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					Revised                                             11/24: need status update on all items in draft 9/21
11/24/2006/                                         11/24: reset all due dates based on revised schedules
slw                                                 11/24: identify specific email group names for distributions (see
Revised                                             contact lists tab)
9/21/2006/ slw

 Audience                 Topic              in                              Description                                Date Due     Date              Notes
                                            draft                                                                                    Sent
                                             By
End User         Commissioner's Project     slw     New administration announcement on project timeline and top         12/15/2006           to be posted on web at
Dept IT Staff    Update Announcement                down support                                                                             "announcements"



End User         Email Project                      Introduction to project from end user prospective                     7/3/2006 7/21/2006 need copy of email
                 Announcement                         * Knowledge transfer
                                                      * Set Expectations
Dept. IT Staff Project Announcement                 Introduction to project from IT Staff prospective                     7/3/2006 8/11/2006 need copy of email
Dept. IT Staff Top Down Support                     Top Down Support                                                     7/14/2006 8/4/2006 to be posted on web at
                                                                                                                                             "announcements"
                                                    Project Supported by
                                                     * EIB (Enterprise Investments Board)
                                                     * ASD (Admin Service Directors)

                                                    What this means
Dept. IT Staff Preparation for Exchange             What needs to be done to prepare a computer for Outlook and          8/14/2006 sent      need copy of email
               (Computers)                          Office 2003

                                                    Minimum hardware standards
                                                    Minimum OS requirements
Dept. IT Staff Cool features Introduction           Announce the coming series of emails on cool features that both      9/29/2006
                                                    AD and Exchange will provide.

                                                    Discuss these are some of benefits that the enterprise approach
                                                    will provide them.

                                                    List several features that will be discussed.
Dept. IT Staff Design Highlights                    List several "important" features of the Detail Design. These        9/29/2006
                                                    should be those features that will have significant impact or
                                                    provide positive benefits to staff doing their jobs.
                                                     * What are they
                                                     * How they affect staff
                                                     * Where in document

        452e4110-0fb3-4eaf-bb71-2c8cb50a6d4b.xls - Communication Topics by Date                                                                     page 1 of 18
Revised                                          11/24: need status update on all items in draft 9/21
11/24/2006/                                      11/24: reset all due dates based on revised schedules
slw                                              11/24: identify specific email group names for distributions (see
Revised                                          contact lists tab)
9/21/2006/ slw

 Audience                 Topic           in                               Description                               Date Due     Date              Notes
                                         draft                                                                                    Sent
                                          By
Dept. IT Staff Technology Preview Days          Announce Technology Preview Days & Projects.                          9/29/2006
                                                  * Projects
                                                     * Directory & Messaging
                                                     * VOIP
                                                  * "Demonstration Labs" will be available to try out various
                                                systems and their functionality.
                                                  * Location & Dates
Dept. IT Staff Training for IT Staff     Jeff M Announce we have remembered them and will make sure they              9/29/2006
                                                have skills to do their jobs
                                                  * What training will be made available
                                                  * What do staff need to know
                                                  * Where will training be offered
                                                  * When will training be offered
                                                  * Who needs to attend. (Discuss Skill Assessment)
End User         Training's Coming       Jeff M Announce that training will be provided for new system                9/29/2006 sent
                 (Everyone)                       * Reiterate that EVERYONE will have the opportunity for some                  Oct/Nov
                                                training
                                                  * List some topics of training
                                                     * Outlook
                                                     * OWA
                                                     * More to come
                                                  * List how training will be delivered
                                                     * Email
                                                     * Over the web
                                                     * In "seminars"
Dept. IT Staff What exactly are AD and   Jeff M This email should provide a VERY short overview of what AD            9/29/2006           11/24 drafts received end
               Exchange                         and Exchange are. Probably one paragraph for each, plus links                             of Aug. and can be sent
                                                to find out more. The goal is to give IT Staff a brief                                    soon.
                                                understanding of what AD is. This will be especially aimed at
                                                non-AD shops.

                                                 Jeff M will draft this and let others ensure correctness



        452e4110-0fb3-4eaf-bb71-2c8cb50a6d4b.xls - Communication Topics by Date                                                                  page 2 of 18
Revised                                          11/24: need status update on all items in draft 9/21
11/24/2006/                                      11/24: reset all due dates based on revised schedules
slw                                              11/24: identify specific email group names for distributions (see
Revised                                          contact lists tab)
9/21/2006/ slw

 Audience                 Topic           in                               Description                                  Date Due     Date     Notes
                                         draft                                                                                       Sent
                                          By
Dept. IT Staff OU control of Users and           Ensure IT Staff know they will still have control of their Users and    10/6/2006
               Computers                         Computers
                                                  * Define where department IT Staff will have control
                                                  * Define where department IT Staff will not have control
Dept. IT Staff Benefits to IT Staff              Talk about why this is "good for them"                                 10/13/2006
                                                  * Makes their jobs "easier" including things they "no longer
                                                 have to do"
                                                  * Focuses their jobs on supporting their users
                                                  * Provides new tools to enable collaboration opportunities
                                                  * Makes jobs skills more marketable

