Project Overview

Email Modernization Project

Project Overview
Expected Improvements
Guiding Principles
Project Timeline
Project Governance

Project Overview

OIT is currently engaged in a campus-wide initiative to standardize and modernize email service at Rice. To optimize the email experience and provide the advantages of modern cloud-based email clients, OIT is moving all email accounts on Cyrus (Webmail) to Google’s cloud-based solution, Gmail. Since 2021, all new employees and students have been assigned Rice Gmail accounts when they join Rice. At the start of this project, approximately 13,000 members of the Rice community already had Rice Gmail accounts, with only 4,000 individuals remaining on Cyrus (Webmail).

The Email Modernization Project has two major components:

1. Simplify and modernize the Rice email environment.
Rice has a complex email infrastructure that includes significant on-premise components (i.e., Cyrus) mixed with modern cloud platforms, including Microsoft 365, Google Workspace, and Proofpoint. The legacy Central Mail System, Cyrus, faces numerous challenges (e.g., lack of updates, customized infrastructure). Google Workspace is the primary campus email/calendaring platform, with limited Microsoft 365 Exchange Online use. With cross-university input, Google Workspace Gmail was selected as the replacement tool for Cyrus accounts. This project will not affect productivity tools usage and access by Rice faculty, staff, and students (including Google Drive, OneDrive, Box, MS365 Office, Google Docs, Sheets, etc.). Organizational/Shared mailboxes will be migrated to delegated Gmail mailboxes, and mail listserv (mailman) systems and functionality will be modernized.

2. Upgrade infrastructure systems and processes.
Legacy mail routing infrastructure and systems will be moved to the cloud to improve fault tolerance and security, after the migration of all on-premise mailboxes and Identity and Access Management system upgrades. The updated Identity and Access Management provisioning systems and processes offer improved user directory and lifecycle management.

Expected Improvements

Current State

Future State

Disjointed collaboration client experience with core functions across multiple applications and systems…

…a simplified and intuitive client experience with email, calendar, and contacts in one application and platform

On-premises systems burdened by years of customizations and one-off solutions…

…modern productivity features and functionality via any web browser, improving accessibility

Cyrus depending on legacy on-premise hardware, software, and custom coding…

…100% Cloud-hosted email infrastructure environment with renowned reliability, uptime, and redundancy

Absence of modern security protocols…

…modern authentication & security protocols

Complex on-premises mail routing, integrations, and support…

…automatic updates, maintenance, and scalability

Guiding Principles

Risk mitigation, modernization, simplicity, security improvements, seamless migration

Project Timeline

Initiation/Planning (spring 2024) to Project Closeout (fall 2025)

Cyrus Account Migrations

Divisions and Schools Cyrus user migrations are scheduled and booked on migration “Flights.” OIT engages with divisional leadership to confirm cohort and Flight dates.

Timeline begins spring 2024 and continues to summer 2025 (details in text)

  • Soft Launch - spring 2024
  • Staff (1222) - summer/fall 2024, spring 2025
  • Faculty and Emeritus (1236) - fall 2024, spring 2025
  • Graduate Students (445) - fall 2024
  • Retirees (1236) - spring 2025

Infrastructure Improvements

Timeline begins spring 2024 and continues to fall 2025 (details in text)

  • Identity and Access Management Infrastructure Enhancements - ongoing through December 2024
  • Org/Shared Mailboxes (4,500) migrations - spring/summer 2025
  • Cyrus decommission - summer 2025
  • Routing infrastructure migration - summer/fall 2025
  • On-Prem Routing decommission - fall 2025

Project Governance

Key stakeholders

  • Faculty, staff, graduate students, retirees, OIT

Executive Sponsor

  • Paul Padley, CIO

OIT Management

  • Kyle Cooper, OIT Director of Enterprise Infrastructure
  • Mika Ivarsson, Manager, Cloud and Collaboration Platforms
  • Thomas Elledge, OIT Project Manager

Advisory Committee

Comprised of faculty, staff, and students to offer project guidance. Committee to meet semi-annually.

  • Aaron Garrett, Shepherd School of Music, Concert Hall Production Manager
  • Denis Galvin, Fondren Library, AUL for IT and Technical Services
  • Frank Geurts, Professor, Physics and Astronomy
  • Xin Tan, GSA President
  • Lindsay Josephs, OpenStax, Demand Generation Specialist
  • Elizabeth Petrick, Associate Professor, Department of History
  • Rochelle Salazar, DAR, OwlConnect Program Manager