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If you are about to run an IT migration project, one aspect you will probably be considering is how you can best communicate with your end users.

A major trend in IT is towards self-service tools to automate the selection, approval and provisioning of new IT services.  The success of tools like Service Now, Flexera Enterprise App Portal and 1E Shopping are proving that we are starting to trust our end users to make more of their own IT decisions. 

At Juriba, we believe that this philosophy should also be applicable to IT migration.

Think about it.  How have you managed your end user communications previously?  Probably a team of communications people sending thousands of emails and performing manual audits which are out of date as soon as they are collected.

It’s no wonder that so many IT migration projects employ twice the number of resources than they had planned and budgeted.

This is why you need a central command and control tool from which to co-ordinate your end user communications. With Dashworks you get all the communications tools that you need in one box. The self service portal is included within your Dashworks Project System license.

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    Self Service Introduction
  • Self-Service_Portal_-_Mailbox_Ownership_Screen_2_-_Email_Project.png
    Email Ownership
  • Self-Service_Portal_-_Computer_Ownership_Screen_2.png
    Computer Owership
  • Self-Service_Portal_-_Dept__Location_Screen_3.png
    Department Location
  • Self-Service_Portal_-_Application_Rationalization_Screen_4.png
    Application Rationalization
  • Self-Service_Portal_-_Self-Scheduling_Screen_5.png
    Self Scheduling
  • Self-Service_Portal_-_Additional_Questions_Screen_6.png
    Additional Questions

Full communication control, e.g., user-by-user control, delegate mail override

Fully customizable Self-Service IT migration portal incl. company's branding (logo/colors)

Multi-language email support & automated email triggers based on task or day offsets

Features

  • Full HTML support for graphics, links and attachments
  • Placeholders for data injection (e.g. First Name) from the Dashworks databases for email tailoring
  • Full multi-language email support
  • Automated email triggers based on date tasks and day offsets
  • Send mail tracking and audited delivery
  • Send mails now, or as a scheduled batch process from a mail address of your choice
  • User by user email control and delegate mail override
  • Customizable end user self-service IT migration portal
  • Full organizational logo and color support
  • End user data validation for location, department, computer/mailbox ownership, application requirements
  • Collect additional data through survey page
  • Self-service scheduling within capacity constrained date windows

 

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Benefits

Total Project Email Support

Take an IT migration project with 10,000 users and a T(minus) schedule that needs to send an email at T-30, T-10, T-3, T-1 and T+1. Add in reminder emails and reschedules, emails to project site champions, project stakeholders and other resources.  You’re close to 100,000 emails already.  Now imagine trying to send them manually.  You’d need an army of people.

Dashworks does all of the heavy lifting for you. Set up your HTML email templates, add your placeholders, graphics and attachments, translate your emails in different languages and hook the templates to date tasks with day offsets (e.g. forecast date minus 30). Schedule your email batch run nightly and you’re done.  Not only will Dashworks reliably send thousands of emails, but it will track their delivery too, ensuring that you are communicating to the right people.

You can see what has been sent, what is about to be sent and even send a email immediately if the situation demands it.  Total project email control.  Out of the box.

Self-Service Data Validation Portal

It’s not unusual for Dashworks to hold millions of rows of user, computer, application and mailbox data. But as much as we would love to trust our source systems, it is a sad fact of life that sometimes they are just not maintained properly. Would you bet your house that your HR data contains every employee in the right location? Neither would we. It’s a project manager’s nightmare.

That’s just one of the reasons that Juriba built the self-service portal. The best person to answer questions about your IT environment is you! Not by manual audits, but from a centralized portal, with real-time updates.

Click on the link from the automated email, follow the self-service wizard, and in minutes, you have confirmed everything your project needs to know about you. Not only that, but you have also provided information that can be used to rectify the original data. Fixing at source, and consolidating for future projects to come.

Asset Rationalization ROI & End User Experience

There is an inextricable link between the cleanliness of your IT environment and the complexity of your IT migration projects. If you managed big bang projects in the past followed by a period of inactivity, you are not alone. This is why many IT migration projects have to do far more than just migrate some assets.  They have to fix data, migrate infrastructure and solve issues that might have been around for years.

The Dashworks Self-Service IT Migration Portal can help you rationalize your asset data.  For example, one of our customer had 45,000 users in scope for Windows 7 migration. After global categorization and rationalization, they presented each user with their remaining current list of business applications. An average of 12 business applications each. In total, over half a million application provisions. For each user application, a yes or no decision was taken through the portal to designate whether or not it was required post-migration. Amazingly, on average, 3 applications were retired per user. Leaving 135,000 fewer application provisions than would have otherwise been delivered. A 25% reduction! If the average for each piece of software was just $20, then the save was $2.7 million.

But it is not just about saving money. As a result, fewer applications required packaging. Some were retired completely. Less vendors to work with. Simplified lists for future migrations. Better opportunity for further rationalization. And best of all – the users made the decisions. No more noise when the migration delivered the applications specified.

Self-Service Scheduling

There was a time when all IT migrations were manually scheduled by IT project teams. Chaos ensued as users did not turn up for their laptop replacement, machines were replaced or mailboxes moved whilst users were on holiday. Project teams cramming in more migrations than the deployment teams or tools could possibly handle. Well those days are over.

Dashworks enables your users to pick or amend their IT migration date. All within a capacity constrained slot booking window. Been scheduled whilst you are away from the office? Not an issue. Simply access the self-service portal, choose an available slot from the calendar and you are done. Real-time scheduling. Real-time capacity management. Better for you, better for your deployment engineers, better for your project experience.

Analysis System » Project System » Consulting

 

Want to see for yourself? Schedule a demo with one of our desktop migration specialists.

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