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ICE news and services updates
Here you will find information to keep you updated as the ICE Program's suite of tools are rolled out across Monash University:
News stories
ICE Program feature articles:
- PC-faxing Demonstrates Monash’s Green Credentials (29 October, 2009)
This month marks a significant milestone for the carbon reduction effort at Monash with the successful completion of the Monash Fax Project, implemented by the ICE Program.
- Monash Chat winners announced (9 October, 2009)
Thank you to everyone who entered our 'text language' competition which launched 23 September. We would like to congratulate the staff who were the first to respond correctly to the scrambled message. They will be receiving a pair of Hoyts / Village movie tickets.
- Stability restored as Lotus Notes rollout starts again (29 September, 2009)
Lotus Notes rollouts have recommenced following a return of extended stability to the Server environment.
- Monash Chat - a powerful new instant messaging tool for staff! (10 August, 2009)
The ICE Program is pleased to be releasing Monash Chat - the instant messaging component of Monash e-Meeting (Lotus Sametime) on Thursday, 13 August.
- IMAP service - recent service interruptions explained (27 July, 2009)
IMAP users were recently been moved to a newlly-built, dedicated Domino server. While the migration of data was smooth, unexpected software failures were encountered the following day.
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Lotus Notes 8.0.2 upgrades (4 June, 2009) The staff Lotus Notes service is undergoing a major upgrade to both the client and server environments.
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- Lotus Notes and widgets - bringing the world to your desktop (3 June, 2009)
Did you know that widgets are available within Lotus Notes?
Monash Memo articles:
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IP telephony has arrived (11 March, 2009) Monash staff at the Parkville campus now have access to the latest phone technology after moving to the new Voice Over Internet Protocol (VoIP) telephone system.
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New VoIP phones roll out (27 August, 2008) Monash University staff will soon have access to the latest phone technology with the roll-out of new Voice over Internet Protocol (VoIP) phones set to commence.
- A notable milestone (11 June, 2008)
When it comes to embracing innovative technologies in the workplace, the Faculty of Law is far from conservative.
Services updates
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Instructions for IMAP service reconnection
Before reconnecting to the IMAP service follwowing the move from 9:00pm to midnight on Monday, 3 August, IMAP users must manually change server location to either staff-au-cluster-6a OR staff-au-cluster-6b as advised via email.
This will enable you to access your email on the new server.
Instructions are available online to guide you through this process:
> Download the instuctions for IMAP server reconnection (pdf, 595kb)
It is recommended that you refer to this guide in preparation for the move.
- Lotus Notes display change - migrated 'Sent' folder
Please note: This change applies only who staff who migrated to Lotus Notes from another email product and selected to have previous sent emails transferred across. Staff who do not have a migrated 'Sent' folder will be unaffected.
From Monday, 20 July, a change will be implemented within Lotus Notes correcting the display of migrated sent emails.
- Previous display: 'Sender' as main column
- New display (as of 20 July 2009): 'Recipient' as main column.
The outcome of this change will be faster, easier searching of migrated sent messages.
- Instructions for IMAP service reconnection available
Before reconnecting to the IMAP service follwowing the move from 9:00pm to midnight on Sunday, 19 July, IMAP users must manually change server location to either staff-au-cluster-6a OR staff-au-cluster-6b as advised via email.
This will enable you to access your email on the new server.
Instructions are now available online to guide you through this process:
> Download the instuctions for IMAP server reconnection (pdf, 595kb)
It is recommended that you refer to this guide in preparation for the move.
- A new, consolidated IMAP service is on the way!
Beginning 19 July, Domino IMAP users will be systematically moved to a new, dedicated IMAP-enabled Domino server.
IMAP is currently being used by approximately 400 Monash staff to access an email client such as Thunderbird on the Domino environment, or through a handheld device.
All affected users will receive detailed instructions concerning the date and time of their move, and what they will be required to do.
** For those who have been notified that they are to be moved on the evening of Sunday, 19 July, they will have NO access to Monash email or calendar - via any client - between 9.00pm and midnight **
Please note: All other IMAP users will be moved to the new server later in July. They will receive communication in the coming weeks.
- The server upgrade affecting approximately 3000 Lotus Notes users across Monash is now complete following the successful migration of remaining staff on the weekend of 12-14 June
All staff using Lotus Notes should now have access to an expanded range of functionality and a significantly improved web client experience.
The Business Change Team thanks all staff for their patience during this transition - which involved downtime during the period of their migration - and looks foward to staff enjoying a more positive experience while using Lotus Notes to meet their communication and collaboration needs.
- The ICE Program begins its final migration of 1500 users of Lotus Notes to a new server (v8.0.2) this weekend
The upgrade to users on clusters 3a/b and 4a/b will commence on 6:00pm on Friday, 12 June and be completed by 5:00am on Monday, 15 June (approx 1500 staff members).
During this period there will be a total service outage.
This means that there will be NO access to Monash email or calendar via any client - including web client and PDAs.
What do I need to do?
