network

Analyst[10%]

Create User communication 2 days Mon 7/28/14 Mon 8/4/14 Technical Communicators,

Project Manager, Management

28

Updated WBS The following is the Project’s updated WBS:

Figure 3: Updated WBS


Exchange 2007 to Office 365

Migration 159 days? Mon 7/7/14 Tue 2/10/15

Scope 5 days Mon 7/7/14 Fri 7/11/14

Determine project scope 3 days Mon 7/7/14 Wed 7/9/14

Secure project sponsorship 2 days Thu 7/10/14 Fri 7/11/14

Define preliminary resources 4 days Mon 7/14/14 Thu 7/17/14

Secure core resources 2 days Mon 7/14/14 Wed 7/16/14

Scope complete 3 days Wed 7/16/14 Fri 7/18/14

Prelimnary planning 10 days Wed 7/16/14 Tue 7/29/14

Budget 2 days Wed 7/16/14 Wed 7/23/14

Review Project Scope with

Development team 2.99 days Fri 7/18/14 Tue 8/5/14

Revise Scope based on

Feedback 1 day Fri 7/18/14 Mon 7/21/14

Develop delivery timeline 1 day Mon 7/21/14 Mon 7/21/14


(concept, timeline, budget) 4 hrs Tue 7/22/14 Tue 7/22/14

Preliminary Planning complete 2 days Tue 7/22/14 Wed 7/23/14

Tech Preparation 7 days? Wed 7/23/14 Thu 7/31/14

Check the DNS Records for the

domain 0.25 days? Wed 7/23/14 Wed 7/23/14

Create the users with email

addresse 0.8 days Wed 7/23/14 Thu 7/24/14

Select the services that will be

needed 2 hrs Thu 7/24/14 Thu 7/24/14

Configure Outlook Anywhere in

Exchange 2007 1 day Thu 7/24/14 Fri 7/25/14

Create a Migration Endpoint 1 day Fri 7/25/14 Fri 7/25/14

Create Migration Batch 0.5 days Mon 7/28/14 Mon 7/28/14

Have Microsoft review

Preparation 8 hrs Mon 7/28/14 Mon 7/28/14

Prep BES servers for

decommisioning 1 day Wed 7/30/14 Wed 7/30/14

Present Action plans to

Management 4 hrs Thu 7/31/14 Thu 7/31/14

Approval to go forward 2 hrs Thu 7/31/14 Thu 7/31/14

Tech prep commplete 1 day Thu 7/31/14 Thu 7/31/14

User Preparation 19.63 days Mon 7/28/14 Fri 8/22/14

Create User communication 2 days Mon 7/28/14 Mon 8/4/14

Announce migration offically to

Company 3 hrs Thu 7/31/14 Wed 8/6/14

Update Blackberrys to Active

Sync 5.63 days Fri 8/15/14 Fri 8/22/14

User Preparation completed 0 days Fri 8/22/14 Fri 8/22/14

29

Training 20 days Fri 8/22/14 Fri 9/19/14

Identify training delivery

methodology (computer based

training, classroom, etc.)

