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Anonymous University

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The mission of one of the top public universities in the United States is to provide the best possible educational experience for its students through excellence in teaching, research and creative activity, and service to the state and society. As a part of that mission, the school’s IT team strives to offer students, faculty, and staff a secure and reliable communication solution that enhances the everyday activities that comprise university life. To improve e-mail capabilities for faculty and students, the university deployed a pilot of Microsoft® Exchange Server 2010. With this upgrade, the university will be able to benefit from increased performance and redundancy, reduced storage and backup costs, reduced compliance costs, and the ability to grow the communications network as the university population demands it.

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									                                          Microsoft Exchange Server 2010
                                          Customer Solution Case Study




                                          University Reduces Costs and Improves User
                                          Experience with Messaging Solution




Overview                                  “By using the compliance features in Microsoft
Country or Region: United States
Industry: Education                       Exchange Server 2010, we can save about $400,000 in
                                          hardware and software costs. That’s a big savings.”
Customer Profile
With more than 30,000 students, this                                                 Joseph Nguyen, Systems Architect
university is one of the leading public
universities in the United States.
                                          The mission of one of the top public universities in the United
Business Situation
The university wanted a more flexible,
                                          States is to provide the best possible educational experience for
extensible communication solution to      its students through excellence in teaching, research and
meet the demands of a diverse
population.
                                          creative activity, and service to the state and society. As a part of
                                          that mission, the school’s IT team strives to offer students,
Solution
The university decided to deploy a
                                          faculty, and staff a secure and reliable communication solution
pilot of Microsoft® Exchange Server       that enhances the everyday activities that comprise university
2010 to create a more secure, reliable
messaging environment.
                                          life. To improve e-mail capabilities for faculty and students, the
                                          university deployed a pilot of Microsoft® Exchange Server 2010.
Benefits
 Improves availability
                                          With this upgrade, the university will be able to benefit from
 Improves messaging performance          increased performance and redundancy, reduced storage and
 Reduces costs
 Enables future growth
                                          backup costs, reduced compliance costs, and the ability to grow
                                          the communications network as the university population
                                          demands it.
“With Windows Mobile                     Situation                                      Although the current solution works
                                         With an annual operating budget of             smoothly, the IT team continues to look
6.5, Conversation View is                U.S.$1.48 billion, the university enables      for ways to improve performance and
                                         its IT department to provide the latest        reduce the costs of maintaining an ever-
as good as it is in Office               technology—whether in widely available         expanding environment.
Outlook and Outlook                      wireless networks or in physical
                                         hardware—to students, leading PC
Web App. Users can                       Magazine to rank it as one of America’s        Solution
                                         Top Wired Colleges for 2008.                   As part of the Microsoft Rapid
definitely look through                                                                 Development Program, the university
e-mail much faster.”                     The university struggles with frequent         decided to deploy a pilot of Microsoft
                                         power outages and the possibility that         Exchange Server 2010 after learning
    Aaron Bighorse, Business Architect   severe weather could take one or more          about the high-availability, storage, and
                                         of its servers offline, so reliable disaster   performance improvements in this latest
                                         recovery is critical. With its commitment      offering. A particular draw was Database
                                         to maintaining highly available services,      Availability Groups, a high-availability
                                         the IT team manages a system that              solution that combines on-site data
                                         provides both geographic and hardware          replication and off-site data replication
                                         redundancy. With its current solution          into a single framework, which would
                                         based on Microsoft® Exchange Server            enable the team to reduce the number of
                                         2007 e-mail messaging and collaboration        active mailbox servers from eight down
                                         software, the team uses cluster                to four. “Our existing primary network
                                         continuous replication (CCR) for its high-     operations center is an old building, and
                                         availability solution, with four CCR           we have power and heating issues. We
                                         clusters providing network redundancy          have many instances where we have to
                                         at two data centers that are several miles     shut down, and with our current CCR
                                         apart around the main campus.                  solution, passive nodes come online in
                                                                                        another building to maintain mail
                                         Beyond maintaining service availability,       service. Database Availability Groups
                                         the university’s IT team has put a             provide the same thing, except they’re
                                         solution in place that provides students,      more flexible,” explains Joseph Nguyen,
