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IT Briefing

This briefing discusses the migration strategy for healthcare exchange, including desktop management, Remedy, PeopleSoft HR upgrade, and OPUS guest access. It covers the migration plan, known issues, and implementation timeline.

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IT Briefing

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  1. IT Briefing June 2007

  2. Healthcare Exchange Migration Strategy Exchange, DMS & Remedy PS HR & Applicant Tracking Guest Access in OPUS NetCom Q&A Eric Gentry (PLA Consultant) Karen Jenkins Dana Haggas Mark Elliott Paul Petersen IT Briefing June 20, 2007

  3. Healthcare Exchange Migration Approach Eric Gentry Senior Consultant, Communications and CollaborationProject Leadership Associates Migration Specialist for Email/Active Directory/Desktop

  4. Exchange 2007 Migration PlanPre-Migration Process

  5. Exchange 2007 Migration PlanInbound Email Configuration and User Creation

  6. Exchange 2007 Migration PlanUser Preload and Migration

  7. Exchange 2007 Migration PlanFinal Migration Process

  8. Known Issues List • GroupWise Rules will not Migrate • Formatting Rich Text and HTML • Read Receipts • Meeting Updates • Deletion of Meetings in GroupWise not updated in Exchange • Recurring meeting request from GroupWise to Exchange • Recurring meeting request from Exchange to GroupWise will post first meeting only • Declination of meeting in Exchange, GroupWise user does not receive update • Distribution List appearance in GroupWise • Multiple eMail Addresses, Multiple IM Names, Categories, and Birthdays • Email address links in messages when converted to Exchange

  9. Migration Strategy ? Questions

  10. Healthcare ExchangeDesktop ManagementRemedy Karen Jenkins

  11. Healthcare Exchange • Testing ~98% complete • Training & support • 54 Outlook seminars scheduled / ~15 complete • 87 support resources – THANK YOU!! • 9 Technical support classes • Video, FAQs, and other materials on-line http://it.emory.edu/ehc-training • Schedule Update • Initial pre-pilot in June, made adjustments to strategy • Short list of early adopters end of June • 100 pre-pilot users early July • 500 pilot users mid July • Production migration begin late July end August

  12. Desktop Management Solution • Vendor negotiations • Would not agree to exclude students in lease options • Obtain commitment to purchase 50% Year 1 and 50% Year 2 – maintaining volume discount pricing (~90%) • Funding identified • AAIT providing $100k, on-going maintenance, fully fund 2nd 50% (6,000 agents) • SPH fully funded 900 nodes (~$16k) • College providing $20k • Library providing $2k • OTHERS? Those contributing will receive agents first • Send email to dm-eval@listserv.cc.emory.edu if you are interested in contributing or training (~1,300 per student) • Total cost is ~$160 – we are about ~$20k short • Finalize Level 2 and submit to Governance

  13. Remedy • Initial priorities of stabilization & major enhancements completed • Stabilize system / address initial problems • Inbound email • Suppress notifications • Data export cleanup • Moving onto other enhancements • Notification improvements • Consolidation of fields (see example) • Creating tickets for requests / comments received during meetings • Ticket Transfer scheduled for fall • Initial consultant SOW received

  14. Tab Consolidation Example

  15. Other ? Questions

  16. PeopleSoft HR UpgradeApplicant Tracking Dana Haggas

  17. HR Upgrade Project Overview • Project History • Needed to upgrade before expiration of maintenance support • Received project approval and funding in Sept 2006 • Hardware order delayed due to enterprise hardware decision • Hosted first three test moves in CedarCrestone Upgrade Lab • Test move 4 on Emory Hardware in April 2007 andTest move 5 in June 2007 • System Load and stress testing June 2007 • Project Scope • Technical upgrade • Eliminated customizations:-42% of custom SQRs-32% of online objects • New functionality- Person of Interest- Row level security enhancements • Integration to Applicant Tracking System (KRB/Kenexa/BrassRing)

  18. HR 8.9 Sign-on Page

  19. CurrentHR 8.3 Self-Service Page

  20. HR 8.9 Self-Service Pages Employee Self-Service home page.Users will need to click to access Self-Service page below

  21. HR 8.9 Upgrade Timeline • Monday, July 2 • Update Production HTML to provide notice of system downtime/production read-only access • Tuesday, July 3 • Freeze Tools and begin export/backup for HRTEST • Thursday, July 5 • Production database down at 5:00 pm • Begin exports of Candidate data from PeopleSoft to KRB/ERM • Friday, July 6 • Bring up Production with read-only access by 8:00 am • Begin upgrade steps (Tom Hytry, CedarCrestone consultant) • Saturday, July 7 • Migration to KRB/ERM complete • Sunday, July 8 • Upgrade Steps complete – notify project team • Post-Upgrade steps • Functional User approval • Change URL to point to 8.9 Production and notify Helpdesk

  22. PS HR & Applicant Tracking ? Questions

  23. OPUS Guest Access Mark Elliott

  24. OPUS Guest Access Guest Access is a new OPUS self-service feature giving Emory students the ability to grant access to OPUS pages the student has selected and to individuals the student has authorized. • Up to 5 Guest Access accounts allowed Three Steps: 1. Student creates Alias for Guest Login ID. 2. Student creates password for Guest Login ID. 3. Student selects OPUS information Guest can access.

  25. OPUS Guest Access Project Team • PeopleSoft SA Team members representing: • Admissions • Campus Community • Financial Aid • Student Financials • Student Records • AAIT

  26. Project Timeline and Review Weekly Meetings Began 1st week of March 2007 Integration Testing Began 3rd week of April 2007 Go-Live Date: July 5, 2007 Student Focus Group Review Security Audit Approval Internal Audit Approval University Legal Approval

  27. Other Schools With Guest Access Columbia University of Chicago Indiana University of Georgia MIT University of Minnesota Northwestern University of Pennsylvania Princeton USC Stanford Yale

  28. Learner Services OPUS Guest Access Link

  29. Create New Access/Manage Existing Access

  30. Step 1: Create Alias Step 2: Create Password

  31. Step 3: Select OPUS Information Guest Can Access

  32. OPUS Information Available Through Guest Access Academics • View Class Schedule • View Grades and GPAs • View Unofficial Transcript • View Degree Progress • View Final Exam Schedule Admissions • View Admissions Decisions • Pay Admissions Deposit • Schedule Tour and Events Apply For Courtesy Tuition Benefit Submit Health Insurance Waiver Financial Aid • View Financial Aid Information Personal Portfolio • View Names/Addresses/Phone/Email • View Parent/Guardian Address • View/Update Emergency Contact • View Honors and Awards • View Holds/To Dos/Messages Student Accounts • View Account Detail • View Monthly/Registration Bills • Make On-Line Payment • Enroll in Payment Plan • Make an EmoryCard Deposit • View Registration Clearance Status • View 1098-T Tax Information • View Wire Transfer Instructions

  33. Manage Existing Guest Access

  34. Guest Access Ask OPUS

  35. Automated Student Communications • New Guest Access Request • Change To Guest Page Permissions • Guest Login ID Deleted • Student Requests Information Suppression/Guest Accounts Disabled • Reactivate Guest Login ID • Password Reset

  36. Student Responsibilities Communicate Guest Login ID and Password to the Guest Maintain Access of the Guest Assist Guest with forgotten Guest Login ID’s and passwords Advise Guest as to sensitive nature of information Explain to the Guest how to use OPUS

  37. OPUS Guest Access ? Questions

  38. NetCom Q&A Paul Petersen

  39. NetCom ? Questions

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