The document summarizes the deployment of Microsoft Lync within the University of Illinois Extension offices to replace an aging telephone system and provide unified communications capabilities. It describes piloting Lync with 50 volunteers in 2012, then rolling it out statewide in 2013. Training sessions were conducted over Lync to teach staff how to use the new system's features like IM, video conferencing, screen sharing, and integration with Outlook. In 2014, the offices transitioned to Lync 2013 to take advantage of improved mobile access and capabilities. The rollout faced some challenges with software installation and reluctance from busy staff.

1. Deploying Microsoft Lync to
County Extension Offices
Marguerite Kelly, Tom Ward
University of Illinois Extension

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. 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. 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. 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. 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. 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. 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. Thanks for listening
 Questions?