1. It is important that you keep your Lotus Notes client(s) shut down for the entire duration of the server outage. You will be advised which weekend applys to you.
2. Please be aware that much of the new functionality will only be enabled by you, the user, setting certain preferences. You are strongly encouraged to refer to our training material designed to help you through this process. The following ITS webpages contain all updated learning material:
>> http://www.its.monash.edu.au/staff/email/lotus.html
>> http://www.its.monash.edu.au/staff/calendar/lotus.html
Alternatively, you can you also access the updated training material at the Staff Development Unit's Monash Messenging learning topics page.
Where do I go for help?
In the case that you experience any technical issues, please contact your local IT support staff as you usually would in the event of technical difficulties.
If you have any questions about the process, or other related enquires, please email the ICE Program Business Change Team: communicate@its.monash.edu.au.
- New server operational for 1500 Lotus Notes users
The move for approx 1500 Monash staff to the Lotus Notes Domino server over the weekend (Friday, 8 May - Monday, 11 May) was successful.
Since then we have recorded just two user issues, and these were quickly resolved.
The Business Change Team thanks affected staff for their patience during this process, which involved a total server outage and the inability to access email and calendar over the weekend.
The remaining 1500 Lotus Notes users across Monash will be moved to the new server over the coming weeks.
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GOOD NEWS...
...The ICE Program begins its upgrade of Lotus Notes to a new server (v8.0.2) this week.
The upgrade - in combination with the new 8.0.2 Lotus Notes desktop client - will bring Lotus Notes users enhanced functionality and an improved email and calendar experience.
In particular, when using both the upgraded client and server software, users should notice the following improvements:
- Mail threads: option to see mail threads at a glance from the Inbox view. Mail threads span the entire mail file, not just the Inbox. If an email message in the thread is deleted, the message is preserved
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Option to display unprocessed invitations side-by-side with accepted calendar entries
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Option to have cancelled meeting visibly identified in your calendar
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Option to use the 'Lite' web client (for people with slower internet connections)
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Option to integrate web client with the Apple iPhone
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Improved web client experience
When will I be moved to the new server environment?
The upgrade will affect approximately 3000 Lotus Notes users across Monash and will happen in two increments over the weekends: 8 - 11 May and 12 - 15 June.
How will it affect me?
The migrations will involve total server outages.
During the downtime period that affects you, there will be NO access to Monash email or calendar via any client (including web client and PDAs):
- Downtime for users on clusters 1a/b and 2a/b will be 6:00pm on Friday, 8 May to 5:00am on Monday, 11 May (approx 1500 staff members
- Downtime for users on clusters 3a/b and 4a/b will be 6:00pm on Friday, 12 June until 5:00am on Monday, 15 June (approx 1500 staff members)
What do I need to do?
1. It is important that you keep your Lotus Notes client(s) shut down for the entire duration of the server outage. You will be advised which weekend applys to you.
2. Please be aware that much of the new functionality will only be enabled by you, the user, setting certain preferences. You are strongly encouraged to refer to our training material designed to help you through this process. The following ITS webpages will be updated on Monday, 11 May will the latest learning cards:
>> http://www.its.monash.edu.au/staff/email/lotus.html
>> http://www.its.monash.edu.au/staff/calendar/lotus.html
Alternatively, you can you also access the updated training material at the Staff Development Unit's Monash Messenging learning topics page.
Where do I go for help?
In the case that you experience any technical issues, please contact your local IT support staff as you usually would in the event of technical difficulties.
If you have any questions about the process, or other related enquires, please email the ICE Program Business Change Team: communicate@its.monash.edu.au.
- Into the future with Lotus Notes - new supported version available!
During the month of May, we are introducing a new version of the Lotus Notes desktop client (v8.0.2) to current Lotus Notes users.
The rollout of this product is being managed in a careful, staggered way - in conjunction with Lotus Notes Rollout Team visits - to ensure that your experience is as smooth and as seamless as possible.
What do I need to do?
1. Many users have already had a Lotus Notes Rollout Team staff member visit them at their desks and perform the upgrade on their behalf. If this is the case, your upgrade is already complete!
2. If you have received email notification from the ICE Program that the Smart Upgrade tool is to be activated in your area on a particular day/time, you must read and follow the instructions carefully.
Please note!
#1 It is important that you wait until the advised day/time to initialise the process.
#2 Upgrading to the latest supported version of Lotus Notes (v8.0.2) takes between 8 - 30 minutes.
> Download the Lotus Notes Smart Upgrade instructions (pdf, 182kb)
- Latest achievement in the Monash Phone rollout: the Berwick campus has been successfully migrated to IP telepony
This is a significant milestone for the VoIP (Voice over Internet Protocol) Project in completing the Berwick campus migration to the new phone system.
VoIP Project Manager, Rob Jamieson, said that a total of 321 Berwick extension numbers were migrated. These included:
- 264 x standard IP handsets
- 16 x advanced IP handsets
- 41 x analogue phones (cordless, computer lab, security auto-dial and left telephones)
The VoIP Project team will remain on site at Berwick from Monday, 27 April to ensure a smooth transitional period for users and be available to assist staff with any issues.
