11/9/13 Stakeholders Meeting - DRAFT

Attending:

Stuart McFarlane, Steven Smith, Alex Carter, Morna Findlay, Graeme Wood, Vlad Zirojevic, Craig Lawlor, George Dall, Colin Hunter, Gary Scobie, Scott Larnach, Chris Adie, Chris Kant, Neil Bruce, Angela Lamb, Jenni Houston 

Project Aims and Objectives

Alex explained the aims of the project using the draft project Terms of Reference document as a starting point for the discussion: 

https://www.projects.ed.ac.uk/project/com008/terms_of_reference

Objective 1:Office 365 running for staff and all groups migrated

The current deliverables were accepted.

Questions asked and issues noted:

1. How will different domains work after migration? E.G. Roslin, Medusa, EUSA?
2. How will functional account mailboxes be accessed and used after migration?
3. How will system accounts be accessed and used after migration?
4. Rosin have some client-side applications - how will these work?

ACTION:

Project manager to report back on these issues.

Objective 2: Onsite Infrastructure 

The current deliverables were accepted.

Questions asked and issues noted:

1. Add mail-routing deliverable 
2. How would implementing shibboleth mid-semester affect student users?

ACTION:

Project manager to report back on these issues.

Objective 3: Delivery of account provisioning and management

The current deliverables were accepted.

Questions asked and issues noted:

1. It was clarified that the Edinburgh mail directory (eddir) will not be changed by this project.
2. Delays to the setting up of (working) email accounts were raised as issues for various stakeholders.

The project manager noted that there are several services and systems which need to work in sequence in order for a mail account to be set up and ready for use.  Not all of these will be addressed by this project and not all are within the control of the university. Nevertheless the project will aim to reduce the amount of time required to set up and provision an account.

ACTION:

Project manager to ensure a  target time will be agreed and included in the business requirements.

Objective 4: Support Framework

Questions asked and issues noted:

1. It was queried what kind of support would be covered in the support framework.

It was agreed that the support framework would consider support in all areas ( external support, IS support to other support groups, user support) but  we will not define what that support would be at this point.

The current deliverables were accepted.

Objective 5: Implementation of new services for staff

The current deliverables were accepted.

There was considerable  of discussion about the needs for, benefits of, costs of and implications of implementing, and costs of and implications of NOT implementing  these new services. The Project Sponsor stated that it is intended to make these services available to staff. It was decided to convene a group to look at technical issues and another to look at users and business issues and to ensure that business users were invited to the second group. The groups will report back to the project team.

ACTION:

Project manager to set up technical and user meetings to explore implementing new services

All - to consider volunteering to sit on either group and/or to nominate members

Project manager to publish reports from groups on project web site

Objective 6: Decommissioning of obsolete infrastructure and services

The current deliverables were accepted.

Migration plans

Staff users could be migrated on one swoop, or in batches. The project team needs to undertake some tests to better understand how the migration process will work best before this can be decided.

The preference of those attending the meeting  would be for a staged migration, but it was agreed that more R&D work needs to be done before the decision is made.

Communicating with Stakeholders, Support Groups and Users

This group may be reconvened at a later date.

The project team will seek to engage IS Applications support group Consultancy teams.

The project team will seek to engage business users in the "new services" group meeting.

ACTION

Project manager to contact support group consultancy teams with aim of engaging support groups as well as colleges.