IT Briefing Thursday, December 20, 2007

1. University Technology Services IT Briefing Thursday, December 20, 2007

2. IT Briefing AGENDA FOR October 2007 IT Hardware Initiative Exchange Update David Thurston John Scarbrough Lowette King Alison Haas Felicia Bianchi Jay Flanagan

3. IT hardware initiative David Thurston, John Scarbrough, Loette King, Alison Haas

4. it hardware initiative Discussion outline Purpose & Objectives Scope Approach Results Next Steps

5. it hardware initiative Purpose & objectives Purpose • To review IT hardware in order to evaluate and reduce the costs through improvements in sourcing, and structure and utilization of new agreements Objectives • Cost savings • Current contract expiring • Evaluate IT hardwrae suppliers / industry • Maintain or improve product quality and service levels • Leverage Emory-wide spend • Potential to consolidate IT hardware suppliers

6. it hardware initiative scope Scope: PCs, Servers, Printers, and Peripherals Reviewed more than $10M of IT hardware annual spend Spend: University - $6.1M Healthcare - $4.025M Source: Based on A/P & P-Card spend for University, Hospital, (April 06 – March 07) and Clinic (FY06), Supplier reporting, & Emory expectations 1 Includes approximately $330K for services to Emory Healthcare for PC installation 2 Microsoft spend is estimated at $640K ($81K ordered from Dell) 3 Spend based on reported sales from Boise, also includes a 10% service fee for delivery

7. it hardware initiative approach Engaged various stakeholders to gather feedback on service, business requirements • University procurement • Healthcare procurement • Emory Healthcare Information Services (EHc IS) • University Technology Services (UTS) Discussed initiative & received input from it support community Requested response from 3 manufacturers: • Dell, Lenovo, HP, plus various distributors Conducted numerous supplier meetings to get best agreement

8. it hardware initiative results • Scenario 1: No change to current state • Scenario 2: Shift Printer business to CDWG, Continue PC relationships (Dell / Lenovo) • Maximize savings, minimal change, improves service level requirements, some supplier consolidation • Scenario 3: Consolidate university and healthcare PC business to Dell • Scenario 4: Consolidate university and healthcare PC business to Lenovo • Scenario 5: Consolidate ITH business to one distributor

9. Dell Bundled Hardware Non-Bundled Hardware Previous Discount New Discount 10% 10% Discount Improvement % Discount Change Lenovo Bundled Hardware Non-Bundled Hardware Previous Discount New Discount 6% 2% Discount Improvement % Discount Change Hewlett Packard LaserJet Printers Color LaserJet Printers Previous Discount New Discount 9% 3% Discount Improvement % Discount Change it hardware initiative results confidential confidential confidential confidential confidential confidential confidential confidential confidential confidential confidential confidential

10. it hardware initiative results

11. it hardware initiative results Dell Warranty Parts Direct • Dell will fund up to 50 technicians for Tier 1 enrollment annually for life of agreement with UTS approval for funded license distribution Dell Gold Technical Support • Optiplex systems at $XX add (std price $87) for 4 year and $XX add (std price $106) for 5 year • Latitude systems at $XX add (std price $79) for 3 year and $XX add (std price $97) for 4 year

12. it hardware initiative Next steps Emory University and Emory Healthcare communication Rollout of student & personal purchase program • Dell Website • CDWG Website Dell punch-out operational with new pricing in effect since October CDWG punch-out operational with new pricing effective January 1, 2008 Lenovo and Tech Depot punch-outs will be deactivated effective January 1, 2008 Ensure contract compliance; pricing & service levels

13. ? Questions

14. Emory enterprise exchange Felicia Bianchi

15. enterprise exchange Agenda Time-Line Archiving Access Online Resources Questions?

16. enterprise exchange Time-line Exchange 2003 Users • First Quarter of 2008 all Exchange 2003 users will be moved to Exchange 2007. • All mail, contacts, calendar, tasks and notes items will move to Exchange 2007. • All resources, Distribution lists and Public folders will move to Exchange 2007. • Any Eagle mail (webmail) that is needed can be migrated upon request. • Any local archives created while using Exchange 2003 can be imported upon request.

17. enterprise exchange Initial migration weekend time-line On a specific Weekend (TBD) • Migration begins 6pm Friday • Friday night: All Exchange 2003 accounts are now Exchange 2007 accounts • Friday night: Begin provisioning PDA accounts for all identified PDA accounts. • PDA Provisioning Completed in 1 hour. • Friday: All 2003 mail, calendar and contacts prior to Friday at 6pm are in the new 2007 account. • Saturday:  2003 Mailbox data that was added/modified Friday afternoon/evening appears in the 2007 environment.

18. enterprise exchange General migration support Contact Local Support for your area Call the Help Desk at 7-7777 Create Help Desk Ticket via https://help.emory.edu

19. enterprise exchange Archival overview Provides Exchange archiving / tiered storage End user restorability of deleted messages No storage limits for archived messages (300MB active mailbox limit) Seamless recovery of archived messages Search ability Retention policies

20. enterprise exchange access Local support configured Outlook 2007 Client Entourage Client IMAPS Outlook Web Access at https://owa.emory.edu

21. enterprise exchange Resource website http://it.emory.edu/showdoc.cfm?docid=8330

22. ? Questions