2 days Fri 8/22/14 Tue 8/26/14

Develop training materials 2 wks Tue 8/26/14 Tue 9/9/14

Conduct training usability study 4 days Tue 9/9/14 Mon 9/15/14

Finalize training materials 1 day Mon 9/15/14 Tue 9/16/14

Develop training delivery

mechanism 2 days Tue 9/16/14 Thu 9/18/14

Training materials complete 1 day Thu 9/18/14 Fri 9/19/14

Documentation 22 days Wed 10/29/14 Fri 11/28/14

Develop Help specification 1 day Wed 10/29/14 Wed 10/29/14

Review Help documentation 4 days Thu 10/30/14 Tue 11/4/14

Incorporate Help

documentation feedback 2 days Wed 11/5/14 Thu 11/6/14

Develop user manuals

specifications 3 days Fri 11/7/14 Tue 11/11/14

Develop user manuals 1.5 wks Wed 11/12/14 Fri 11/21/14

Review all user documentation 2 days Fri 11/21/14 Tue 11/25/14

Incorporate user documentation

feedback 2 days Tue 11/25/14 Thu 11/27/14

Documentation complete 0 days Fri 11/28/14 Fri 11/28/14

Pilot 33.33 days Mon 12/1/14 Thu 1/15/15

Identify test group 1 day Mon 12/1/14 Mon 12/1/14

Develop software delivery

mechanism 1 day Tue 12/2/14 Tue 12/2/14

Migrate the pilot users 0.33 days Wed 12/3/14 Wed 12/3/14

Obtain user feedback 6 wks Wed 12/3/14 Wed 1/14/15

Evaluate testing information 1 day Wed 1/14/15 Thu 1/15/15

Pilot complete 0 days Thu 1/15/15 Thu 1/15/15

Deployment 15.67 days Thu 1/15/15 Thu 2/5/15

Determine final deployment

strategy 1 day Thu 1/15/15 Fri 1/16/15

Develop deployment

methodology 1 day Tue 1/20/15 Tue 1/20/15

Secure deployment resources 1 day Wed 1/21/15 Wed 1/21/15

Train support staff 1 day Thu 1/22/15 Thu 1/22/15

Run Cut over migration batch 1 day Fri 1/23/15 Fri 1/23/15

Point MX record to Office 365 2 days Mon 1/26/15 Tue 1/27/15

Verify mail flow 0 days Tue 1/27/15 Tue 1/27/15

Verify all mobile devices are

syncing correctly with Exchange

Active sync

5 days Wed 1/28/15 Tue 2/3/15

Decommision BES servers 2 days Wed 2/4/15 Thu 2/5/15

Deployment complete 0 days Thu 2/5/15 Thu 2/5/15

Post Implementation Review 2 days Fri 2/6/15 Mon 2/9/15

Document lessons learned 1 day Fri 2/6/15 Fri 2/6/15

Distribute to team members 1 day Mon 2/9/15 Mon 2/9/15

Post implementation review

complete 0 days Mon 2/9/15 Mon 2/9/15

Migration completed 1 day Tue 2/10/15 Tue 2/10/15

30

Project Cost Summary With the delays we are only 20% done and have spent 31,497.50 of the baseline budget

of 128,585.00. The overall cost variance is 3,301.50 so far

Figure 4: Project Expenditures Summary

Name Remaining Cost Actual Cost Cost ACWP

Scope $0.00 $9,600.00 $9,600.00 $9,600.00

Define preliminary resources $0.00 $5,400.00 $5,400.00 $5,400.00

Preliminary planning $2,250.00 $6,697.50 $8,947.50 $6,697.50

Tech Preparation $7,854.00 $1,720.00 $9,574.00 $1,720.00

User Preparation $2,520.00 $7,640.00 $10,160.00 $6,480.00

Training $9,720.00 $440.00 $10,160.00 $0.00

Documentation $8,600.00 $0.00 $8,600.00 $0.00

Pilot $40,560.00 $0.00 $40,560.00 $0.00

Deployment $23,440.00 $0.00 $23,440.00 $0.00

Post Implementation Review $4,320.00 $0.00 $4,320.00 $0.00

Migration completed $0.00 $0.00 $0.00 $0.00

31

Resource Usage log The resource usage log is being provided to support the project expenditures to-date:

Figure 5: Resource Log

Name Start Finish Remaining Work

Actual Work

Management Mon 7/7/14 Mon 2/9/15 19.43 hrs 67.13 hrs Project Manager Fri 7/11/14 Mon 2/9/15 83.48 hrs 115.23 hrs Testers Wed 1/28/15 Tue 2/3/15 40 hrs 0 hrs Trainers Fri 8/22/14 Thu 9/18/14 144 hrs 8 hrs Technical Communicators

Mon 7/28/14 Thu 11/27/14

176 hrs 16 hrs

Deployment Team

Fri 7/18/14 Mon 2/9/15 382.57 hrs 0.1 hrs

Network Analyst Thu 7/24/14 Fri 7/25/14 0 hrs 0.8 hrs Microsoft Resource

Wed 7/23/14 Fri 1/23/15 27.07 hrs 3.2 hrs

Exchange Analyst

Wed 7/23/14 Tue 2/3/15 79.07 hrs 10 hrs

BES Analyst Wed 7/30/14 Thu 2/5/15 71.25 hrs 15.25 hrs RIM Resource Wed 7/30/14 Thu 2/5/15 31.25 hrs 15.25 hrs

ISSUE LOG

The following spreadsheet is the Issue Log as of August 16, 2014:

Figure 6: Issue Log

No. Descripti

on Type Priority

(H,M,L) Receipt

Date Originator's

Name Assigned to

Response Date

Status Resolution Close Date Notes/Comments

1 No Office 365 contract

Management H 8/14/2014 Robin Beauchamp

Amy Bogac

8/21/2104 Started Waiting for budget approval

2 Blackberry devices backordered

Operations M 8/12/2014 Aries Graf Aries Graf

8/13/2014 Completed Confirmed New Shipping date

8/13/2014 RIM is shipping all our devices in one order

3 Exchange 2007 needs to patched to get Outlook Anywhere to work

Technical L 8/10/2014 Robin Beauchamp

Robin Beauchamp

8/11/2014 Completed Submitted RFC and patched and reboted servers

8/13/2014

32

4 Holiday Project scheduling

Human Resources

M 8/11/2014 Maggie Lopez Maggie Lopez

8/11/2014 Started

Project Deliverables

The following deliverables have been completed to-date:

Project has been approved

Vendor has been approved

Critical data items have been selected

Project Status Approval:

Prepared Date: August 16, 2014

Prepared By: Jessica Graf


Approval Date: August 17, 2014

Approved By: Amy Bogac

Amy Bogac Project Sponsor

33

Unplanned Change

Date: August 24, 2014; 2:00 pm CST

Meeting Subject: Status Meeting for Project 2014EXCH

Attendees:

Jessica Graf (PM)

Amy Bogac (Project Sponsor)

Delina Fournier (Finance)

Robin Beauchamp (IT/Testing/Accountability)

Claire Limoges (Curriculum)

Aries Graf (Operations/Training)

Maggie Lopez (Human Resources)

Meeting Agenda:

Project Status Summary

Project Progress/Accomplishments

Attention Areas

Project Schedule Issues/Updates

Deliverables

Cost Reports

Resource Updates

Goals for Next Review

34

Meeting Minutes:

Jessica Graf the PM for this project began the meeting by introducing the attendees and

going over the agenda for the meeting. In addition, she explained how the meeting was going to

proceed so that all the information in the agenda would be covered and still have time for

questions.

Project Status Summary:

The Project Manager spoke to the status of the project. There has been a

unplanned changed in both availability of mobile devices and staffing. The executives

have asked for a wider range of choices when it comes to mobile devices to include

BYOD, IPads and Androids. In addition, because of the delays in approving the funding,

we have lost the Blackberry consultant. Maggie Lopez is looking for a local third party

consultant to fill that position. In addition, the preparations for the user migration has

been pushed back since the contract for Office 365 is being signed on Monday August

27, 2014

Amy Bogac talked about how the mobile device options and loss of the

Blackberry resource is a set back. The project is still on track to be implemented in the

first quarter of next year. There was sufficient time padding around the tasks and

milestones that has left some breathing room. She also reported that the budget has

now been approved. In addition, the Office 365 contract is to be signed on August 25th

and we will have access to our environment by the 27th.

35

Project Progress/Accomplishments:

Robin Beauchamp reported that we are now receiving Blackberrys on schedule.

Maggie Lopez and Aries Graf reported that the training delivery method has been

decided. Users will be using computer based training program and putting that together

is ahead of scheduled.

Project Schedule Issues/Updates:

Robin Beauchamp discussed that because of the delay in the Office 365

contract, it has pushed the preparation of that environment back almost 30 days.

However, by having a secondary Exchange resource attached to the project, we can

handle shorten time frame.

Maggie Lopez spoke to the fact that training and documentation is ahead

of schedule right now and that by using the computer based training, we should be

able to lessen the impact of the holiday period to the project.

Jessica Graf updated the group on the preliminary planning that finally

completed. Also, that the Deployment team has been filled out and are now

scheduled to be dedicated to the project for the duration. Even though the Office

365 contract is behind because of the extra resources built into the team and the

work that has already been done, she feels confident that the project will be

completed with the first quarter of next year. She is waiting to hear if we have found

a Blackberry resource locally to backfill the resource that was lost.

36

Deliverables:

A new WBS was distributed among the project team along with a new copy of the

estimated budget.

A copy of the critical data items were distributed amongst the project team for

review.