Dept. IT Staff Provisioning              Jeff M Talk about connection to new HR system, including ability to use        10/13/2006
                                                a staff member's supervisor information in the system
Dept. IT Staff Security at Application          Talk about ability to use AD to secure applications.                    10/13/2006
               Level
Mid            Archiving / Records       Jeff M Announce Concept of Archiving / Records Retention                        11/3/2006
Mangement      Retention                         * Give a definition
                                                   * Archiving
                                                   * Records Retention
                                                 * Why are we doing this
                                                   * Legal discovery
                                                   * Reduce costs
                                                 * What are the implications
                                                 * Enterprise Policies are coming
                                                 * Department policies must be defined within context of
                                                Enterprise Policies
                                                   * What must be archived
                                                   * How long must it be archived
                                                   * What will not be archived
                                                 * Training will be coming




        452e4110-0fb3-4eaf-bb71-2c8cb50a6d4b.xls - Communication Topics by Date                                                             page 3 of 18
Revised                                            11/24: need status update on all items in draft 9/21
11/24/2006/                                        11/24: reset all due dates based on revised schedules
slw                                                11/24: identify specific email group names for distributions (see
Revised                                            contact lists tab)
9/21/2006/ slw

 Audience                Topic              in                              Description                                Date Due     Date     Notes
                                           draft                                                                                    Sent
                                            By
Dept. IT Staff Archiving / Records        Jeff M Announce concept of Archiving / Records Retention                      11/3/2006
               Retention (IT perspective)          * Give technical definition of what this means to them
                                                   * How will this affect their jobs
                                                   * We will be providing training for them on how to support their
                                                 users
Dept. IT Staff New Email Address                 Announce the new email address format                                  11/8/2006
                                                   * how to support new email address
                                                   * effective date for address change
                                                   * old email address works until date X
                                                   * new employees (including interdepartmental transfers) will
                                                 not get old email address
Mid            New Email Address                 Announce the new email address format                                  11/8/2006
Mangement                                          * aware of change in order to plan for resource needs
                                                   * effective date for address change
Dept. IT Staff Exchange Tasks (IT                Desribe how IT Staff can take advantage of Tasks.                     11/13/2006
               Perspective)
                                                 Include link to http://blogs.msdn.com/melissamacbeth/
Mid            Exchange Tasks (Mid               Talk about benefits to managers to assign tasks and due-dates         11/13/2006
Mangement      Management)                       to their direct-reports and track other tasks their direct-reports
                                                 are working on.
Dept. IT Staff Shared Contacts (IT Staff)        Talk about ability to have shared contacts across multiple users.     11/13/2006
                                                 Include ability to program against Exchange to include Outlook
                                                 contacts in LOB application.
Mid            Shared Contacts (Mid              Talk about ability to have shared contacts for a group of             11/13/2006
Mangement      Management)                       individuals that is not the enterprise, such as for a specific
                                                 project
Dept. IT Staff Single Signon for AD                * What is SSO                                                       11/13/2006
               Aware applications                  * How AD provides SSO capabilities
Dept. IT Staff Unified Messaging                 Define what "Unified Messaging" is: IM, Email, Voice, Fax.            11/14/2006

                                                   Show how AD can provide Unified Messaging to the Enterprise.




        452e4110-0fb3-4eaf-bb71-2c8cb50a6d4b.xls - Communication Topics by Date                                                            page 4 of 18
Revised                                           11/24: need status update on all items in draft 9/21
11/24/2006/                                       11/24: reset all due dates based on revised schedules
slw                                               11/24: identify specific email group names for distributions (see
Revised                                           contact lists tab)
9/21/2006/ slw

 Audience                 Topic            in                              Description                                Date Due     Date     Notes
                                          draft                                                                                    Sent
                                           By
Dept. IT Staff Live Communication                 Announce availibility of IM based on Live Communication Server      11/15/2006
               Server                              * What it is
                                                   * Depts must buy CAL's, but ETS will host the Server.
                                                   * Use MS Client

