Student Mail Migration

100%

Status

Completed [Completed]

100% complete, updated on Mon 1/23/23 2:34 PM by Craig Bentley

Changed Status from In Process to Completed.
logged issues are resolve and and/or promoted to post-migration requests.

Details

Dates
Mon 5/2/22 - Mon 1/23/23
Acct/Dept
Office of the CIO
Service
Project and Change Management Office / Information Technology Project Request
Type
IT Projects / DoIT Project
Health
Green - On track
Portfolio(s)
Classification
Projects *Deactivated*
Created
Wed 5/25/22 7:23 AM
Modified
Mon 1/23/23 2:34 PM
Closed
Mon 1/23/23 2:34 PM

Change Impact

How will you measure the impact of this project?
What are some metrics or KPIs that will be used to measure success? Think about the five metrics to measure: quality, quantity, timeliness, cost, and customer satisfaction.
Reduction in tickets issued related to primary email issues
Reduction in operational time spent maintaining complext integrations
Avoid additional costs associated with maintaining two email accounts for employees and students
What are the consequences of not doing this project?
For example: direct significant negative consequences to the University, unable to conduct basic services; failure to resolve customer complaints or requests; loss of opportunity for improved service delivery or efficiency. Please explain.
Continued drain on technical resources to support redundant systems
Continued drain on resources to maintain complex integration logic
Complex integration with new systems to handle the email logic often required
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
Hundreds
How many students will be impacted by this change?
Select the size of the student population that will be impacted by this request.
Most/all

Project Details

Project Champion
Person who voluntarily takes special interest in the adoption, implementation, and success of the project. They will help enforce the project solution with internal resources and promote it across campus.
Divisional VP Support
Does your divisional VP support this request?
Yes
What would a successful solution look like?
What outcome will you have at the conclusion of this project? If this proposal is one of a multi-phase project, please explain your plans, goals, and timelines for subsequent phases.
A successful solution would inlude a policy identifying microsoft as the primary University email
Changes to Account Center setting the primary email to Microsoft
Executive Sponsor Division
The executive sponsor's campus division.
Information Technology
Is there a mandated or requirement driving this request?
Please indicate whether or not this request is mandated or required. If it’s mandated or required, you will be asked to attach supporting documentation.
No mandate or hard requirement driving this request
Campus Enduring Commitments & Strategic Goals
For more information about the Campus Enduring Commitments and Strategic Priorities, please go to https://www.csuchico.edu/strategicplan/enduring... and https://www.csuchico.edu/strategicplan/.
Strategic Priority: Resilient and Sustainable Systems
Deadline Reason
Describe the business requirement or reason for the project deadline.
It is recommended that this change occur before Canvas is implemented to avoid additional development work that would be required to handle two primary email accounts.

Project Resources & Effort

What resources will this project require?
Identify the department and/or individuals that might need to work on this project and the estimated number of hours required for each individual.
ITSS
-Scott Kodai
EAPP
-Miroslav Lulic
ISEC
-Greg Coates
Office of the CIO
-Craig Bentley
ESYS
-Steve Crock
-Chris Mendoza
DoIT Departments Involved
Any Division of IT departments that will be involved in this project.
EAPP (Enterprise Applications)
ESYS (Enterprise Systems)
ISEC (Information Security)
ITSS (Information Technology Support Services)
Complexity of Implementation
What is the complexity of the project?
High (significant/complex interfaces/impacts/dependencies)
What is the solution type?
The solution type translates to the level of impact on IT staffing and technology maintenance. Based on consultation with your IT representative, pick the best fit for your proposed solution.
New features in an existing system, moderate breadth/depth

Description

Chico State currently utilizes two different email services for students and employees. Students are issued a gmail email account and employees are issued a mirosoft email account. Determining primary email becomes complicated as users have multiple affiliations with campus that may require using one email type over another. As an example, An employee may also be a student taking classes on campus. Their primary email in the LMS is their gmail account and their primary email in Peoplesoft may be their microsoft email address. Ongoing support of two redundant email services, the logic required to determine primary email and the added complexity when new services require email integration is no longer sustainable. This project would focus campus resources to migrate to using Microsoft as the primary email for campus and campus services.

Systems Affected

  1. Account Center

  2. Other

    Google Email

Manager

CB
Craig Bentley

Alternate Manager(s)

Scott Kodai
Scott Kodai
GC
Greg Coates
ML
Miroslav Lulic
WB
Wendy Bentley

Sponsor

MS
Monique Sendze

Stakeholders (5)

AM
Anna Magaña
Director
Informed
Informed
Mon 5/9/22 12:54 PM
KM
Kelly McGregor
Informed
Informed
Mon 5/9/22 12:53 PM
MD
Michael Dills-Allen
Informed
Informed
Mon 5/9/22 12:52 PM
MS
Monique Sendze
Accountable
Accountable
Wed 5/25/22 7:44 AM
RC
Rebecca Cagle
Informed
Informed
Mon 5/9/22 12:52 PM