Project Overview
Project Name: Implementation of MS Teams
Purpose of Change: Provide a full featured video conferencing solution that replaces Zoom's functionality at a lower cost.
Expected Outcomes: Reduce software expense and standardize on a Microsoft solution that will integrate with future projects like implementing Teams Phone.
Define Success
Success Criteria: Users are able to utilize MS Teams for their video conferencing tasks
- Ad hoc meetings
- Scheduled meetings
- Meeting links are created in Google Calendar when the meeting is scheduled
- Online classes
- Recording meetings and classes
- Class recordings are imported into Panopto and available from Moodle
Stakeholders Involved
- EMU IT
- EMU Employees
- EMU Students
- MEA
- Bluffton
- CMU
- Hesston
- AMBS
Change Impact Assessment
Impacted Groups
- EMU IT
- EMU Employees
- EMU Students
- MEA
- Bluffton
- CMU
- Hesston
- AMBS
Change Characteristics: All Zoom functionality will be replaced with MS Teams. This technological change will impact all EMU employees and students.
Change Management Strategy
Key Messages
- MS Teams has all the key functionality currently provided by Zoom
- EMU IT will partner with users to learn MS Teams and assist with developing new workflows
- This change fits into a larger IT strategy of utilizing MS Teams for phone and chat. This will become a full featured collaboration platform.
Engagement Tactics
- Email announcement
- Regular emails with updates until Jul 1, 2025
- Weekly Teams Thursday sessions for employees to learn and explore functionality. Some will have a focus on online learning.
Communications Plan
Communication Objectives
- Inform stakeholders of the change
- Provide details on how and why the change is being implemented
- Alleviate stakeholder anxiety about the change
- How this change fits into IT’s larger strategy
Target Audiences: EMU employees
Communication Channels: Email, Moodle blog, EMU status blog, HelpZone
Resistance Management
Potential Resistance Points
- Faculty are already stretched using technology in their teaching, this is another tool they will need to learn.
- Zoom has been used at EMU for over 10 years
- Many users will be resistant to change regardless of the actual change.
Strategies to Prevent and Address Resistance
- Communicate the change early to give users time to process the change.
- Provide a mechanism for feedback and questions
- Communicate how and why the change is being made
- Provide training opportunities
- Provide documentation on using MS Teams
- Provide early access to MS Teams for users to become familiar with using it
Implementation Timeline
Milestone
- Inform MEA, Bluffton, Hesston, CMU, AMBS with details on how to proceed if they want to continue using Zoom - DONE
- Notify Zoom that EMU will not be renewing the licenses - DONE
- Determine if any Zoom Webinar licenses will be needed - DONE
- Configure MS Teams settings - DONE
- Develop documentation for online & classroom instruction - In Process
- Setup Teams/Panopto integration in Test - DONE
- Setup Teams/Panopto integration in Production - Done on the test server.
- Ensure HIPPA compliance for Counseling Services, Health Services, MAC, Athletic Training - In Process
- Go Live - Jul 1, 2025
Responsiblities
- Communication: IT Director
- Documentation: User Services
- Settings & Policies: Systems Engineer
- Licensing: IT Director
- Security & Compliance: IT Director & Systems Engineer
- User Support & Training: User Services & IT Director
Monitoring & Evaluation
Performance Metrics
- Helpdesk Contacts (tickets, emails, phone calls)
Feedback Mechanisms
- HelpZone Form
- Emails to Helpdesk
Sustain Outcomes
Sustainment Strategies:
- Refine HelpZone articles
- Periodic training sessions
- Communication of Tips & Tricks
Ownership Transfer:
User Services will be the service owner upon implementation