Dept. IT Staff Microsoft Project Server           Announce availibility of MS Project Server                          11/16/2006
                                                    * What it is
                                                    * Depts must buy CAL's, but ETS will host the server.
                                                    * Use MS Client
End User       New Email Features                 Discuss features relavent to users in the new email system.         11/17/2006
Dept. IT Staff Groove Services                    Brief Description of Groove                                         11/30/2006
                                                  Brief Description of where it has succeeded.
                                                  Link to MS Site with Case studies
                                                  (http://www.groove.net/index.cfm?pagename=CustomerStories)
                                                  Emphasize Florida Division of Emergency Management
                                                  (http://www.groove.net/link?pagename=CaseStudy_florida)
Dept. IT Staff SharePoint                         Introduce availabilty and "cool features"                           11/30/2006
Dept. IT Staff Workflow                           Discuss Windows Workflow Foundation and how it allows               11/30/2006
                                                  workflow applications to be built across the enterprise.
End User         Archiving / Records              Announce Concept of Archiving / Records Retention                    12/1/2006
                 Retention                          * Give a definition
                                                       * Archiving
                                                       * Records Retention
                                                    * Why are we doing this
                                                       * Legal discovery
                                                       * Reduce costs
                                                    * What are the implications
                                                       * Your inbox must be "Maintained"
                                                       * items not archived will be deleted after X days
                                                       * Don't archive personal emails
                                                    * Training will be coming
Dept. IT Staff SharePoint Portal Server             * talk about what the diff between Portal and "Services" are.      12/1/2006
                                                    * Include some plans for use of SharePoint w/in state.


       452e4110-0fb3-4eaf-bb71-2c8cb50a6d4b.xls - Communication Topics by Date                                                            page 5 of 18
Revised                                           11/24: need status update on all items in draft 9/21
11/24/2006/                                       11/24: reset all due dates based on revised schedules
slw                                               11/24: identify specific email group names for distributions (see
Revised                                           contact lists tab)
9/21/2006/ slw

 Audience                 Topic            in                              Description                                Date Due     Date     Notes
                                          draft                                                                                    Sent
                                           By
Dept. IT Staff SharePoint Services                Give overview of SharePoint Services, include how easy it is to      12/1/2006
                                                  setup and use.
End User         How to prepare for new           Discuss steps users can use to prepare for the new email              1/3/2007
                 email                              * Categorizing email (using Folders)
                                                    * Deleting un-necessary email
                                                    * Delete personal email
                                                    * Empty your trash
End User         New Email Address                Announce the new email address format                                 1/3/2007
                                                    * mail coming to existing address will be forwarded to new
                                                  address
                                                    * effective date for address change
                                                    * old email address works until date X
End User         Roll Out Schedule                Initial "draft" schedule to everyone.                                 1/3/2007
                 (several)                          * When is it happening
                                                    * How they will be affected
                                                    * Updated schedule available at location X
                                                    * We'll notify more precisly before it happens.
Dept. IT Staff InfoPath                           Introduce availabilty and "cool features"                            1/12/2007
                                                    * What is InfoPath
                                                    * How do I use it
                                                    * Show example of it's usage
                                                    * Where to find more information
End User       OWA Features                       List some features of OWA                                            1/22/2007
Dept. IT Staff Exchange                           Talk about existance of API's (Com & .NET) that are easy to use      1/23/2007
               Programmability                    and develop custom applications that interact directly with
                                                  Exchange. Outlook Programmability blog:
                                                  http://blogs.msdn.com/rgregg/
Dept. IT Staff Exchange Journal (Cool             Describe what "Journal" feature is.                                  1/24/2007
               Features)                          How can it benefit users.
                                                  List a link to API.




       452e4110-0fb3-4eaf-bb71-2c8cb50a6d4b.xls - Communication Topics by Date                                                            page 6 of 18
Revised                                             11/24: need status update on all items in draft 9/21
11/24/2006/                                         11/24: reset all due dates based on revised schedules
slw                                                 11/24: identify specific email group names for distributions (see
Revised                                             contact lists tab)
9/21/2006/ slw

 Audience                  Topic             in                              Description                                Date Due     Date     Notes
                                            draft                                                                                    Sent
                                             By
Dept. IT Staff E-Signature / encryption             Announce E-Signature / Encryption availability and how it affects    1/25/2007
                                                    IT Staff
                                                     * Who gets "it"
                                                     * How to apply it to users
                                                     * Purpose
End User         E-signature / encryption           Announce that it is coming                                           1/26/2007
                                                     * What is it?
                                                     * Who will get it
                                                     * Why are we doing this?
                                                     * Train will be provided
End User         New Calendaring Features                                                                                1/29/2007

Dept. IT Staff ADAM                                 AD Application Mode (extensions for programmers)                     1/30/2007
Dept. IT Staff ADFS                                 AD Federated Services (for agency collaboration & cooperative        1/30/2007
                                                    functions)
End User         Exchange Cool Fatures:             talk about ability to schedule users and conference rooms            1/31/2007
                 Enterprise Calendaring             across the enterprise, for all users.
                                                    How does this differ from current system(s).
End User         Old Email Migration                Discuss how end-users can "help" with email migration                2/14/2007
                                                      * Organize email by Topic in folders
                                                      * "remove" personal email
                                                      * Delete "un-necessary" email
End User       Remind users to prepare                                                                                   2/14/2007
               for new email
Dept. IT Staff Encryption                           Announce availability of Encryption for Email.                             ??
                                                     * How will this affect IT staff
                                                     * What are support requirements
End User         Pilots                                                                                                        ??




