{"id":2362,"date":"2021-01-11T10:15:03","date_gmt":"2021-01-11T18:15:03","guid":{"rendered":"https:\/\/sites.evergreen.edu\/ltc\/?p=2362"},"modified":"2021-01-11T10:15:23","modified_gmt":"2021-01-11T18:15:23","slug":"recast-microsoft-365-campus-update","status":"publish","type":"post","link":"https:\/\/sites.evergreen.edu\/ltc\/2021\/01\/recast-microsoft-365-campus-update\/","title":{"rendered":"Recast | Microsoft 365 Campus Update"},"content":{"rendered":"\n<p><strong>From: <\/strong>Computing and Communications Inbox &lt;candc_inbox@evergreen.edu&gt;<br> <strong>Date: <\/strong>Thursday, January 7, 2021 at 2:35 PM<\/p>\n\n\n\n<p>Hi everyone,<\/p>\n\n\n\n<p>It\u2019s been a while since we provided an update on the Office 365\nproject and now the Microsoft 365 project. We\u2019ve received many questions and\nare pleased to offer the following overview in response. Ongoing, updates will\nbe posted to the project website at:<a href=\"https:\/\/nam02.safelinks.protection.outlook.com\/?url=https%3A%2F%2Fsites.evergreen.edu%2Foffice365%2F&amp;data=04%7C01%7Cwilliaas%40evergreen.edu%7C45e013c9d4e74837925008d8b35c825c%7C22adcff7c06f49a68f2050711c40ddaa%7C0%7C0%7C637456557432820544%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&amp;sdata=1kKtUv6xNnVRkNTkA5Tx7E3018xEBkC%2BtV9uqn6IEsI%3D&amp;reserved=0\">\nhttps:\/\/sites.evergreen.edu\/office365\/<\/a><\/p>\n\n\n\n<p><strong>Project Status<\/strong><strong>\n<\/strong><\/p>\n\n\n\n<p><strong>Phase 1 &#8211; Office 365 project<\/strong>\nis complete <\/p>\n\n\n\n<ul><li>All active Outlook\n     mailboxes have been migrated to the Microsoft cloud.<\/li><li>We have shifted focus to\n     decommissioning back-end infrastructure replaced by M365 technology. This\n     activity will not impact daily users of Microsoft\n     applications.&nbsp;&nbsp;<\/li><\/ul>\n\n\n\n<p><strong>Phase 2 &#8211; Microsoft 365 (M365) Teams project<\/strong>\nis underway<\/p>\n\n\n\n<p>The project charter has been defined and our cross-divisional\nsteering committee is engaging in the work of visioning how the M365 suite of\ncollaboration tools will work for Evergreen.&nbsp;<\/p>\n\n\n\n<p><a href=\"https:\/\/nam02.safelinks.protection.outlook.com\/?url=https%3A%2F%2Fsites.evergreen.edu%2Foffice365%2Fwhats-the-difference-between-office-365-and-microsoft-365%2F&amp;data=04%7C01%7Cwilliaas%40evergreen.edu%7C45e013c9d4e74837925008d8b35c825c%7C22adcff7c06f49a68f2050711c40ddaa%7C0%7C0%7C637456557432830509%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&amp;sdata=TBCln68iCW%2BQD%2F5e5vnEMt%2Fkt2ko8RLUsRII%2FsICQ%2BY%3D&amp;reserved=0\"><em>What\u2019s\nthe difference is between Office 365 and Microsoft 365<\/em><\/a>?&nbsp; &nbsp;<\/p>\n\n\n\n<p><strong>Vision<\/strong><\/p>\n\n\n\n<p>In the long term, Microsoft Teams will be all staff member\u2019s home\nbase and cross-team collaboration hub. &nbsp;Faculty, staff, and students will\nuse Teams to share files, chat, collaborate, and participate in governance.\nEventually, even phone calls and voicemails will be managed through Teams.\nStudents and Faculty will be able to access it seamlessly from within a Canvas\nintegration sharing files and chatting with peers. <\/p>\n\n\n\n<p>We have a long way before we achieve this vision, but the\ncapabilities are already there and improving every day. <\/p>\n\n\n\n<p><strong>Why we have selected Teams as Evergreen\u2019s platform?