Standard Operating Environment (SOE) Project

See also:

IT at UNSW - Desktop Services FAQ IT at UNSW - Email IT at UNSW - zPass IT at UNSW - How to create your own zPass password IT at UNSW - Identity Manager - manage your zPass & Unipass IT at UNSW - Office 2007 and Outlook Training IT at UNSW - IT Change Program IT at UNSW - IT Change Program FAQ	School Staff Directory [UNIPASS Login] Faculty Staff Directory Search [UNIPASS Login]

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The introduction of a Standard Operating Environment (SOE) across the fleet of desktops and notebooks has been one of several sub-projects within the Service Management & Shared IT Utility Services (SMSUS) part of the IT Change Program at UNSW. It's purpose is to increase consistency of IT service across the university. The first stage of migrating SPHCM staff to the new SOE will commence mid 2009, and to assist all staff in understanding the SOE, the list below of Frequently Asked Questions (FAQs) has been produced. The list will continue to be updated and feedback is welcomed via email. What is a Standard Operating Environment (SOE)?

An SOE is a collection of standards and components that make up the desktop computer environment. The UNSW - SPHCM SOE will include:

• A Base Operating system (e.g. Windows XP) - login using the new zPass - see also: IT at UNSW - How to create your own zPass password
• Security software (e.g. Anti-virus)
• Application sets (e.g. MS Office and Adobe Reader are part of a base set)
• Desktop Customisation and configuration

Standard SPHCM PC software installed as part of SOE:

All internal desktop computer hard drives will be completely wiped (all local data deleted permanently) and the latest versions of the following software will be installed:

Proposed project sequence and timing

1. SPHCM SOE Testing <May/June 2009>
2. SPHCM email migration: Lotus Notes to MS Outlook <May/June/July 2009>. Affected staff sent email broadcast: "MS Outlook Pilot Group # - email migration": included Identity Management details for staff to create zPass - see: IT at UNSW - How to create your own zPass password
   Initial testing: 22-05-09
   Pilot #1: 12-06-09
   Pilot #2: 19-06-09
   Pilot #3: 01-07-09
   Pilot #4: 10-07-09
   Pilot #5: 17-07-09
   Pilot #6: 24-07-09
   Pilot #7: 31-07-09
   Pilot #8: 21-08-09 (On campus PhD students)
3. Generic MS Outlook email mailboxes set-up <June/July 2009>
4. SPHCM Blackberry/email migration: Lotus Notes to MS Outlook <July 2009>
5. Staff Email Broadcast 1: Subject: "IMPORTANT ANNOUNCEMENT #1: Introduction of Shared IT Utility Services" <09 June 2009>
6. Staff Email Broadcast 2: Subject: "IMPORTANT ANNOUNCEMENT #2: Fileserver backup and data collection visit by SOE team reminder"<16 June 2009>
7. Staff Email Broadcast 3: Subject: "IMPORTANT ANNOUNCEMENT #3: Information Required: Introduction of Shared IT Utility Services - new DHCP and Firewall Services" <17 June 2009>
8. Staff Email Broadcast 4: Subject: "IMPORTANT ANNOUNCEMENT #4: Introduction of Shared IT Utility Services - Network change to 2nd Floor Samuels Building" <23 July 2009>
9. Staff Email Broadcast 4: Subject: "IMPORTANT ANNOUNCEMENT #4: Introduction of Shared IT Utility Services - Network change to 3rd Floor Samuels Building" <4 August 2009>
10. Staff Email Broadcast 5: Subject: "IMPORTANT ANNOUNCEMENT #5: Introduction of Shared IT Utility Services - SOE Deployment to Pilot Group # (Go Live <date>) <Began 23 July 2009>
11. Staff Email Broadcast 6: Subject: "IMPORTANT ANNOUNCEMENT #6: REMINDER: Introduction of Shared IT Utility Services - SOE Deployment to Pilot Group # (Go Live from today) <Began 17 August 2009>
    Pilot Group 1: 24-06-09 <2 staff>
    Pilot Group 2: 13-07-09 <2 staff>
    Pilot Group 3: 27-07-09 <10 staff>
    Pilot Group 4: 03-08-09 <11 staff>
    Pilot Group 5: 17-08-09 <45 staff>
    Pilot Group 6: 24-08-09 <12 staff>
    Pilot Group 7: 31-08-09 <19 On campus PhD students>
12. Staff Email Broadcast 7: Room bookings email - IT at UNSW Communication Item # 7: "Subject: New Rooms and Resources Booking System available from <date>" <Early September 2009>
13. Staff Email Broadcast 8: Feedback email - IT at UNSW Communication Item # 8: Subject: Feedback on Introduction of Shared IT Utility Services <Late September 2009>

Current known Lotus Notes migration to MS Outlook Glitches/Issues/Gotchas

Please see: MS Outlook Training

1. All existing LN email, personal contacts, calendar entries and folders will be migrated across to MS Outlook/Exchange. However, all sent email via LN will only appear in the MS Outlook sent folder - they will not appear in their original LN folders.
2. All private LN folders (slightly grayed out) will not be migrated. Need to ensure all folders are made public in Lotus Notes before migration.
3. In MS Outlook, "Send and Save" is not available, must choose "Save sent item" under the "Options" tab first then send email (two steps needed)
4. MS Outlook web client (Outlook Web Access - OWA) full version only available on Internet Explorer web browser (not supported on Mac OS)
5. All staff must use the MS Outlook web client (Outlook Web Access - OWA) when accessing special purpose email account to ensure all correspondence appears in the correct mailbox.
6. All calendar entries (excluding title/description) in LN mail databases are viewable by default to all UNSW staff in MS Outlook
7. MS Outlook address book is UNSW wide by default (searchable by default on first name taken from NSS HR - which is sometimes different than expected e.g. Raina = Chandini)
8. When creating your signature, you need to select both "New messages" and "Replies/Forwards" to apply to all emails
9. School/Faculty based email broadcast lists (Distribution Lists) aren't yet available in MS Outlook
10. MS Outlook generic email mailboxes: default settings require the end user to change sent properties on each email (sent from, sent out box etc.)
11. When deleting email in MS Outlook there is no confirmation dialogue box
12. Personal group contact lists (Distribution Lists - DL) for email broadcasts only have a reliable limit of 125-130 if only names and email addresses are added. Recommendation is 50 – 70 contacts per DL.
13. LN Doc links no longer work in MS Outlook therefore Faculty of Medicine based applications such as eMed, Bookings etc. workflow is disrupted. All website CMS's have been moved from Notes1-Med/UNSWMED to NotesCMS1-med/UNSWMED - please MCSU website for new access instructions.
14. MS Outlook folders which contain more that 5000 items will not be indexed and therefore NOT searchable. This means they need to be split into smaller folders.
15. Deleted items must be manually cleared via right clicking and choosing > Empty "Deleted Items" Folder.