Cost Reports:


budget of 128,585.00. The overall cost variance is 25,444.00 so far

Figure 1: Project Costs

Name Remaining Cost

Actual Cost Cost ACWP

Scope $0.00 $9,600.00 $9,600.00 $9,600.00


Prelimnary planning $0.00 $28,470.00 $28,470.00 $21,195.00



Training $8,180.00 $1,980.00 $10,160.00 $0.00

Documentation $8,600.00 $0.00 $8,600.00 $0.00

Pilot $39,960.00 $0.00 $39,960.00 $0.00

Deployment $22,240.00 $0.00 $22,240.00 $0.00


37

Summary Resources:

The allocation of resources to-date for the project are identified as follows

(Figure 1):

Figure 2: Resource Allocation Summary

Name Start Finish Remaining Work Management Mon 7/7/14 Mon 2/9/15 19.43 hrs Project Manager Fri 7/11/14 Mon 2/9/15 83.48 hrs Testers Wed 1/28/15 Tue 2/3/15 40 hrs Trainers Fri 8/22/14 Thu 9/18/14 144 hrs Technical Communicators Mon 7/28/14 Thu 11/27/14 176 hrs Deployment Team Fri 7/18/14 Mon 2/9/15 382.57 hrs Network Analyst Thu 7/24/14 Fri 7/25/14 24 hrs Microsoft Resource Wed 7/23/14 Fri 1/23/15 27.07 hrs Exchange Analyst Wed 7/23/14 Tue 2/3/15 79.07 hrs

Goals for Next Week Review:

Table 1: Goals and Responsibility

Goal Item Responsibility

Update on Blackberry Resource Delina Fournier

Update on Microsoft contract Amy Bogac

Update on Apple and Android Devices Robin Beauchamp

Update on Helpdesk documentation Aries Graf

Update on training classes and documentation

Aries Graf, Maggie Lopez

38

Meeting was adjourned at 4:00 pm

Meeting Minutes Approval/Review: August 24, 2014

Approved: August 24, 2014


39

Project Dashboard The following Project Dashboard defines the overall summary of the project health, status, and

accomplishments/issues:

Figure 1: Project Dashboard as of August 16, 2014

Project Summary

Project is currently on Milestone 5

Overall Project Status

Schedule

Project is

behind

schedule by

14 – 30 days

Staffing Still waiting for

Exchange/RIM

resources

Scope Adequate

scope

Budget Budget still

has been

approved

Dependency Budget must

be approved

Accomplishments

IT has started on the tasks for Technical

Preparation

In house resources have been secured for

the duration

User communication has been completed

Migration has been announced

User Test group identified

Training method has been identified

Urgent Action/Issues

Budget must be approved

Contracts for Office 365 have to be signed

Blackberry resource needs to be found

Research into other devices must be

completed

Exchange 2007 to Office 365 Migration Project Scorecard

1

2

3

4

5

6

7

Y

Y R

G

R

G

Y

G

G

GR

G

40

Exchange 2007 to Office 365 Migration Project Proposal

Work Accomplished The project tasks completed for this project

Figure 2: WBS Tasks Completed

Task Name % Complete

Exchange 2007 to Office 365 Migration 33%

Scope 100%

Determine project scope 100%

Secure project sponsorship 100%

Define preliminary resources 100%

Secure core resources 100%

Scope complete 100%

Preliminary planning 100%

Budget 100%

Review Project Scope with Development team 100%

Revise Scope based on Feedback 100%

Develop delivery timeline 100%

Obtain approvals to proceed (concept, timeline, budget) 100%

Preliminary Planning complete 100%

Check the DNS Records for the domain 100%

Configure Outlook Anywhere in Exchange 2007 100%

Prep BES servers for decommissioning 100%

Create User communication 100%

Announce migration officially to Company 100%

41


Updated WBS

The following is the Project’s updated WBS:

Figure 3: Updated WBS


Scope 5 days Mon 7/7/14 Fri 7/11/14

Determine project scope 3 days Mon 7/7/14 Wed 7/9/14

Secure project sponsorship 2 days Thu 7/10/14 Fri 7/11/14

Define preliminary resources 4 days Mon 7/14/14 Thu 7/17/14

Secure core resources 2 days Mon 7/14/14 Wed 7/16/14

Scope complete 3 days Wed 7/16/14 Fri 7/18/14

Preliminary planning 31 days Wed 7/16/14 Wed 8/27/14

Budget 24.19 days Wed 7/16/14 Wed 8/27/14

Review Project Scope with Development team 2 days Fri 7/18/14 Mon 7/21/14

Revise Scope based on Feedback 1 day Fri 7/18/14 Mon 7/21/14

Develop delivery timeline 1 day Mon 7/21/14 Mon 7/21/14

Obtain approvals to proceed (concept, timeline, budget)