<\/strong><\/p>\n\n\n\n<p><strong>Moving aging services to current solutions: <\/strong>M365\nis replacing systems that will eventually become deprecated. We are starting\nthe process now to give our community as much time as possible to adjust to the\ncoming changes. <\/p>\n\n\n\n<p><strong>Integration and Improved Usability: <\/strong>TheTeams\napp integrates chat, meetings, shared documents, project\/task planners, and\ncollaborations into a single application. The Teams mobile app makes accessing\nthese resources readily available for staff that don\u2019t have frequent access to a\ndesktop computer. <\/p>\n\n\n\n<p><strong>Improved Communication with Less Email: <\/strong>Posting\nto a Team channel is an anchored communication that is easily searchable,\navailable to all future Team members, consolidates attachments in one place,\nand with reactions, reduces email replies. Moreover, it eliminates the need to\nmanage cumbersome DLs. <\/p>\n\n\n\n<p><strong>Access Management:<\/strong>\nOwners of cross-departmental collaboration teams will have full control to\nmanage access to Team resources. Eventually, Departmental Team membership will\nbe automated, and new hires will automatically gain access to the resources\nthey need. <\/p>\n\n\n\n<p><strong>Consolidation:<\/strong> Teams will\neventually replace Slack, Zoom (for staff), departmental file shares, and other\napplications supported by M365 and provide an opportunity to consolidate tools\nfor improved security, integrations, usability, support\/management, and overall\ncost savings. <\/p>\n\n\n\n<p><strong>Slack as an example<\/strong>\n&#8211; Technology staff previously used Slack as an integral communication tool but\nhave begun to transition over to using Team Posts and Team Chat as an\nalternative. &nbsp;<\/p>\n\n\n\n<p><strong>Additional services M365 provides:<\/strong><\/p>\n\n\n\n<ul><li>Forms:\n      surveys and polls<\/li><li>Bookings:\n      online calendar reservations<\/li><li>Streams:\n      video hosting<\/li><li>Shifts:\n      frontline staff scheduling (like ZoomShift)<\/li><li>Planner:\n      Team-based project and task management &nbsp;<\/li><\/ul>\n\n\n\n<p><strong>Teams Implementation Strategy<\/strong>\n<\/p>\n\n\n\n<p>Looking ahead, the short-term is going to be challenging. The\nMicrosoft 365 suite of tools is vast and powerful and our community\u2019s need for\nimproved technology is pressing. We have a lot of work ahead to match needs\nsecurely and effectively to appropriate solutions. <\/p>\n\n\n\n<p><strong>Where are we now? <\/strong><\/p>\n\n\n\n<p>To test the waters, we have begun to slowly implement Microsoft\nTeams for a few staff work areas and cross-team collaborations. However, we\u2019ve\nhad to significantly slow down on this deployment while:<\/p>\n\n\n\n<ol><li>The project steering\n     committee works to ensure that Teams supports the organizational vision\n     and operational needs of the college moving forward.&nbsp;<ul><li>This\n      may include new or different organizational structures necessary to\n      implement the New Academic Directions (NAD) initiative.<\/li><\/ul><\/li><li>Our technical staff work\n     to:<ul><li>Learn\n      how to use Teams and develop recommended best practices<\/li><li>Ensure\n      proper security controls and configurations are in place<\/li><li>Develop\n      governance\/management processes and request\/provisioning tools<\/li><li>Prepare\n      training and transition resources for the community<\/li><\/ul><\/li><\/ol>\n\n\n\n<p><strong>Note:&nbsp;<\/strong>As we move from our A3 to A5 license, be prepared to receive\nan email notification about &#8220;Audio Conferencing.