       452e4110-0fb3-4eaf-bb71-2c8cb50a6d4b.xls - Communication Topics by Date                                                              page 7 of 18
Revised                                          11/24: need status update on all items in draft 9/21
11/24/2006/                                      11/24: reset all due dates based on revised schedules
slw                                              11/24: identify specific email group names for distributions (see
Revised                                          contact lists tab)
9/21/2006/ slw

 Audience                 Topic           in                              Description                                Date Due   Date     Notes
                                         draft                                                                                  Sent
                                          By
End User         Training's Coming (No           Announce that Training will be provided to "introduce Outlook"
                 Outlook / Exchange)             and Exchange
                                                  * Emphasize training on Outlook
                                                  * What is Outlook
                                                  * What is OWA
                                                  * Where to find more information on Outlook/OWA (URL's?)
                                                  * When will training be announced




       452e4110-0fb3-4eaf-bb71-2c8cb50a6d4b.xls - Communication Topics by Date                                                         page 8 of 18
                                                         DRECTORY & MESSAGING MEETING MATRIX
Updated 12/18/2007

   Meeting Name              Meeting Purpose                             Agenda                         Required Attendance       Meeting Time      Minutes Emailed To
EIB                  Review and Approve                                                                                       As Needed
                     recommendations from the
                     TMC. The official change
                     management board for the
                     project
ASD                  Review and Approve                review status of agencies                                              As needed
                     recommendations from the          review high level status of project
                     TMC on issues that have fical     review/approve cost, schedule, budget
                     impacts.                          changes to original project
                     follow up on Agencies to
                     ensure they are keeping to
                     schedule
TMC Bi Weekly        Develop overall Project Vision,                                                                                                TMC members Core
Meeting              receive and review bi-weekly                                                                                                   project team when
                     project reports                                                                                                                Project issues are
                                                                                                                                                    discussed

TAG Weekly Meeting develop policies for the            be informed of progress of project team        TAG                     Tuesday's 1:30 - 3:30 TAG members;
                   enterprise approach for the         be informed of progress of agencies tasks                                                    Department IT
                   state, review work completed        recommend policies to propose to TMC for                                                     managers
                   by project team, ensure that        approval
                   agencies complete tasks in a        develop state wide policies for operation in
                   timely manner, elevate issues       new environment
                   of policy to the TMC                review project deliverables

AD Project           Weekly Status meeting to          Accomplishments                                Jan Moyer, ETS          Tuesday's 8:30-9:30   Core Project
Management           review risks, threats, and        Short Term Plans                               Teri Rasmussen, ETS                           Management Team
                     opportunities, review upcoming    Outstanding Issues                             Russell Kunibe, ETS
                     tasks to be completed             New Issues                                     Phil Gouveia, ETS
                                                       Risks                                          Joe Spears, ETS
                                                       Esclations                                     April Smith, ETS
Technical Team       Weekly Status meeting to          Round Table   Joe Spears, ETS              Mondays, 1:00 - 2:00 Technical Team
Meeting and Stand-   review progress, identify                       Phil Gouveia, ETS            for Tech team
ups                  responsibilities, review risks,                 Thor Ryan, ETS               meeting 11:30-Noon T-
                     treats and opportunities,                       Russell Kunibe, ETS;         Th for Stand-ups
                     identify issues needing                         Jeff Jordan, Marc Casillo,
                     elevation at the Core Team                      Frank Forque, Christopher
                     meeting                                         Jones, Gene Thompson,
                                                                     Wylie Caleb
                                                         COMMUNICATION REQUIREMENTS
working document - updated 10/2/2007


          With Whom                                 Needs/Wants/Purpose                                        Method(s)                         Tools                          Comments

Departments
Department Executive,              Need to be informed to provide direction to their          Report in regular ASD meetings               meetings,           Need middle management support for
middle mgt                         Department                                                 Town Hall meetings (Large conference call)   Email status        resourcing of Project
                                    - Understand what the Project Objectives                  Email updates- Distribution List             Standard reports
                                    - Understand magnitude of their Statement of Work         One on one contact (in person, phone) ETS
                                   (SOW)                                                      managers,
                                    - Budget information, Confirm changes meet needs          Website
                                    - How is the Project affecting the way they do business
                                    - Need to understand impact to end users and
                                   department
                                    - Receive department status to sync with project
                                    -Communicate Expectations, resource needs



