IT migration weekend: 25-28 January 2019

Find out what you need to do to prepare for the migration weekend…

Why are we doing this?

In July 2018, Arden & GEM Central Support Unit (AGEM) took over responsibility for providing Information Technology (IT) support for all Essex CCGs and GP practices.

As part of the plans to support further IT developments AGEM will migrate all Essex CCGs to their own infrastructure over the weekend of 25-28 January 2019.

Once migrated, further changes will follow over the coming months including the provision of Windows 10 and Office 365.

What you need to do

The details below set out the things you must do to prepare for the migration weekend.

You must make every effort to collect your laptop on the morning of Monday 28 January.

Managers are asked to ensure members of their team are given sufficient time to complete these actions.

Action required – deadline NOW

If you use a laptop or other mobile device requiring a CCG login and will not be in the office on Friday 25 January 2019 (i.e. due to leave or this not being your normal working day) you must ensure you inform Jolene Truman in Business Support.

You must leave your laptop with Jolene before Friday 25 January so it’s available for the migration weekend (see below).

Please note: Your device needs to go back to the CCG that issued it. This includes GPs who use them in a practice or anyone on secondment and using their CCG issued laptop.

Action required – deadline Monday 21 January 2019

Tidy up your personal drive – files here should be minimal and should only consist of information relating to:

• Your employment with the CCG – eg. mileage/expenses claims
• Information which is sensitive – eg. relating to a member of your team which is not appropriate to store within main folders
• Please remove any non-work related documents, eg. photos, videos or music – these should not be stored on work devices

Any other information should be stored in an appropriate folder on the (T:) drive.

Action required – deadline Tuesday 22 January 2019

Move any files saved in the following areas to an appropriate folder:

• Your desktop
• (C:) drive
• My Documents
• My Music
• My Videos

As these files are stored directly on your computer they are at risk of NOT being migrated. You could lose your files and they will not be recoverable.

Action required – deadline Friday 25 January 2019

Laptop user:

• Close all your programs and shut down before 4pm
• Take your laptop and completed form to the IT team in Building 4
• You do not need to hand in your laptop bag or charger

Desktop user:

• Close all your programs and shut down before 4pm
• Leave your completed form under your keyboard

Phones will be working until 6pm.

We recommend you print a copy of any telephone numbers, or other useful information, you might need while waiting for your login on Monday morning.

AGEM will begin copying data on the evening of 25 January.

Action required – deadline Saturday 26 and Sunday 27 January 2019

AGEM continue migrating, testing as they go – access to CCG systems will also be tested.

Action required – deadline Monday 28 January 2019

Collect your laptop from the IT team (Jolene, Geoff and Gay) in the Cedar Room, Building 4 from 7.45am.

You will get a new username and password on arrival.

This may take some time, so please be patient.

Please do not arrange any IT dependent meetings on Monday 28 January.

Help and support

Following the migration, AGEM engineers will be on site on Monday 28 January. They will be floor walking and, along with the IT team, be on hand in the Cedar Room so you can drop-in with any questions you may have.

We are aware this means for some people you will not have access to your laptop first thing. Please bear with the team as they will be reissuing over 150 laptops across the organisation in a short space of time. This could be an ideal time to catch up on any reading, hold meetings and 1-1s, or have a general tidy-up of your desk.

All CCG systems will be checked over the weekend so everyone should be able to access everything they need on Monday morning once new login details have been provided.

If you have any questions at this stage, please email Jolene Truman, Geoff Roberts or Gay Alford.