4 hrs Tue 7/22/14 Tue 7/22/14

Preliminary Planning complete 2 days Tue 7/22/14 Wed 7/23/14

Tech Preparation 32.25 days? Wed 7/23/14 Fri 9/5/14

Check the DNS Records for the domain 0.25 days? Wed 7/23/14 Wed 7/23/14

Create the users with email addressed 0.8 days Wed 8/27/14 Wed 8/27/14

Select the services that will be needed 2 hrs Thu 8/28/14 Thu 8/28/14

Configure Outlook Anywhere in Exchange 2007 1 day Thu 7/24/14 Fri 7/25/14

Create a Migration Endpoint 1 day Fri 8/29/14 Fri 8/29/14

Create Migration Batch 0.5 days Mon 9/1/14 Mon 9/1/14

Have Microsoft review Preparation 8 hrs Wed 9/3/14 Wed 9/3/14

Prep BES servers for decommissioning 1 day Wed 7/30/14 Thu 9/4/14

Present Action plans to Management 4 hrs Thu 9/4/14 Thu 9/4/14

Approval to go forward 2 hrs Fri 9/5/14 Fri 9/5/14

User Preparation 41.19 days Mon 7/28/14 Sun 9/21/14

Create User communication 2 days Mon 7/28/14 Mon 8/4/14

Announce migration officially to Company 2.25 hrs Wed 8/6/14 Wed 8/6/14

Update Blackberrys to Active Sync 21 days Fri 8/15/14 Sun 9/21/14

Training 33.38 days Fri 8/22/14 Mon 10/6/14

Identify training delivery methodology (computer based training, classroom, etc.)

