Group Email Emma Implementation

July 23, 2019

The new Emma-based Group Email system is now available for general use.  To access the service, please visit groupemail.utexas.edu.  The Regroup-based Group Email system will continue to be available until its retirement on 8/21/19.

Information about using Emma-based Group Email is available in UT ServiceNow, with customer documentation and training materials linked from https://ut.service-now.com/sp/?id=ut_bs_service_detail&sys_id=fbd1c9e34fa69e0031eb7bcd0210c7cb.  The Group Email team will hold office hours through the end of August, to provide in-person assistance to customers.  Office hours are scheduled Tuesdays and Thursdays, 1-2 pm, in FAC 330, from July 23 through August 29.  Please note:  two dates have alternate locations:

  • 7/25:  FAC 332
  • 8/29:  FAC 328

Overview

The Group Email mass communication service allows authorized university employees to send email messages to targeted groups within the university community for business purposes.  Service customers have asked for a number of improvements which are not readily available in the current service, based on the vendor product Regroup.  As a result, a committee of service stakeholders evaluated a set of alternative mass communication products and recommended that the product Emma be implemented to replace Regroup as the foundation for the Group Email service.

The Group Email Emma Implementation (GEEI) project will be limited to replacing existing Group Email functionality and email groups, as the project team integrates Emma into the service.  While Emma will provide new capabilities, the expansion of the service with additional data, email groups, and features will be handled after the initial replacement is complete.

Goals

The primary goal of the GEEI project is to maintain the availability of the Group Email service for customers.  This will be accomplished by delivering the new version of the service before the expiration of the university's contract with Regroup.  The transition will be considered successful when:

  • The new service has been tested successfully for the delivery of all required features.
  • Email group moderators and senders in the current system are authorized to use the new service with the same or functionally equivalent roles.
  • Active email groups in the current Group Email service have been transitioned to the new service, either through data loading or through the availability of functionality by which a group owner may re-create a custom group.
  • Email group moderators and senders in the current system have been trained to use the new system.

Timeline

Work on the Group Email Emma Implementation began in January 2019.

  • 7/23:  Emma-based Group Email system release for Production use
  • 8/21:  Regroup-based Group Email system retirement