As Old Dominion University's educational presence continues to expand beyond the traditional "campus," effective and efficient communication becomes even more critical. Although available technology is virtually limitless, the challenge is choosing the appropriate product for the unique needs of the university.

The Office of Computing and Communications Services focused on the establishment of a university-wide platform for delivery of information, interpersonal communication and administrative tools. The problem demanded a product that is available for delivery on all operating systems (Macintosh, PC or UNIX) and is accessible regardless of geographic location.

The solution chosen by the university is Lotus Notes, a multidimensional application that offers a powerful e-mail and calendaring system, as well as Web and application development capabilities.

To meet the needs of the entire university community, two Lotus Notes templates were developed. The Lotus Notes "Combo" template is provided to faculty and staff who are using a university-standard Windows NT computer. This template combines a full Lotus Notes Client at the desktop with access to the same mailbox and calendar from other locations via the Internet. Those not using an NT computer receive the "Browser only" template, which is always accessed through a Web browser.

Lotus Notes was piloted in OCCS in late 1997. The campus-wide rollout of Notes began with the conversion of the student e-mail system to Lotus Notes Browser in January 1998. Rollout to departments began in October and several departments have now migrated to Notes. As additional departments receive new NT computers, OCCS will contact administrators to discuss conversion to Lotus Notes.

Prior to the conversion of a department, OCCS requests that a departmental contact person be identified. This person compiles data for determining the template each person will receive and how individual names will appear in the address book. E-mail addresses will not change. The contact person will also assist co-workers in their department with Lotus Notes installation and coordinate training. OCCS will provide training at no cost during the initial rollout.

Administrators in departments ready to convert to Lotus Notes should call Estrella Claudio at 683-3233. In addition, individuals who received the Browser version when their department was converted to Lotus Notes, should send an e-mail to occshelp@odu.edu if NT computers are purchased so the appropriate Notes template can be provided.

After Notes is installed and the individual feels comfortable with the product, mail will be forwarded from the current mail system to the new mailbox. Until mail is forwarded, both mail boxes should be monitored for new mail. After forwarding begins, new mail will be delivered to the Lotus Notes mailbox; however, mail previously delivered to the old mailbox will remain there. These files will continue to be accessible until June 30, 1999.

Anyone with essential documents filed in old mail folders should forward those files to their new mailbox for refiling.

Additional information about computing at Old Dominion is available on the OCCS Web site: www.odu.edu/occs.