2 days Fri 8/22/14 Mon 9/15/14

Develop training materials 2 wks Tue 9/16/14 Thu 9/25/14

Conduct training usability study 4 days Fri 9/26/14 Wed 10/1/14

Finalize training materials 1 day Thu 10/2/14 Thu 10/2/14

42


Develop training delivery mechanism 2 days Fri 10/3/14 Mon 10/6/14

Documentation 21.5 days Wed 10/29/14

Thu 11/27/14

Develop Help specification 1 day Wed 10/29/14

Wed 10/29/14

Review Help documentation 4 days Thu 10/30/14

Tue 11/4/14

Incorporate Help documentation feedback 2 days Wed 11/5/14 Thu 11/6/14

Develop user manuals specifications 3 days Fri 11/7/14 Tue 11/11/14

Develop user manuals 1.5 wks Wed 11/12/14

Fri 11/21/14

Review all user documentation 2 days Fri 11/21/14 Tue 11/25/14

Incorporate user documentation feedback 2 days Tue 11/25/14

Thu 11/27/14

Pilot 32.33 days Mon 7/7/14 Wed 8/20/14

Develop software delivery mechanism 1 day Mon 7/7/14 Mon 7/7/14

Migrate the pilot users 0.33 days Tue 7/8/14 Tue 7/8/14

Obtain user feedback 6 wks Tue 7/8/14 Tue 8/19/14

Evaluate testing information 1 day Tue 8/19/14 Wed 8/20/14

Deployment 156 days Mon 7/7/14 Thu 2/5/15

Determine final deployment strategy 1 day Mon 7/7/14 Mon 7/7/14

Develop deployment methodology 1 day Tue 1/20/15 Tue 1/20/15

Secure deployment resources 1 day Wed 1/21/15 Wed 1/21/15

Train support staff 1 day Thu 1/22/15 Thu 1/22/15

Run Cut over migration batch 1 day Fri 1/23/15 Fri 1/23/15

Point MX record to Office 365 2 days Mon 1/26/15 Tue 1/27/15

Verify mail flow 0 days Tue 1/27/15 Tue 1/27/15

Verify all mobile devices are syncing correctly with Exchange Active sync

5 days Wed 1/28/15 Tue 2/3/15

Decommission BES servers 2 days Wed 2/4/15 Thu 2/5/15

Post Implementation Review 2 days Fri 2/6/15 Mon 2/9/15

Document lessons learned 1 day Fri 2/6/15 Fri 2/6/15

Distribute to team members 1 day Mon 2/9/15 Mon 2/9/15

Post implementation review complete 0 days Mon 2/9/15 Mon 2/9/15

43


Project Budget Summary


budget of 128,585.00. The overall cost variance is 3,301.50 so fa

Figure 4: Project Expenditures Summary

Name Remaining Cost Actual Cost Cost ACWP

Scope $0.00 $9,600.00 $9,600.00 $9,600.00


Preliminary planning $2,250.00 $6,697.50 $8,947.50 $6,697.50



Training $9,720.00 $440.00 $10,160.00 $0.00

Documentation $8,600.00 $0.00 $8,600.00 $0.00

Pilot $40,560.00 $0.00 $40,560.00 $0.00

Deployment $23,440.00 $0.00 $23,440.00 $0.00


Migration completed $0.00 $0.00 $0.00 $0.00

44


Resource Usage Log The resource usage log is being provided to support the project expenditures to-date:

Figure 5: Resource Log

Name Start Finish Remaining Work

Actual Work

Management Mon 7/7/14 Mon 2/9/15 19.43 hrs 67.13 hrs Project Manager Fri 7/11/14 Mon 2/9/15 83.48 hrs 115.23 hrs Testers Wed 1/28/15 Tue 2/3/15 40 hrs 0 hrs Trainers Fri 8/22/14 Thu 9/18/14 144 hrs 8 hrs Technical Communicators

Mon 7/28/14 Thu 11/27/14

176 hrs 16 hrs

Deployment Team

Fri 7/18/14 Mon 2/9/15 382.57 hrs 0.1 hrs

Network Analyst Thu 7/24/14 Fri 7/25/14 0 hrs 0.8 hrs Microsoft Resource

Wed 7/23/14 Fri 1/23/15 27.07 hrs 3.2 hrs

Exchange Analyst

Wed 7/23/14 Tue 2/3/15 79.07 hrs 10 hrs

BES Analyst Wed 7/30/14 Thu 2/5/15 71.25 hrs 15.25 hrs RIM Resource Wed 7/30/14 Thu 2/5/15 31.25 hrs 15.25 hrs

Issue Log

The following spreadsheet is the Issue Log as of August 24, 2014:

Figure 6: Issue Log

No. Descripti

on Type Priority

(H,M,L) Receipt

Date Originator's

Name Assigned to

Response Date

Status Resolution Close Date Notes/Comments

1 No Office 365 contract

Management H 8/14/2014 Robin Beauchamp

Amy Bogac

8/21/2104 Started Waiting for budget approval

2 Blackberry devices backordered

Operations M 8/12/2014 Aries Graf Aries Graf

8/13/2014 Completed Confirmed New Shipping date

8/13/2014 RIM is shipping all our devices in one order

45


3 Exchange 2007 needs to patched to get Outlook Anywhere to work

Technical L 8/10/2014 Robin Beauchamp

Robin Beauchamp

8/11/2014 Completed Submitted RFC and patched and reboted servers

8/13/2014

4 Holiday Project scheduling

Human Resources

M 8/11/2014 Maggie Lopez Maggie Lopez

8/11/2014 Started

PROJECT DELIVERABLES

The following deliverables have been completed to-date:

Project has been approved

Vendor has been approved

Critical data items have been selected

Project Status Approval:

Prepared Date: August 24, 2014

Prepared By: Jessica Graf


Approval Date: August 25, 2014

Approved By: Amy Bogac

Amy Bogac Project Sponsor

46


Project Closure Report

PROJECT CLOSURE REPORT PURPOSE

The Project Closure report is meant as a guide to upper management to assess how

the project performed and the results of the final outcome. It will provide a roadmap to how the

project is to be closed down and what is still left to be accomplished.