                                         faculty, and staff unlimited mailboxes.        Systems Architect. Using Database
                                         With the current solution, the university      Availability Groups, the IT team will
                                         faced increasing storage costs for             configure four mailbox servers in the
                                         maintaining network and backup data, as        primary site, along with two mailbox
                                         well as diminishing performance.               servers for disaster recovery at an
                                         Because it provides unlimited storage for      additional location, providing further
                                         users, the IT team continually had to          redundancy.
                                         monitor the size of mailbox databases
                                         and move users’ mailboxes to keep them         The university will also be able to reduce
                                         sized similarly. The team frequently had       the amount of storage required because
                                         to move mailboxes in the middle of the         replicated database copies reduce the
                                         night to balance performance and avoid         need for data redundancy at the disk
                                         taking users offline during the day, when      level. “Our plan is to keep three database
                                         the campus is most active.                     copies—two that are up-to-date and one
                                                                                        that lags by about a week,” explains
                                                                                        Aaron Bighorse, Business Architect. “We
“Because we can move                     will load balance the database copies, so     offer the features it required at a much
                                         no one server will get the full load from a   lower cost.
mailboxes or perform                     server that is down.” Another way that
                                         the university will reduce overall storage    By the beginning of the 2009 fall
routine maintenance                      is by applying retention policies. The IT     semester, the university deployed
during business hours,                   team can set university-wide retention        Exchange Server 2010 to 4,000 students
                                         policies, and users can also manually         and faculty. By the end of 2009, the
we can reserve nights or                 select items to archive, thereby reducing     system should be fully migrated and
                                         the amount of data that needs to be           deployed to all users on campus. The IT
weekends for larger                      stored in the database.                       team sees significant advantages of the
network deployments                                                                    new system for returning and new
                                         While less data means that the IT team        students, such as Microsoft Outlook®
that might be disruptive.                will not be required to move mailboxes        Web App, which provides Web-based
                                         as frequently, the Online Move Mailbox        access to Exchange Server mailboxes.
Being able to schedule                   feature in Exchange Server 2010 will
and complete moves at                    enable the team to plan and carry out         Several other client features also
                                         moves on a scheduled basis, even during       motivated this decision, including
specific times helps a                   the day. “Because we can move                 MailTips and Conversation View. With
                                         mailboxes or perform routine                  MailTips, workers can see—before they
great deal.”                             maintenance during business hours, we         click the send button—whether a
    Aaron Bighorse, Business Architect   can reserve nights or weekends for larger     message recipient is out of the office or
                                         network deployments that might be             an attachment is too large to send. With
                                         disruptive,” adds Bighorse. “Being able to    Conversation View, employees accessing
                                         schedule and complete moves at specific       Microsoft Outlook 2010 messaging and
                                         times helps a great deal.”                    collaboration client on their computer,
                                                                                       the Web, or from their Windows®
                                         The university plans to take advantage of     phones can view messages organized
                                         the support for Serial Advanced               into conversations or threads to make it
                                         Technology Attachment (SATA) hard disk        easier to follow a topic. Messages will
                                         drives in Exchange Server 2010.               show up in the conversation even if they
                                         Exchange Server 2010 delivers a 70            have been filed in different folders. Entire
                                         percent reduction in disk input/output        conversations can be deleted or ignored,
                                         (I/O) from Exchange Server 2007,              meaning future messages for that
                                         lowering the bar for the minimum disk         conversation will no longer show up in
                                         performance required to run Exchange          the inbox.
                                         Server.
                                                                                       “Expanded browser support for Outlook
                                         Another area of potential cost savings for    Web App is a huge deal for Macintosh
                                         the university is in compliance features,     and Linux users who are on browsers
                                         specifically legal discovery. Using           other than Windows Internet Explorer®.
                                         Exchange Server 2010, the security team       Now they will all have the option of
                                         can preserve copies of users’ deleted and     using Outlook Web App as their main
                                         edited mailbox items by placing a legal       client,” says Nguyen. Because the
                                         hold on individual mailboxes or across        university allows students and faculty to
                                         larger groups. The IT team investigated       access e-mail through any technology
