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IT Briefing

June 2007

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IT Briefing June 20, 2007

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

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Healthcare Exchange Migration Approach

Eric GentrySenior Consultant, Communications and CollaborationProject Leadership Associates

Migration Specialist for Email/Active Directory/Desktop

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Exchange 2007 Migration PlanPre-Migration Process

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Exchange 2007 Migration PlanInbound Email Configuration and User Creation

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Exchange 2007 Migration PlanUser Preload and Migration

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Exchange 2007 Migration PlanFinal Migration Process

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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

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?QuestionsMigration Strategy

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Healthcare Exchange

Desktop Management

Remedy

Karen Jenkins

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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

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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

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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

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Tab Consolidation Example

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?QuestionsOther

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PeopleSoft HR Upgrade

Applicant Tracking

Dana Haggas

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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 and

Test 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)

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HR 8.9 Sign-on Page

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Current HR 8.3 Self-Service Page

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Employee Self-Service home page.Users will need to click to access Self-Service page below

HR 8.9 Self-Service Pages

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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

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?QuestionsPS HR & Applicant Tracking

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OPUS Guest Access

Mark Elliott

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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.

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OPUS Guest Access Project Team

PeopleSoft SA Team members representing: Admissions Campus Community Financial Aid Student Financials Student Records AAIT

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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

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Other Schools With Guest Access

Columbia University of Chicago

Indiana University of GeorgiaMIT University of MinnesotaNorthwestern University of PennsylvaniaPrinceton USCStanford Yale

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Learner Services OPUS Guest Access Link

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Create New Access/Manage Existing Access

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Step 1: Create Alias Step 2: Create Password

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Step 3: Select OPUS Information Guest Can Access

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OPUS Information Available Through Guest Access

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Manage Existing Guest Access

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Guest Access Ask OPUS

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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

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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

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?QuestionsOPUS Guest Access

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NetCom Q&A

Paul Petersen

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?QuestionsNetCom