PROJECT CLOSURE REPORT GOALS

Milestones

The milestones in this project included:

1. Scope

2. Defining resources

3. Preliminary Planning

4. Technical Preparation

5. User Preparation

6. Training

7. Documentation

8. Pilot

9. Deployment

10. Review

47


While all the milestones were met, so of the dates in the timeline had to be moved

about due issues with budget and resources availability. We were able to work around the

issues because of redundancy of resources. But we were able to finish most milestones

before their deadlines and only slightly over budget. An area that was very successful was

implementing computer based training for the new processes involved in connecting mobile

devices to Office 365

Outstanding Issues, Risks, and Recommendations

There are still some issues and risks that are present since some of the users have not

been completed the computer based training. Since it is a policy not to give access to a

mobile device until the training is completed. This poses a risk since we have a percentage of

users that are forwarding their email from their corporate accounts to the mobile devices that

they own. The telecom department is looking into getting these users into compliance. The

recommendation is to get all users to finish the training

Tasks and Activities required to close the Project

The tasks that are required to close out the project is to make sure that all email

accounts have successfully migrated to Office 365. Once that is done the Exchange servers

will be decommissioned and with the BES servers they will repurposed to new uses. There

are will a series of meetings to make sure that Operations are clear on how the new

environment will be supported and administered

Project highlights and Best Practices

Some of the highlights of this project was being able to pull an incredibly talented team

together, which made it their goal to get this project in on time. Another highlight was the

48


ability to use the new computer based training system to deliver not only end user, but training

to the support desk as well.

The best practices that worked in this project were the redundancy of resources and

the padding of the timeline in order to assure completion of the project on time. Some things

that are lessons learned are that we should have the budget approve and contracts signed

before starting any work so that we could have gotten the 3rd party vendor support that we

needed for some stages of the project.

PROJECT CLOSURE REPORT SUMMARY

Project Background Overview

The issue facing Circe Inc. is the growing cost of maintaining and upgrading the

current Exchange 2007 and the Blackberry Enterprise environments. The cost of maintaining

a 24/7 environment for a global company of 1000 users is continuing to stretch the budget and

the IT resources. The amount of time spend patching, troubleshooting and updating servers

and mobile devices leave the current IT department shorthanded to meet the needs of the

software developers as far as server builds and maintaining the development environment.

This purpose of this project is migrate Circe Inc.’s current Exchange 2007 environment

to the Office 365. The project will cover migration and both user and support training for the

new product. In addition, the Blackberry Enterprise servers will be decommissioned and the

current mobile devices, including Blackberrys will be configured to use Active Sync.

49


Project Highlights and Best Practices

Project Highlights and Best Practices

Project Highlights:

Great project team

Finishing on time.

Use of the new training system

Global collaboration Best Practices:

Resource Redundancy

Efficient time and resource planning

Project Closure Synopsis The project is being closed since all the deliverables have been met and the migration

is finished. Even though there was some shift in strategy surrounding the policy of BYOD it

was not enough to close out the project for this migration.

PROJECT METRICS PERFORMANCE

Goals and Objectives Performance

While we did finish on time, the issues that caused delays like the signing of the

contract with Microsoft did have an impact on certain tasks. It forced us to put more resources

on the tasks at hand which drove the cost of those tasks over budget.

Success Criteria Performance The success criteria were that all email be moved to the new environment and that

BES be decommissioned. This was completed along with user and support desk training. The

one measure of success that was not met was the budget which was approx. 25,000 over

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Milestone and Deliverables Performance The milestones were met in this project in a timely manner. While there were some

quality issues when it came to the timely delivery of hand held devices for RIM and some

support areas that needed to be addressed. All have been corrected and continuing training

will keep the processes up to date.

Schedule Performance

0 hrs

50 hrs

100 hrs

150 hrs

200 hrs

250 hrs

300 hrs

Actual Work Actual Duration

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Budget Performance

Metrics Performance Recommendations

The metrics I would recommend in the next project would definitely be budget, cost

variance and resource allocation. By following these I think we would have been able to

control the overspending on the over time that we needed to complete the project on time.

PROJECT CLOSURE TASKS

Resource Management

The resources that changed during the project was that we lost a couple of 3rd party

resources because of the delay in finalizing the budget and the contracts for these resources.

This forced us to find other 3rd party consultants locally which were more expensive.

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We will be transferring project resources to other projects by assigning them to other

projects that have come out of this one. One project will to review and develop new processes

for the BYOD policy and Office 365. The resources will spilt their time between the closing

activities on this project and their new assignment and eventually move over completely. The

development team will move into a more administrative role for Office 365.