Departments IT Staff and TAG       Be Informed about the project                              TAG meeting                                  meetings,           Knowledge transfer required in order to
Representatives                    Receive regular status                                     Face to Face                                 Email status        support project.
                                   Reduce Unknowns                                            Status/Requirements Follow Up                Standard reports    Must have project ownership.
                                   Communicate Expectations (e.g. tasks)                      Regular Email project updates                 - Risks & Issues
                                   Understands Department environment best
End Users                          Want to be informed                                        Web site                                     Email and Website Proper expectations will help success of
                                   Understand difference between current services and what    Email or newsletter updates                                    project. With AD the direct impact to the end
                                   they will receive                                           - General info on products                                    user should be minmal and therfor the
                                   FAQ - publish                                               - FAQ                                                         communication will be less than the Exchange
                                                                                               - ETS > Reps > Department DL                                  Project.




Enterprise Investment Board
Annette Kreitzer, DOA              Risks, Issues, Status                                                                                   meetings,
Commissioner;                      Temperature of Departments                                                                              Email status
Mike Tibbles, Chief of Staff       Issues that are escalated beyond the Executive Steering                                                 Standard reports
Karen Rehfield, OMB Director;      Committee                                                                                                - Risks & Issues
Guy Bell, ASD Chair                Issues that have Enterprise significance
Jan Moyer, TMC Chair



Executive Steering Committee
Admin Service Directors            Status                                                     Summarized Risk and Issues                   meetings,           Handle Scope Changes and Esclations
(ASDs), TMC, Rachael Petro,        Recommendations for decisions                              Summarized Status Report                     Email status
Deputy Commissioner                Risk                                                        - Status of project                         Standard reports
                                   Escalation Path                                             - Department progress                        - Risks & Issues
                                                                                               - department participation
                                                                                               - highlights of comm to end users
                                                         COMMUNICATION REQUIREMENTS
working document - updated 10/2/2007


          With Whom                                 Needs/Wants/Purpose                       Method(s)    Tools                   Comments
ETS
Project Stakeholders;           Risks, Issues, Status                        Weekly Face to Face
Jan Moyer, Dave Blaisdell, Eric Detailed Project Status                      Project Reports:
Swanson, ASDs, TMC              Escalation (first to Jan)                     - Risk and Issues
                                Change Management                             - Department Participation
                                                                              - Project Plan look ahead
                                                                              - MS project status
                                                                              - ETS project status

ETS Managers:                      Risk, Issues, Status                      Project Reports:                      Need resources and future integration
Darrell Davis, Enterprise          Project Status                             - Risk and Issues
Security; John Monagle,            Project Staffing Requirements              - Department Participation
Network; Richard Porria,           Draft Project Designs and Maintenance      - Project Plan look ahead
Operations; April Smith,           Plans                                      - MS project status
Enterprise Applications; Mike                                                 - ETS project status
Hawkins, Database and
Mainframe; Carl Hefeford, VIOP
PM; Jim Kohler, ALMR;

ETS Project Team                   Project Schedule, Individual Tasks,       E-mail
                                                                             Web Site
                                                                             Project Reports:
                                                                              - Risk and Issues
                                                                              - Department Participation
                                                                              - Project Plan look ahead
                                                                              - MS project status
                                                                              - ETS project status



ETS Technical Staff                                                          E-mail
                                                                             Web Site
                                                                             Project Reports:
                                                                              - Risk and Issues
                                                                              - Department Participation
                                                                              - Project Plan look ahead
                                                                              - MS project status
                                                                              - ETS project status
                            DIRECTORY AND MESSAGING PROJECT- ACTIVE DIRECTORY - ROLES AND RESPONSIBILITIES
working document Draft - updated 02/08/2008

Name                         Role                                                Responsibility                                             Meetings to Attend
Department of
Administration
Commissioner
Annette Kreitzer             Commissioner of the Department of Administration,   In coordination with the Enterprise Investment Board         none
                             overall sponsor of this project                     (EIB), will be the final arbitrator when decisions cannot be
                                                                                 made at a lower level.
Rachael Petro                Deputy Commissioners of the Department of           represents the commissioner's office on the Steering
                             Administration                                      committee and ASD.