                                         another vendor’s solution, until it           they choose, it is also providing support
                                         realized that Exchange Server 2010 could      for people who use Windows Mobile®
“We get better built-in                software. “With Windows Mobile 6.5,             Reduces Storage and Compliance
                                       Conversation View is as good as it is in        Costs
site redundancy with                   Office Outlook and Outlook Web App,”            The migration of data from a storage
                                       says Bighorse. “Users can definitely look       area network (SAN) to a direct-attached
Exchange Server 2010,                  through e-mail much faster.”                    storage (DAS) solution using SATA disks
without having to install                                                              will help the university reduce storage
                                       As it continues to look for ways to             costs by almost $150,000. The university
and configure additional               improve communication for students,             also plans to implement the discovery
                                       faculty, and staff alike, the university’s IT   features that are a part of Exchange
hardware, which saves us               team has started investigating a unified        Server 2010 instead of implementing a
money in the long run.”                communications solution from Microsoft,         third-party solution, which will save
                                       and it looks forward to deploying the           hardware and software costs. “By using
    Joseph Nguyen, Systems Architect   pilot for Microsoft Outlook 2010                the compliance features in Microsoft
                                       messaging and collaboration client as           Exchange Server 2010, we can save
                                       soon as it is available.                        about $400,000 in hardware and
                                                                                       software costs. That’s a big savings,” says
                                                                                       Nguyen.
                                       Benefits
                                       By migrating to Exchange Server 2010            Enables Future Growth
                                       from Exchange Server 2007, the                  By deploying Exchange Server 2010, the
                                       university will improve system                  university has laid the groundwork for a
                                       performance and ensure availability for         more robust communications solution
                                       users across the campus, while reducing         for its users. In addition, Outlook 2010
                                       operating costs for storage and                 will unlock many key features in
                                       compliance. Most importantly, it                Exchange Server 2010, including
                                       provides a cornerstone for solutions such       enhancements for Conversation View,
                                       as unified messaging and Outlook 2010,          MailTips, and other user productivity
                                       both of which unlock key features in            tools that offer students the latest
                                       Exchange Server 2010 that enable                technology before they enter the
                                       increased productivity and efficiency.          workforce. “Outlook 2010 has some nice
                                                                                       features that make Exchange Server 2010
                                       Improves Performance and                        shine,” says Nguyen.
                                       Redundancy
                                       Using Database Availability Groups, the         With Microsoft Exchange Server 2010,
                                       university will provide improved                the university can continue to provide
                                       availability for its 40,000 users, without      the services that made it a “top-wired”
                                       the additional cost of new hardware. The        university in 2008.
                                       university will also take advantage of
                                       Database Availability Groups to add an
                                       additional disaster recovery site into its
                                       architecture. “We get better built-in site
                                       redundancy with Exchange Server 2010,
                                       without having to install and configure
                                       additional hardware, which saves us
                                       money in the long run,” says Nguyen.
For More Information                                  Microsoft Exchange Server 2010
For more information about Microsoft                  Exchange Server 2010 can help you
products and services, call the                       achieve better business outcomes while
Microsoft Sales Information Center at                 controlling the costs of deployment,
(800) 426-9400. In Canada, call the                   administration, and compliance.
Microsoft Canada Information Centre                   Exchange Server delivers the widest
at (877) 568-2495. Customers in the                   range of deployment options, integrated
United States and Canada who are                      information leakage protection, and
deaf or hard-of-hearing can reach                     advanced compliance capabilities, which
Microsoft text telephone (TTY/TDD)                    combine to form the best messaging and
services at (800) 892-5234. Outside the               collaboration solution available.
50 United States and Canada, please
contact your local Microsoft subsidiary.              For more information about Microsoft
To access information using the World                 Exchange Server 2010, go to:
Wide Web, go to:                                      www.microsoft.com/exchange
www.microsoft.com
                                                      For more information about Microsoft
                                                      Unified Communications, go to:
                                                      www.microsoft.com/uc




                                                       Software and Services
                                                          Microsoft Server Product Portfolio
                                                           − Microsoft Exchange Server 2010




This case study is for informational purposes only.
MICROSOFT MAKES NO WARRANTIES, EXPRESS OR
IMPLIED, IN THIS SUMMARY.

Document published November 2009

								
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