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MS Office 365

Office 365 Project Status

Project Status Report

Project Name: Office365 Faculty/Staff Email Migration
Status Date: 12/15/2017
Description: The primary goal of this project is an organized and well-planned migration of mailboxes from an on premise Exchange 2010 (SP3) email system for all faculty/staff (employees) to Microsoft’s Office 365 cloud-hosted calendaring and email environment. 
Baseline Start Date: January, 2016
Planned End Date: November 2018

Project Health

Scope Budget Timeline Overall
Yellow Green Green Yellow

 Status Details

  • During the past two weeks we:
    • Began work on the application impact analysis (See Risk 41) 
    • Began work on the communication plan 
    • Reconvened full team meetings to work out any issues/concerns for migration start (duplicates) in February 2018 
    • Created the ticket for developing the primary email application selection  REQ0064839 
  • Next Milestones
    • Continue work on communication plan. 
    • Continue work on application impact analysis. 
    • Begin development of primary UPN selection function for 
    • Plan for duplicate mail box migrations 
  • Project schedule and overall are Yellow, as the new dates are reviewed and the communication plan is developed (See Issues 39 and 42).
    • Scope in Yellow due to risk of the impact to the external applications, (See Risk 41).

Issues & Risks

Type Description Date Created Assigned to Status Impact

Issue 39


Project temporarily paused - Re-planning 




(11/14) Met with Executive leadership and network managers.  February timeline has been agreed upon.

Issue 005


Need to investigate provisioning changes related to migration of faculty/staff mailboxes (IBM AD Provisioning Changes)




(11/14) Will update after next technical team meeting.

Issue 042 (High)

Target of August 28 to deliver project plan with recommended timeline will be missed




(11/14) Met with Executive leadership and network managers.  February timeline has been agreed upon.

Risk 0015


 Employees/Students may temporarily lose access to student email address, (Risk to email access for approx. 2900 Faculty Staff who also have Student emails)




(12/1) Communication plan is being developed to address the duplicate email users and the broader community.

Risk 0041 (High)

Risk of applications breaking from changes made in email migration.  Could impact scope or schedule


Scherba, Miller


(12/1) Testing has begun on the applications impacted by the email migration


Overall Project Health Scope Schedule Budget Communications

Project is within scope and/or all scope changes are approved

Project is on time and within the allotted time frame 

Project within budget

All stakeholders (internal and external to DoIT) are aware of project activities, status, and pending actions


Scope change(s) under review

First status in which project deliverable dates are at risk of completion or project schedule changes are requested

First status in which contingency funds are being used or required additional fund request(s) are in process/under review

Occurs when all stakeholders are not aware/or participating in the current status updates; Also, when the time frame of notification regarding actions/activities are delayed


Pending Scope change decision is impacting timeline/budget

Project activities are overdue or projected to be over due

Project over/or projected to be over budget; or pending budget change request that is impacting timeline/scope

Failure to communicate project status and/or project activities with all stakeholders in a timely manner