Enterprise Investment
Board
Annette Kreitzer, DOA  Enterprise Investment Board                               Enterprise Investment Board (EIB), will be the final       EIB
Commissioner;                                                                    arbitrator when decisions cannot be made at a lower level.
Mike Tibbles, Chief of                                                           Acts as the official change board for the project.
Staff                                                                            Recommends category funding allocations, and
Karen Rehfield, OMB                                                              prioritization as necessary.
Director;                                                                        Approves investments in "projects"
Tom Lawson, ASD Chair                                                            Monitor "investment portfolio" performance - projects/etc.
Anand Dubey, TMC Chair                                                           Approves Enterprise IT Policy and Procedures
                                                                                 Develops and Maintains the State IT Plan
                                                                                 Leverages investments across Service Areas - Where
                                                                                 applicable




Administrator Services
Directors Group
ASD                          Commit agency resources, approve budgetary, staffing The AST reviews and approves recommendations from
                             and schedule changes                                 the TMC that have fiscal impacts and follows up with
                                                                                  departmental staff to ensure they are keeping on
                                                                                  schedule.
Guy Bell, Labor              Chair of the ASD
Steering Committee - 6       Sub committee of the ASD for the project to make     Working Group to support the full ASD committee           Monthly status and review meeting
members from ASD             recommendations for ASD approval.                                                                              and as needed
Tom Lawson, F&G ASD          Lead steering committee meetings                     Run the Steering Committee meetings

Technology
Management Council
(TMC)
Name                       Role                                                  Responsibility                                           Meetings to Attend
ETS Director and one       Certifies Enterprise architecture compliance;         This group is tasked with providing technical review and Bi-weekly meetings
representative from each   Evaluates and determines changes to Enterprise IT     advice to the Administrative Services Team (AST) and the
of the 6 Service Areas     Standards;                                            EIB, certifying compliance with Enterprise IT Standards,
                           Evaluates and recommends Enterprise IT Policy and     maintaining the relevance of Enterprise IT standards,
                           Procedures;                                           approving exceptions to the IT standards and evaluates
                           Makes decision regardin "Unique technology            and recommends Enterprise IT Policy. Reviews and
                           investments"                                          approves TAG work products. Reviews and arbitrates
                                                                                 departmental appeals of CMB decisions.

Anand Dubey, Director      TMC Chair                                             Run the TMC meetings
ETS

Technical Advisory
Group (TAG)
15 department             A sub-committee of the TMC. Act as a technical review The TAG will ensure that department requirements are        Weekly TAG Meetings, work group
representatives and a ETS board for the project.                                met; will work with ETS to create policies, procedures, and meetings as necessary
representative                                                                  processes to manage the new directory and messaging
                                                                                services; will represent the departments in communicating
                                                                                departmental tasks and reporting on status. The TAG will
                                                                                communicate necessary project information to their
                                                                                departmental IT staff. TAG is a review and
                                                                                recommendation body
Corey Kos (F&G)            TAG Chair                                             Will run the TAG meetings.                              TAG Meetings, work group meetings
                                                                                                                                         as necessary

TAG Work Groups
Department                 Subset of the TAG assembled to perform a specific     Complete work assigned by the TAG for their review in the TAG Work Group meetings
representatives, TAG       task's) for review by the TAG, but may also contain   time given.
members, ETS Staff as      agency experts who do not sit on the TAG. Work
assigned by the TAG        Groups will work to the State's Enterprise platform
                           strategy.

Work Group Chair           Work Group Chair                                      Run the Work Group Meetings and report to the TAG      TAG Work Group meeting and TAG
                                                                                 chair and the project manager. Schedule Work Group     meeting where recommendations are
                                                                                 meetings, meeting rooms and teleconferences as needed. considered

Work Group Recorder        Work Group Recorder                                   Take notes during work group meetings and distribute the TAG Work Group meeting
                                                                                 notes to the group members, project manager and project
                                                                                 website support.

Configuration Management Board (CMB)
Name                        Role                                                    Responsibility                                          Meetings to Attend
15 Department               Acts as both the configuration management board and     Responsible for reviewing any proposed changes          CMB Meetings
representatives, plus one   change management board for the review of any           affecting the enterprise network, directory and/or
representative from ETS     changes to the production directory and messaging       messaging infrastructure and ensuring that a structured
Security, Mid-Tier and      environments in accordance with the CMB charter and     process is used to consider proposed changes and
Network sections            approved work flows.                                    incorporating them into the enterprise directory and
                                                                                    messaging infrastructure. The CMB shall request that
                                                                                    impact analysis of proposed changes be performed when
                                                                                    necessary, review CMB requests, make decisions and
                                                                                    communicate decisions made to affected groups and
                                                                                    individuals.
Will Dawson                 CMB Chair                                               Run the CMB meetings and online activities.                  CMB Meetings and TMC meetings
                                                                                                                                                 during a descision appeal

CMB Recorder (Vacant)       CMB Recorder                                            Take notes during CMB meetings and distribute the notes CMB Meetings
                                                                                    to the group members and IT Managers

ETS Management
Anand Dubey, ETS            ETS Division Director                                   Set Project vision, resolve escalation issues from the        Steering Committee, Core Team
Director                                                                            project director, responsible for ensuring all pertinent high meetings
                                                                                    level management are informed about the project

