Regarding the preparatory work for the implementation of new staff email system, we conducted a user survey on the practices of using email service in March 2015 in order to understand user behavior to outline a scheme of work for migration.
Since Microsoft Outlook 2013 will be the standard email client for new staff email system, ICTO informed each department individually starting from May 2015 about the upgrade of Microsoft Office to version 2013 with Microsoft Outlook.
Before the email migration of a department, the department and staff members involved are contacted to arrange an exact date and briefed all necessary details about the email migration tasks. In order to facilitate smooth migration and minimize disturbance caused to department’s operation, ICTO help desk keeps close communication with department liaisons on detail arrangements before and during the email migration. The migration schedule is made according to mutual agreement with every department.
Prior to the migration to Outlook, emails on the Lotus Notes database are copied to the Exchange server. Staff members will be provided instructions and assistance on re-configuring mobile devices and email clients.
Using Lotus Notes as an Application
Even after Lotus Notes email is migrated to Outlook, staff can continue to use the workflow applications and document library in Lotus Notes. In order to cope with the future IT services development for the University of Macau, the existing Lotus Notes system will be replaced gradually. Document Library in Lotus Notes would be replaced by new platform, ShareDM. For the workflow applications currently resided in Lotus Notes, they will be acquired from the markets, or re-developed in other system/platform.
Project Timeline and Status
The migration of staff email accounts will be categorized into 4 stages, some tasks are running simultaneously.
Migration from Lotus Notes to MS Outlook is in progress with 28 administrative departments and colleges (around 600 of 1604 staff email accounts are already migrated). The goal is to have 80% staff members email migrated to Outlook by the end of December 2015.