&#8221; This new capability\nwill now allow people to call into Teams meetings on their phone (similar to\nZoom).<\/p>\n\n\n\n<p><strong>Guiding Principles for Teams Creation<\/strong><\/p>\n\n\n\n<p>Evergreen is not alone in implementing Teams right now, in fact,\nmany WA State governmental agencies are on a similar path as well. Fortunately,\nthere are some great resources for rolling out Teams to large organizations.\nHere are a few principles that are informing our implementation: <\/p>\n\n\n\n<ul><li>Add teams gradually<\/li><li>Create teams with a\n     larger set of members and more channels.<ul><li>Bigger\n      Teams = Fewer Silos<\/li><li>Minimize\n      the number of teams that require a person&#8217;s participation.&nbsp;&nbsp;<\/li><\/ul><\/li><li>Each team should craft\n     channels based on their work, priorities, and communication needs.<\/li><\/ul>\n\n\n\n<p><strong>Teams for Academic Offerings <\/strong><\/p>\n\n\n\n<p><strong>We continue to recommend using Zoom and Canvas\nwith your students.<\/strong> We currently do not have automated\nprovisioning\/de-provisioning tools in place to manage broad availability of\nTeams. Additionally, students and faculty just completed a huge adoption of\nZoom in the curriculum during a crisis. We would like the transition to Teams\nto be more thoughtful and less traumatic for all. &nbsp; <\/p>\n\n\n\n<p>Looking ahead, Teams will work in combination with Canvas and\nprovider better collaboration for students and faculty working across the two\nplatforms. To be clear, <strong>Teams will NOT replace Canvas<\/strong>. It will replace\nmost productivity technologies that are currently cobbled together with an\nintegrated suite of tools for document and file creation, storage, sharing, and\ncollaboration. Eventually, Teams shared files will replace Orca file shares. <\/p>\n\n\n\n<p><strong>Timeline for Teams<\/strong>\n<\/p>\n\n\n\n<p>It&#8217;s slow, it&#8217;s taking longer than we had hoped to understand,\nconfigure, and get folks trained. Most likely it&#8217;s going to take years for us\nto become experts so don\u2019t fret if you don\u2019t get it right away. The legacy\ntechnologies will remain in place until the new technologies are fully adopted.\nOver time, you\u2019ll find the new technologies to be easier and more intuitive to\nuse. <\/p>\n\n\n\n<p><strong>Starting with staff offices<\/strong>\n&#8211; we have already begun creating departmental \u201cHome Teams\u201d and will continue\nworking to ensure a smooth experience as each group comes online. This includes\nmaking sure staff have adequate computer hardware to run Teams and proper\ntraining and guidance. <\/p>\n\n\n\n<p><strong>Academic programs<\/strong>&nbsp;&#8211;\nwe hope to pilot a few offerings for Spring 2021 with broader availability for\nFall 2021 (provided we can automate the process to add and remove students\nto\/from their program Teams). <\/p>\n\n\n\n<p><strong>Project and Cross-departmental Teams<\/strong>&nbsp;&#8211;\nare in progress; we are working to streamline the Teams request and\nprovisioning process. Requests can be made at help.evergreen.edu. &nbsp;<\/p>\n\n\n\n<p><strong>Training and Support<\/strong><\/p>\n\n\n\n<p>Right now, the best thing you can do is dedicate a little time\neach week to learn something new about Teams and Microsoft 365. Like learning\nto play the piano, a little bit of practice on a regular basis goes a long way.