Jan Moyer, ETS Deputy       Project Sponsor                                         Provide overall vision and direction to the Core Project     AD Project Management Meeting,
Director                                                                            Team. Resolve escalation issues from project team;           TAG, Steering Committee Meetings
                                                                                    Provide the financial and personnel resources to the         and ASD Meetings
                                                                                    propject; analyze/manage budget; contracts;

Dave Blaisdell, ETS         ETS Finance Deputy Director                             Budget and Funding Advisor                                   None
Deputy Director
Teri Rassmusen              ETS Project Management Office Manager                   Oversee the Project Manager for adhearence to ETS            AD Project Management Meeting
                                                                                    Project Management Standards

State Security Officer
Darrell Davis               State Security Officer                                  Ensure that the design, policies, procedures and             Security Focus Group Meetings,
                                                                                    processes conform to state security regulations.             Security Office, TAG and AD Project
                                                                                    Responsible for leading efforts/ reviewing requests to       Management Meetings when
                                                                                    establish standards for Enterprise AD & Exchange as they     necessary
                                                                                    relate to security. Responsible to develop security policy
                                                                                    as it pertains to new requirements, new standards and
                                                                                    new ways of doing business.

Thor Ryan                   State Security Office Active Directory Representative   Represent the State Security Officer in TAG and Project      Weekly TAG, AD Technical Team
                                                                                    Team meetings.                                               meetings.

State Network Manager
Name                     Role                                             Responsibility                                                 Meetings to Attend
John Monagle             State Network Manager                            Review the directory and messaging design network              TAG, Technical Team Meetings and
                                                                          requirements to ensure it doesn't conflict with the existing   AD Project Management Meetings
                                                                          network infrastructure capabilities and performance.           when there are Network Issues
                                                                          Inform core project team of any network changes that will
                                                                          affect design. Responsible for reviewing current network
                                                                          and identifying any network issues that will inhibit
                                                                          performance of new design. Will work with design team
                                                                          as necessary.



State Operations Center Manager
Richard Porria           State Operations Center Manager                  Review the directory and messaging design operations           TAG, Technical Team Meetings and
                                                                          center and help desk requirements to ensure it doesn't         AD Project Management Meetings
                                                                          conflict with the existing operations center infrastructure    when there are Operations Center or
                                                                          capabilities and performance. Review and assist in the         Help Desk issues
                                                                          design of the system support responsibilities and
                                                                          escalations. Will work with design team as necessary.



Mid Tier
April Smith              ETS Mid Tier Manager including Exchange and AD   Review the directory and messaging design requirements TAG and AD Project Management
                                                                          to ensure it doesn't conflict with the existing midtier   Meetings
                                                                          application capabilities and performance. Assign AD
                                                                          project staff as needed and available. Manage the project
                                                                          budget.

ETS Project Management Team
Jan Moyer, Project       Project Management Team                          Create and manage overall project plan and schedule and AD Project Management Meetings
Sponsor; April Smith,                                                     provide direction and tasks for the TAG. Responsible for
Functional Program                                                        communications with Agencies and for integrating
Manager; Joe Spears,                                                      approved changes into the scope of work. Responsible for
Directory and Messaging                                                   overall design and rollout of the enterprise service
Manager; Teri                                                             offerings. Confirm proposed changes are technically
Rasmussen; ETS PMO                                                        sound and correctly implemented. Responsible for
Manager; Russell Kunibe,                                                  Contractor resource coordination and quality assurance.
Project Manager; Phil
Gouviea, AD Technical
Lead; Contractor's AD
Lead


ETS Project Team
Name                      Role                                                    Responsibility                                                Meetings to Attend
Russell Kunibe            Project Manager                                         Create & manage overall project schedule; Collect             AD Project Management Meeting,
                                                                                  Agency Budget Information; Prepare overall Directory and      Technical Team Meeting, TAG,
                                                                                  Messaging status; Prepare monthly Project report;             Department focus meetings, Work
                                                                                  Organize Agency SOW as it integrates to the overall           Group meetings
                                                                                  project. Provide direction and tasks for the TAG chair.
                                                                                  Follow up w/agencies SOW; Identify and communicate
                                                                                  risks and issues to Project Director; Identify business
                                                                                  critical issues, interface with MS technical team on tasks
                                                                                  issues and risks. Responsible for confirming sufficient
                                                                                  communication is taking place with the Agencies.
                                                                                  Responsible for integrating approved changes into the
                                                                                  scope of work. Responsible to present deliverables to
                                                                                  Project Director for sign off once they are completed.
                                                                                  Member of Change management board



Joe Spears                AD / Exchange Program Manager                           Responsible for Technical readiness of Directory and          AD Project Management Meeting,
                                                                                  Messaging team; Technical architecture; Operational           Technical Team Meeting, daily stand-
                                                                                  architecture; Technical support and escalation plan;          up meetings, TAG, Department focus
                                                                                  Supervise other ETS project technical staff;                  meetings, Work Group meetings

