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Core IT Group

Phase one includes approximately 300 core IT users from agencies. Core IT users will help confirm technical components are integrated and the system is working properly. The number of participants provides the opportunity for key IT representatives from the various agencies to have a role. The ability to test and validate the results in each agency is important to ensuring a successful transition.

The transition infrastructure will be prepared, Google environment set up and configured, and a readiness review completed before a single user is moved to Google Apps. The messaging team and the core IT users will test the system. The integrated project team, consisting of VITA, Tempus Nova, Northrop Grumman and agency staff, will develop and validate the training and change management components. During phase one, commonwealth IT staff will be trained on how to administer and manage the new system. Core IT participants may take on the role of “Google Guides” who can serve as resources during rollout.

The purpose of this phase is to ensure all technical components are working properly via a proof of concept designed to validate results, uncover risk, identify issues, solve problems and develop solutions. At the end of this phase, the core IT users will go live and “live” in Google Apps. Tempus Nova and the commonwealth then will prepare for the next transition phase.

The below table outlines the information you should expect to see when working in G Suite as a member of the CORE IT group. Most of these limitations will go away when everyone has moved over. It is important to use Google for your main email communication and calendaring system following your go-live date. We do not expect issues with mail fidelity, but if you are missing mail please submit a support ticket or report it to the project team.


Messaging chart

Potential Calendar Coexistence Issues

  • One or more people may not receive a cancellation notice when a Google calendar event is deleted. When a meeting is originally created in Outlook, the meeting must be cancelled in Outlook. If the meeting remains visible in Google, the Google meeting must be deleted as well.

  • If a meeting was created in Google, users will click the Delete button and select the option to send notifications.

  • If an Exchange user chooses “Respond / accepts with comments” to a Google event, the comments are only visible in the message subject line in the inbox. They are not visible from Event Details. Google users should reply and ask the respondent to 'reply' with their comments. 

  • If an event is changed in Outlook and then migrates over to Google and then the user changes the event in Google, a new event is created in Google. But, in some instances, the old event is not removed resulting in two events. The user will need to delete the outdated event.

  • If an Outlook user updates a calendar event, Google users will receive an update. But, a duplicate event is created on Google Calendar. Google users will need to manually delete the previous event.

  • If an Outlook user proposes a time change to a scheduled event created by a Google user, the Google user is unable to accept the proposed new time. The Google user would receive an email with the proposed new time they would need to manually update the Google calendar and send updates (if the new time is acceptable).

  • If an event is cancelled that was created in Google calendar, it will remain on an Outlook calendar. The Outlook user will have to manually decline the event in their calendar for it to be removed.

  • Any Exchange calendar event cancelled by an event owner in Outlook (non-Google user) will remain on the Google user’s calendar. When the Google user receives an email notification of a cancellation, they will need to manually remove the event from their Google Calendar.

What to Expect with Microsoft Outlook Tool (Outlook Client vs. Chrome)



VITA
G Suite and related messaging services, including email, are part of the commonwealth’s new information technology infrastructure services provided by the Virginia Information Technologies Agency (VITA).
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