\nHere are a few places to start:<\/p>\n\n\n\n<ul><li><a href=\"https:\/\/nam02.safelinks.protection.outlook.com\/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fteam%2F19%253aab54373382644b9384a966d5b400618a%2540thread.tacv2%2Fconversations%3FgroupId%3Daa8faa09-4ff7-4014-b7b2-fa291dbf0d18%26tenantId%3D22adcff7-c06f-49a6-8f20-50711c40ddaa&amp;data=04%7C01%7Cwilliaas%40evergreen.edu%7C45e013c9d4e74837925008d8b35c825c%7C22adcff7c06f49a68f2050711c40ddaa%7C0%7C0%7C637456557432830509%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&amp;sdata=EMSXEtS3IykI7WkV814mePplMhrDaHKsXDXlXJn0GqI%3D&amp;reserved=0\">Get\n     to Know Teams<\/a> &#8211; Everyone is invited to join this Team to practice, ask\n     questions and gain access to training materials.<\/li><li><a href=\"https:\/\/nam02.safelinks.protection.outlook.com\/?url=https%3A%2F%2Fdocs.microsoft.com%2Fen-us%2FMicrosoftTeams%2Finstructor-led-training-teams-landing-page&amp;data=04%7C01%7Cwilliaas%40evergreen.edu%7C45e013c9d4e74837925008d8b35c825c%7C22adcff7c06f49a68f2050711c40ddaa%7C0%7C0%7C637456557432840464%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&amp;sdata=hyVbqCforFy5i%2BPnyJl6W3g%2F34%2FAHzUX8uQtdcPhBWc%3D&amp;reserved=0\">Instructor-led\n     training for Microsoft Teams<\/a> &nbsp;&#8211; Register for these Free workshops\n     with Microsoft training professionals. &nbsp;Any office can register for\n     these free workshops led by Microsoft professionals to learn how\n     everything from the basics to maximizing features.<\/li><\/ul>\n\n\n\n<p>Stay tuned! Follow the progress at the project\nwebsite: <a href=\"https:\/\/nam02.safelinks.protection.outlook.com\/?url=https%3A%2F%2Fsites.evergreen.edu%2Foffice365%2F&amp;data=04%7C01%7Cwilliaas%40evergreen.edu%7C45e013c9d4e74837925008d8b35c825c%7C22adcff7c06f49a68f2050711c40ddaa%7C0%7C0%7C637456557432840464%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&amp;sdata=AhPpfIPhnYLwCE0YKCfWRDTA%2Bqn8xmdD775hJNBKUC8%3D&amp;reserved=0\">https:\/\/sites.evergreen.edu\/office365\/<\/a><\/p>\n\n\n\n<p>Thanks, everyone, and Happy New Year! <\/p>\n\n\n\n<p><strong>The Microsoft 365 Steering Committee<\/strong><\/p>\n\n\n\n<p><em>Tony Alfonso &#8211; Project Sponsor <\/em><\/p>\n\n\n\n<p><em>Amy Greene &#8211; Project Manager <\/em><\/p>\n\n\n\n<p><em>Amy Betz,&nbsp;Eric\nPedersen,&nbsp;Dave Kohler,&nbsp;Andy Corn,&nbsp;Farra Hayes, Yahui Chi&nbsp;<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>From: Computing and Communications Inbox &lt;candc_inbox@evergreen.edu&gt; Date: Thursday, January 7, 2021 at 2:35 PM Hi everyone, It\u2019s been a while&#46;&#46;&#46;<\/p>\n","protected":false},"author":4996,"featured_media":1714,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_mi_skip_tracking":false,"_s2mail":"yes"},"categories":[11],"tags":[],"_links":{"self":[{"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/posts\/2362"}],"collection":[{"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/users\/4996"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/comments?post=2362"}],"version-history":[{"count":1,"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/posts\/2362\/revisions"}],"predecessor-version":[{"id":2363,"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/posts\/2362\/revisions\/2363"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/media\/1714"}],"wp:attachment":[{"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/media?parent=2362"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/categories?post=2362"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sites.evergreen.edu\/ltc\/wp-json\/wp\/v2\/tags?post=2362"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}