Phil Gouveia              Technical Lead                                          Responsible for the overall design and rollout of the         AD Project Management Meeting,
                                                                                  enterprise service offerings coincide with the states         Technical Team Meetings, daily
                                                                                  technical enterprise vision and strategy. Confirm             stand-up meetings, TAG, Department
                                                                                  proposed changes are technically sound and                    focus meetings, Work Group
                                                                                  implemented correctly. Release schedules are met with         meetings
                                                                                  tested, valid rollback plans. Provide technical info and
                                                                                  requirements to project team. When the system is in the
                                                                                  operations phase this position serves as a tier-3 resource,
                                                                                  helping to identify problems and bring them to resolution.


Steven Dahl               Directory and Messaging Project Communication (Part Directory and Messaging Project Marketing; Develop                Attend meetings only as required to
                          Time Role through Project)                               website; Maintain Share Point site. Author                   understand specific issues
                                                                                   communications to various stake holder groups under PM
                                                                                   or Project Director's direction.
Vacant                    Directory and Messaging Project Communication and Develop and consolidate communication surveys.                      AD Project Management Meeting,
                          Training Coordinator                                     Develop website, Maintain Share Point Site.                  TAG
AD Contractor Project     Project Manager for the AD Contractor and first point of Responsible for Contractor resource coordination, project    AD Project Management Meeting,
Manager (Optional         contract esclation                                       delivery quality assurance, budget/expense management,       TAG Meetings, Project Team
Position or the same as                                                            contract management, and working with the Project            Meeting, Select Steering Committee
Contractor Technical                                                               Manager on risk management and conditions of                 meetings.
Lead)                                                                              satisfaction management.


ETS Technical Team
Name                       Role                                  Responsibility                                              Meetings to Attend
ETS AD / Exchange Staff Technical Staff                          Complete tasks as assigned by the AD / Exchange             Technical Team meetings and daily
Jeff Jordan, Marc Casillo,                                       Program Manager and/or the Technical Lead. Assist with      stand-up meetings.
Frank Forque, Christopher                                        the gathering, compilation, and documenting of Agency
Jones, Gene Thompson,                                            requirements. Work on the detailed design, conduct
Wylie Caleb                                                      tests, spec and setup production AD. Assist with AD
                                                                 Migrations. These positions will server as an AD and
                                                                 Exchange Administrator.
Mike Kelly               Technical Resource, AD Design           Provide guidance to the project team in the evaluation of   Technical Team meetings and daily
                                                                 data and the analysis of the AD design. Be responsible      stand-up meetings.
                                                                 for (in cunjuction with the Technical Lead) the AD design
                                                                 and oversee all changes for their technical soundness.

Contractor Technical Lead Key Contracted Technical Resource      Escalate risks and issues. Provides technical leadership,   AD Project Management Meeting,
                                                                 design, development and implementation of solution;         TAG, Department focus meetings,
                                                                 Knowledge transfer to ETS technical team; Architect the     Work Group meetings, Subject Focus
                                                                 solution; Creation of technical documentation; Identify     meetings
                                                                 agency technical requirements. Create guideline for
                                                                 Migration for Departments.

Luke Kreuzenstein        ETS Anchorage LDAP / SMTP Staff         Maintain current enterprise SMTP system, Sun 1 LDAP         Technical Team meetings and
                                                                 and synchronization routines with AKPAY and Postini.        Subject focus meetings as needed.
                                                                 Work on the detailed design, conduct tests, and change
                                                                 synchronizations routines as necessary.

Jubal Skaggs             ETS Juneau MIIS Staff                   Maintain the current MIIS synchronization between LDAP Technical Team meetings and
                                                                 and the enterprise AD. Assist with the system design,   Subject focus meetings as needed.
                                                                 conduct tests, make changes to the MIIS synchronization
                                                                 routine as needed.

Internal Review
Project Review Team      Project quality assurance review team   Independently review project management process,
                                                                 Architecture (under direction of TAG)

Agency Technical Team
Agency Network Manager Agency Network Manager                    Work with the ETS technical team to plan the Agencies     Agency specific design, and
                                                                 email migration. Assist the technical team in testing the migration meetings
                                                                 networks. Participate as needed in the design of the Plan
                                                                 current work and standards to prepare the agencies IT
                                                                 infrastructure for the migration to the enterprise AD and
                                                                 exchange.
Agency Network Spec II   Agency Network Spec II                  Object administration, such as users, workstations,         Agency specific design, and
                                                                 servers, GPOs.                                              migration meetings
Agency Network Spec I    Agency Network Spec I                    Object administration, such as users, workstations,        Agency specific design, and
                                                                 servers, GPOs.                                              migration meetings

				
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Description: Responsibilities of Network Manager document sample