May 13, 2011 - CITES

Academic Telecommunications Advisory Group Meeting Minutes
Date: May 13, 2011
Attendees:
Chuck Thompson (Chair), Craig Flowers, Bill Goodman, Keith Marshall, Deanna Raineri
Ex Officio: Cynthia Cobb, Michael Corn, Greg Gulick, Michael Hites, Panit Lisy, Tony
Rimovsky, Beth Scheid
Electronic Handouts:
UC @ Illinois Program Status
Voice Schedule
Q2 Communications Schedule
1. Announcements – Chuck Thompson
• An ATAG wiki space was created and ATAG materials will be posted there.
• ATAG meetings will move to a bi-weekly schedule.
• Meeting minutes will be sent out for approval via email, rather than waiting until
the next scheduled meeting.
2. MS Exchange 2010 Migration Progress
• UC Program Status – Greg Gulick
Greg asked for feedback from committee members regarding the UC Program
Status report. ATAG members find them useful and Greg will post them weekly
to the ATAG listserv and put them on the ATAG wiki.
• Migration Progress Report – Tony Rimovsky
Tony reported 3006 accounts have been migrated to Exchange 2010. These are a
mix of user and resource (e.g. conference room calendar) accounts and the service
is now at 8% of current storage capacity.
• Migration Issues – Tony Rimovsky
o Potential issues with thin clients and UC
Two open issues are how E911 location information will work with thin
clients and whether clericals will have all the needed Lync functionality
for multi-line environments if they are on a thin client.
CITES will be evaluating Lync on thin clients, in partnership with campus
units who already have thin client deployments, and is reaching out to
other universities who are farther along in their Lync implementation.
o Back-up and retention strategy
The following strategy was endorsed by the AOAG technical group and
accepted by ATAG:

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Follow the Microsoft recommendation of setting up a 5 th database
copy on a lag with a 14-day disaster recovery period. Currently,
Express mail is backed up to tape nightly and retained for 7 days.
Messages that are deleted first sit in a dumpster for 30 days. This
dumpster can be used for message and mailbox restoration.
When an employee leaves, their AD user object will get
disconnected from their mailbox. Policy and procedure is being
developed for when these mailboxes will actually be deleted.
3. Lync Status
• Voice Migration Schedule – Greg Gulick
o Greg distributed a handout with a draft high-level timeline for Lync
migration. He noted the tradeoffs between doing a quick deployment
vs. spending time doing extensive testing.
o During the pilot phase, users will likely have access to both Lync and
their old phone.
o CITES is looking into an eco-friendly way to dispose of old phones.
• Lync-related Rate and Funding Issues – Beth Scheid
Beth explained that the new rates and funding model for CITES-provided IT
services is based on having bundled services that will be available to specific
campus groups for a given rate. Groups that aren’t eligible for the bundle may
pay separately for various services. Not every campus group will get full Lync
functionality. When CITES receives final administrative sign-off on the rate
and funding proposal, the details of the rates plan will be shared with the
campus.
4. UC @ Illinois Communications
• Q2 Communications Schedule – Tony Rimovsky
o First newsletter is out.
o Second newsletter will be released next week.
o 5/16 Meeting for Business Managers and Voice Coordinators.
o 5/26 UC Day II – 4 sessions and demos using campus Lync server
o 6/7 IT Pro Forum
Tony reported that four UC launch meetings were held for IT Pros. Only
half of the targeted IT Pros attended. Two more meetings are being
planned.
• Training Schedule Information and Format Changes – Tony Rimovsky
Received good feedback from the training sessions for LAS and the College of
Engineering. The format is being changed to multiple, shorter sessions. CITES is
looking for partnerships with campus units that can help with training.

• Departmental Contacts and Establishing Executive Sponsors – Greg Gulick
Greg provided a draft list of contact names for College Level Units with and
without UC Executive Sponsors. He explained the difficulty of getting the correct
names listed and is working through the IT Pros and IT Alliance for additions and
corrections. Various ATAG members offered to help with some of the
information. ATAG recommended that Executive Sponsor always be the unit
executive officers and that they be asked to name a “Sponsor” for UC to fill the
role that the UC Project has previously been defining as “Executive Sponsor”.
5. E911 Status – Mike Corn [Deferred until next meeting]
6. New Items – Chuck Thompson
No new items were brought up.
Next ATAG meeting will be May 27 th , 2011, 1:30pm-3:00pm, Rm 405 Illini Union