Deploying Microsoft Lync to
County Extension Offices
Marguerite Kelly, Tom Ward
University of Illinois Extension
Background
 Spring 2010: Campus looking to reduce costs of legacy
telephone system, contract expires in June 2012
 Unifi...
Synergies
 Unified IM with entire University (except undergrads)
 Free calls to other Extension offices and campus, incl...
Deployment
 Pilot group of 50 volunteers fall 2012
 Lync Accounts Created for the pilot group
 E911 agreement completed...
Deployment
 Successful Pilot – time to roll out to entire staff
 Feb/Mar 2013 statewide Lync 2010 roll out
 Order heads...
Deployment
 Move to Lync 2013 – Testing by Tech Team
 Decision to move Feb 2014 a year since Lync 2010
 Many offices ha...
Training and Support
 Pilot group of 50 users
 Developed a set of eight Use Case documents to
teach each set of features...
Subsequent Developments
 Office accounts for MG desk, Conference rooms,
Extra Help staff
 Federation with Skype
 Improv...
Thanks for listening
 Questions?
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Deploying Microsoft Lync to County Extension Offices

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Marguerite Kelly, Tom Ward
University of Illinois Extension

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  • AT&T contract was costing approx $6 million annually.
    UC-Lync: Provides single interface uniting voice, IM, audio/video/web conferencing.
  • Creating contacts, Outlook integration, Audio calls, video calls, Presence, IM, Setting up Online meetings.
    90 minute training session.
  • Deploying Microsoft Lync to County Extension Offices

    1. 1. Deploying Microsoft Lync to County Extension Offices Marguerite Kelly, Tom Ward University of Illinois Extension
    2. 2. Background  Spring 2010: Campus looking to reduce costs of legacy telephone system, contract expires in June 2012  Unified communications systems becoming popular  Fall/winter 2011: Campus IT begins removing phones from desktops  Spring 2012: Extension realizes potential synergy if field staff also had access to Lync  Spring 2013: Begin deploying Lync to Extension field offices
    3. 3. Synergies  Unified IM with entire University (except undergrads)  Free calls to other Extension offices and campus, including voice mail  Desktop video conferencing  Screen sharing useful for tech support and instruction  Online meetings (Cisco MeetingPlace retirement 8/31/13)  Tight integration with Outlook  Agnostic of physical location
    4. 4. Deployment  Pilot group of 50 volunteers fall 2012  Lync Accounts Created for the pilot group  E911 agreement completed by staff  Install software (from local server or webstore)  Headsets/Cameras Installation and troubleshooting  Training:  Outlook Integration  Use of headset for audio conversation (Make/answer calls)  Use of camera for video conferencing  Sharing desktop (Support & Training)
    5. 5. Deployment  Successful Pilot – time to roll out to entire staff  Feb/Mar 2013 statewide Lync 2010 roll out  Order headsets/camera for statewide staff  Staff complete E911  Install software (Setup files on local file servers)  Training…Training…Training
    6. 6. Deployment  Move to Lync 2013 – Testing by Tech Team  Decision to move Feb 2014 a year since Lync 2010  Many offices have slow internet speeds for download, DVD mailed to all Ext Offices (Instruction, Install, Activation files)  Email sent to County Directors to encourage all staff to upgrade with due date statewide upgrade  Pitfalls:  Activation was not completed correctly by staff – The activation error produced many support request  Reluctant staff not meeting install due date-too busy  Currently 85% of the state upgraded
    7. 7. Training and Support  Pilot group of 50 users  Developed a set of eight Use Case documents to teach each set of features  Used Lync to conduct training sessions  Nine held during February – March 2013  Demo
    8. 8. Subsequent Developments  Office accounts for MG desk, Conference rooms, Extra Help staff  Federation with Skype  Improved and enhanced capabilities on mobile devices with Lync 2013  Lync Web App 2013 makes for an improved experience with non-Lync users
    9. 9. Thanks for listening  Questions?

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