1 gogglemail implementation plan. 2 googlemail implementation plan index pagecontents 1aim, benefits...
TRANSCRIPT
1
Gogglemail ImplementationPlan
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Googlemail Implementation Plan
Index
Page Contents
1 Aim, Benefits & Contacts
2 Summary of Implementation Process
3 What needs to be done
4 Places Where New Email Address needs to be changed
5 Who Needs to Be Told re: New Email Address
6 Risks
7 Lessons Learnt
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AIM
To move from squirrel mail to Googlemail as part of a wider Kirklees initiative to improve email functionality and efficiency. The implementation should aim to minimise the detrimental effect on communication to the school, during the implementation and
thereafter.
BENEFITS(taken from document from Eileen Torr, SIO (ICT)
• 8Gb storage (much higher than Squirrel mail) • Unlimited number of email accounts per school if you wish for every member of staff to have email address• This can be extended to pupils if school wishes• Emails can be forwarded to Outlook as now• Emails can be accessed via web address www.moople.net• Secure login access• Available from any device with web access• Can use head.highburton and office.highburton email addresses as now• Can have other generic addresses e.g. ICT.highburton
CONTACTS• Implementation is being managed by Helen Bennett - [email protected]• Overall Responsibility – Eileen Torr, School Improvement Officer (ICT) – 860 (22) 5724• Provider contact – Andrew Flowerdew – [email protected]
Googlemail Implementation Plan
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Summary of Implementation Process
Googlemail Implementation Plan
Set Up Email Accounts
Communicate new email address
Dual Run both email accounts
Re- communicate change of email
address
Squirrel mail turned off
W/C 14th February
31st March
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What When Cost By Whom
Contact Andrew Flowerdew re: set up of office,and head email accounts.
n/a
Set up email accounts for your School tbc Andrew Flowerdew
Check re: training sessions on Googlemail tbc
Attend training tbc
Set up for Squirrel mail to forward to Googlemail tbc
Receive Training n/a
Disseminate training to others tbc tbc
Advise how staff will save their emails off Squirrel that they want n/a
Check email accounts work n/a
Connect Googlemail accounts to Outlook if applicable n/a
Commence looking at both email accounts n/a
What Needs to Be Done
Googlemail Implementation Plan
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What When Cost By Whom
Update Staff on what is happening and ask for contact details we need to send change of email address to/ sites it needs changing on
staff meeting
n/a
Update Staff on what is happening and ask for contact details we need to send change of email address to/ sites it needs changing on
Staff briefing
n/a
Agree who needs to be told re: new email address tbc n/a
Set up email to send out to people tbc n/a
Change email address on relevant sites tbc n/a
Check e mails coming in to old Squirrel address – advise re: new address and add to list to follow up
tbc n/a
Final follow up re: people not using new email address before squirrel switched off
25/2 n/a
Squirrel turned off 31/3/11 n/a KMC
What Needs to Be Done
Googlemail Implementation Plan
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Places Where New Email Address needs to be changed
Googlemail Implementation Plan
WHERE BY WHOM Which Email Addresses
WHEN CONFIRMED CHANGED
School website tbc
Headed paper template Head
Newsletter Office
Any sites we regularly use? Suppliers? E.g. amazonplaces we visit or planned to go to? E.g. Cannon Hall
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Who Needs to Be Advised re: New Email Address
Googlemail Implementation Plan
WHO BY WHOM Which Email Addresses
WHEN HOW CONFIRMED THEY USING
Staff - SLT Office/head SLT after confirmed working
meeting
Staff – Team Office/head staff briefing after confirmed working
meeting
Supply Staff
Office/head
Kitchen Staff Office/head
Finance Team – Amelia Boughey Office/head email
Finance Team – Abid Hussain Office/head email
Finance Team – Angela Farmer Office/head email
Finance Team – SEA team Office/head email
Finance Team – David Gearing Office/head email
Finance Team – Karen Hatch Office/head email
Finance Team – Phil Taylor Office/head email
Finance Team – Pat Branch Office/head email
D & PS - Office/head email
All Governors Office/head email
Asset Management Team – Office/head email
Building Services email
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Who Needs to Be Advised re: New Email Address
Googlemail Implementation Plan
WHO BY WHOM Which Email Addresses
WHEN HOW CONFIRMED THEY USING
Document Solutions - Martin office email
Cleaning & Catering - Cath Office email
ITCAS – Karen Margiss Office/office2/head email
Personnel and Payroll – tbc names
Office/head email
HR – names tbc Office/head email
Schools Admissions – Margaret Hamby
Office/office2/head email
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Who Needs to Be Advised re: New Email Address
Googlemail Implementation Plan
WHO BY WHOM Which Email Addresses
WHEN HOW CONFIRMED THEY USING
Swimming Service Office/head email
After School clubs – outside agencies to list:
office email
Afterschool Club office In person
Playgroup Office/head In person
All other Schools in pyramid/contacts/admin network
Office/head In person
All other heads inpyramid/contacts/networks
Office/head In person
Office Supplies - Paper office email
Free School Meals – name tbc office2 email
Milk Delivery office2 email
KMC – name tbc -Dinner Returns Office/office2 email
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Who Needs to Be Advised re: New Email Address cont’d
Googlemail Implementation Plan
WHO BY WHOM Which Email Addresses
WHEN HOW CONFIRMED THEY USING
All Parents tbc Office/head Text/newsletter
Pupils tbc
Peripatetic teachers - Music tbc Office/head In person
Kirklees MusicSchool Office/head
Police Office/head email
Speech therapists
School Nurse
Psychologist Office/head email
SEN dept – name tbc Office/head email
Any other depts KMC regularly get emails from?
Any others we regularly use? Suppliers? E.g. amazonplaces we visit or planned to go to? E.g. Cannon Hall
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Risks
Risk Likelihood(low, med, high)
Mitigant
Email addresses don’t work low KMC tested; other schools using; won’t communicate until know it works
Lose old emails or folders that we want to keep low Maintain access via outlook for office/office 2 so keep all existing folders
Lose old emails or folders that we want to keep high Need confirmation from ICT Technician how to resolve
Don’t tell all people before 31.3.11 and so some do not know our new address and so we miss crucial information/emails
low Plan attached of who to contact and when; asking all staff who needs contacting; actions to follow up if not using; process to check squirrel for people who not using new address
Googlemail Implementation Plan
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Lessons Learnt From Implementation•
Googlemail Implementation Plan