The team will then move to Peninsula and begin the preparations for migrations at this site.
Our acknowledgement goes out to the VoIP team who worked tirelessly to ensure the success of the migration at Berwick. This involved the methodical and time-consuming work of creating new voicemail accounts, migrating staff across to the Monash Fax (PC-faxing) service and updating MIDS records.
“Rob Jamieson and his team have done an outstanding job in completing a seamless transition to VoIP”, said Daryl Wood, Program Manager of the Integrated Collaboration Environment (ICE) Program.
“Their professionalism as a team is a credit to the Monash organisation.”
- Reminder about upcoming Lotus Notes Masterclasses
All Lotus Notes users would be aware of the Lotus Notes Masterclasses (Advanced Learning) that the ICE Program's Business Change Team is holding following our successful series last year.
For those who have not yet registered your interest, you can still do so at communicate@its.monash.edu and specify which session you plan to attend.
Please note that you do not need to be present at both topics - you can choose to stay for just one if you wish.
Caulfield: Wednesday, 18 March
A205 Theatre (Building A), 11:00am
Topic 1: 11:05am - 11:45am (Enhancing email management)
Topic 2: 11 50am - 12:30pm (Maximising your experience with calendar)
Clayton: Monday, 23 March
Cinema, Building 10 (Campus Centre)
Topic 1: 11:05am - 11:45am (Enhancing email management)
Topic 2: 11 50am - 12:30pm (Maximising your experience with calendar)
Berwick: Wednesday, 25 March
Lecture Theatre, Building 902, Room 1.33
Topic 1: 11:05am - 11:45am (Enhancing email management)
Topic 2: 11 50am - 12:30pm (Maximising your experience with calendar)
- New IP voicemail service available
The Voice over Internet Protocol (VoIP) team has launched our new, state-of-the-art, IP voicemail system. No service downtime was incurred during the upgrade.
- Now available - LOTUS NOTES 'BASIC' CONFIGURATION
Having trouble with slow response times with Lotus Notes?
If you are a Lotus Notes user, and have an older and/or slower computer or a slow internet connection, Lotus Notes 'Basic' configuration might be worth a try.
What is Lotus Notes 'Basic' configuration?
Notes 'Basic' configuration is a lighter version of Lotus Notes and looks similar to Notes version 7.
It is available to anyone who already has Lotus Notes installed on their PC.
Why would I use Lotus Notes 'Basic' configuration?
Some staff have been experiencing very slow response times since migrating to Lotus Notes.
The latest version of Lotus Notes (v8.0.2) is much improved. However, if you are still experiencing issues (eg. have an old or slow computer, or a slow internet connection) then 'Basic' configuration can improve this situation for you.
What are the differences between Lotus Notes standard and Lotus Notes 'Basic' configurations?
The most noticeable difference between the standard and Basic configuration is in the appearance. If you refer to training material or learning material for Notes 8, you will find that 'Basic' looks different.
Some of the main differences are:
- User preferences are not in a single location but split into several sections
- The sidebar does not offer RSS feeds, or 'day-at-a-glance' view
- The is no option to have the email preview pane of the right-hand side (next to email list as opposed to below email list)
- Sametime Instant Messaging appears as a different window and is accessed from a different menu
- No option to view mail preview pane on the right (as opposed to the bottom of the screen)
- All new items display in a tabbed view (ie. not windows)
- There is no recent contacts view in Contacts
For a preview of the difference in appearance, please go to:
http://www.slideshare.netdvirreznik/ibm-lotus-notes-clients-differences
> Download file for Lotus Notes 'Basic' (zip, 600b).
For help about installing Lotus Notes 'Basic' on your PC, please see your local IT support.
- The Parkville campus is now on Monash Phone!
In a major milestone for the ICE Program and the Voice over Internet Protocol (VoIP) Project, the Faculty of Pharmacy and Pharmaceutical Sciences at Parkville has been successfully migrated across to our new Monash Phone service and IP telephony environment.
This achievement marks a solid beginning to our phase of major rollouts of IP telephony infrastructure across all Monash campuses.
A total of 300 VoIP handsets were installed during the rollout, with users experiencing minimal disruption to their working schedules.
The new IP environment ushers in a new era of telephony to the university and is the first such large-scale upgrade in over 20 years.
Over the course of the 2009, approximately 5000 phones will be introduced to the new IP telephony environment and a further 5000+ by the end of 2010.
PLUS...Quick Reference Guides for Monash Phone are also available for download. To access the guides, simply click on the relevant link below:
> Getting Started (pdf, 873kb)
> Phone Personalisation and Call Management (pdf, 375kb)
> Communicating with Multiple Callers and Phone Mobility (pdf, 365kb)
> Voicemail (pdf, 348kb)
PLEASE NOTE: For earlier posts of ICE news and services updates, please access our archive page.
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