There will knowledge transfer from this project into the Oracle Knowledge Base as to

what technology was used and how it was deployed, policy and procedures that were

implemented and troubleshooting steps for the issues that were encountered in the migration.

Issue Management

The outstanding issues for this project are:

1. Getting users to complete the training need for the new platform and connecting BYOD

and company owned devices.

2. Getting the documentation from the project into the knowledge base.

3. Working with Microsoft to solve some of the technical issues like connectivity and

administration documentation

Each issue will be resolved by project resources. The training resources will report on

the training issues and documentation. One resource from the deployment team will work with

Microsoft to finish the tasks needed.

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Risk Management Project Risks Mitigated

Decommissioning the Blackberry servers

Migration of email accounts to Office 365

User adoption of the new system

Support Desk training

Outstanding Project Risks

User Training

Continuing training and knowledge transfer

Administrative training in Office 365

Transitioning deployment to administrative roles

Quality Management

The quality management processes that were used during the project was user

feedback at the pilot and testing phase. The testing phase was all about how connectivity and

how the servers in the Office 365 environment. This meant doing jet stress testing and load

testing of the servers, in addition to how the environment would be maintained.

The pilot phase involved a group of power users and their feedback to how Office 365

performed in areas like usability of the product. When there was an issue with the product, the

deployment team worked with Microsoft to resolve the issues.

Quality control was based on feedback from such areas of the project like deployment

team and pilot users and it was addressed by stakeholders and the project managers to make

sure that any quality issues were addressed in a timely manner.

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Communication Management

The preferred communication process was status reports that were do weekly from the

project team to the project manager. These status reports were discussed at a weekly

meetings with the stake holders and team leads from different areas of the project. If there

was a urgent issue, it was brought to the attention of the project manager and was

communicated to the stakeholders along with the impact to the project.

The process was effective in the beginning, however by the time we got to migrating

the mailboxes and mobile devices to the new environment, the team found that quick daily

status reports kept the team on top of issues more efficiently. Once the migration was

completed, the status reports went back to the weekly timeline.

Another communication process that was successful was using project server and a

web page for up to date status on the project along with a discussion board and Wiki for any

issues and how they were resolved.

Customer Expectation Management

The customer expectations were managed by the stakeholders in the project by

meeting with users in town hall meetings. Stakeholders then brought back customer

expectations that weren’t being met like the BYOD aspect. The deployment team then looked

at where they could fit that into the current project plan and what would be needed.

The stakeholders and the project manager communicated back to the users

(customers) what we could do in the project and what would have to be made into a new

project for future functionality for Office 365 like SharePoint and Lync. We also provided a

status page for the users to see where the project and what functionality was available.

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Asset Management

The assets remaining at the end of the project are the servers used to run Exchange

and Blackberry. Each region will be responsible for giving these assets back to their internal IT

so that they can be used in other capacities.

The disposition process will be to decommission the servers which the deployment

team will handle and removing the physically from the current internal environment. If the

server is not capable of being used either in production or in test lab, regional operational

teams will be responsible for wiping the servers of all business data including OS and files.

Then they will remove hard drives to be destroyed and the cases will be recycled.

Lessons Learned

The processed that worked well was the redundancy of resources and the transfer of

knowledge between the resources. Also, the communication process was successful in

keeping all parties involved in the project up to date especially the web page and using project

server.

What did not work so well was the process of getting the budget and needed 3rd party

resources for the project. It way too long to get contracts and budgets approved. If we had

been able to have the budget approved and the contracts before the start of the project we

would have not had to pay the extra cost for local consultants. The process used to get the

project on the books and funded needs to be streamlined. This can be done by having a

committee do the approving instead of having to get every upper level executive to approve

the project.

Project Closure Recommendations The recommendation is that the all of the objectives of the project have been met. The

stakeholders agree that the migration has been finished the agreed terms and that there are

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other projects to handle such areas of policy and procedures around the BYOD program. The

outstanding issues such as users completing the training and knowledge transfer have been

mitigated.

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PROJECT CLOSURE REPORT APPROVALS Prepared By _________Jessica Graf_________________________ (Project Manager) Approved By _____Amy Bogac_____________________________ (IT director) __________________________________ ([Job Title]) __________________________________ ([Job Title]) Approval Date ___9/13/2014_______________________________

EXCHANGE 2007 T0 OFFICE 365 MIGRATION PROJECT

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