Home » IT Services News » IT Services News No. 172 (Dec 2014) » Email Services Consolidation

Email Services Consolidation

Email Consolidation Plan

For operational efficiency and service enhancement, we are working to consolidate the central email services being provided to University staff, students, graduates and retirees, as well as departmental email servers.

Consolidation Plan and Schedule

At present, we are operating six email platforms for different groups of University members.  This consolidation exercise aims at having one single platform for staff and retirees and one for students and graduates as follows -

Phase

User Group

Email Platforms before Consolidation

Email Platforms after Consolidation

Target Completion Date

1

Students

HKUSU1, HKUSUC and HKU Connect

HKU Connect

HKUSUC: February 2015

HKUSU1: October 2015

2

Graduates

Graduate and HKU Connect

HKU Connect

December 2015

3

Retirees

HKUCC and HKUCC1

HKUCC1

December 2015

4

Staff

HKUCC and HKUCC1

HKUCC1

June 2016

The consolidation exercise will be carried out in phases.  For students, graduates and retirees, the migration is targeted to complete by the end of 2015.  For staff, as the number of email accounts involved is large and the mailbox size is big, it will take more time to schedule the migration and email copying task and the exercise is expected to complete in June 2016.   

Phase 1 – Email Migration for Student Accounts

In the past few weeks, we sent emails to students with email accounts on HKUSUC and HKUSU1 systems inviting them to select a preferred time slot before January 9, 2015 and February 28, 2015 respectively for migrating the account to HKU Connect.   Students may register for migrating their email accounts to HKU Connect anytime via HKU Portal (search for "HKU Connect" > click the link "HKU Connect Opt-in for student").

We will schedule the migration of accounts to HKU Connect for students who have not replied to our invitation by the deadline.  These students will be notified 7 days in advance of the migration by emails.   A student can start using the new email account via the MyEmail tab of the HKU Portal after 11:30 pm on the day of migration after all their emails have been copied to HKU Connect.   

After the migration to HKU Connect, students will gain the benefits of unlimited disk quota, indexed email search, industry standard spam control, calendaring, and ActiveSync for mobile devices. Moreover, students can retain the HKU Connect email account (YourUID@connect.hku.hk) for use after graduation.

Phases 2-4 – Email Migration for Graduate, Staff and Retiree Accounts

The migration exercise for graduate with accounts on graduate.hku.hk, and staff and retiree accounts on hkucc.hku.hk, will commence in 2015.  The affected users will be kept informed of the migration arrangement. 

Consolidation of Departmental Email Servers

Besides individual email accounts, we are also working to consolidate departmental email servers in order to reduce the overheads on departmental IT staff in mail system management and system upgrades.  At present, there are more than 40 departmental email servers in use.  We will contact the departments concerned directly to work out a convenient plan for migrating their departmental email service to the central systems. 

If you have any enquiries on the above, please contact the undersigned.

 

Charles Cheung
Systems Team
Tel: 3917 2488
Email: cheungyw@hku.hk