METHOD, SYSTEM, AND PROGRAM PRODUCT FOR MANAGING COMMUNICATIONS PURSUANT TO AN INFORMATION TECHNOLOGY (IT) MIGRATION

• US 20070078937A1
• Filed: 08/16/2006
• Published: 04/05/2007
• Est. Priority Date: 03/31/2005
• Status: Active Grant

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: Murray, Douglas, DelGaudio, Carol, Hicks, Scott, Locke, Victoria, Prince, Jeffrey, Rauch, Diane, Houston, William
• Granted Patent: US 7,640,312 B2
• Time in Patent Office: Days
• US Class Current: 709/206
• CPC Class Codes: G06Q 10/06 Resources, workflows, human or project management; Enterprise or organisation planning; Enterprise or organisation modelling
• CPC Class Codes: G06Q 10/087 Inventory or stock management, e.g. order filling, procurement or balancing against orders
• CPC Class Codes: Y10S 707/99942 Manipulating data structure, e.g. compression, compaction, compilation
• CPC Class Codes: Y10S 707/99943 Generating database or data structure, e.g. via user interface

Abstract

Under the present invention, an initial distribution list of electronic message recipients within an organization undergoing an IT migration is generated using a personnel directory of the organization and at least one selection criterion. Once initial electronic message recipients are known, messages will be generated and sent using information from a mailing database and a designated schedule. User records for each of the initial electronic message recipients will be created in an inventory database and will include user information from the personnel directory as well as message information. Based on responses to the initial electronic message, follow-up and final electronic messages can be sent to respective distribution lists, and corresponding information stored in the user records of the inventory database.

Claims

1. A method for managing communications pursuant to an Information Technology (IT) migration, comprising:

obtaining a mailing schedule for sending electronic messages for the IT migration;

obtaining at least one selection criterion for generating an initial distribution list;

comparing the at least one selection criterion to personnel records contained in a directory to identify an initial set of electronic message recipients for the initial distribution list;

creating a user record in a first database for each of the initial set of electronic message recipients based on the personnel records; and

sending an initial electronic message from a second database to the initial set of electronic message recipients according to the mailing schedule using electronic addresses obtained from the user records of the first database.

2. The method of claim 1, wherein the initial set of electronic message recipients is identified when a match is established between the at least one selection criterion and user information contained in the personnel records.

3. The method of claim 1, further comprising:

generating a follow-up distribution list containing a follow-up set of electronic message recipients based on responses to the initial electronic message; and

sending a follow-up electronic message from the second database to the follow-up set of electronic message recipients according to the mailing schedule.

4. The method of claim 3, wherein the initial electronic message and the follow-up electronic message include a utility for inventorying computer systems of the initial set of electronic message recipients and the follow-up set of electronic message recipients, and wherein results obtained by the utility are included in the responses.

5. The method of claim 3, wherein the follow-up electronic message is selected from the second database using a decision tree process that is based on the responses to the initial electronic message.

6. The method of claim 3, further comprising:

generating a final distribution list containing a final set of electronic message recipients based on responses received to the initial electronic message, and the follow-up electronic message; and

sending a final electronic message from the second database to the final set of electronic message recipients according to the mailing schedule.

7. The method of claim 6, wherein the final electronic message indicates that responses will no longer be accepted.

8. The method of claim 1, further comprising:

storing message information in the user records of the first database corresponding to the initial electronic message and responses received to the initial electronic message; and

storing IT information in the user records of the first database based on the responses received to the initial electronic message, wherein the first database is linked to the second database.

9. The method of claim 1, wherein the at least one selection criterion is provided via a graphical user interface, and wherein the at least one selection criterion is selected from the group consisting of work location, building number, building floor, workplace indicator, and combinations thereof.

10. A method for managing communications pursuant to an Information Technology (IT) migration, comprising:

specifying at least one selection criterion from the group consisting of work location, building number, building floor and workplace indicator;

selecting a plurality of personnel records from a directory based upon the at least one selection criterion;

defining a user record in a first database for each of the plurality of personnel records selected from the directory; and

generating an initial distribution list by obtaining an electronic address from each user record in the first database.

11. A system for managing communications pursuant to an Information Technology (IT) migration, comprising:

a schedule system for obtaining a mailing schedule for sending electronic messages for the IT migration;

a criterion system for obtaining at least one selection criterion for generating an initial distribution list;

a distribution list system for comparing the at least one selection criterion to personnel records contained in a directory to identify an initial set of electronic message recipients for the initial distribution list;

a record creation system for creating a user record in a first database for each of the initial set of electronic message recipients based on the personnel records; and

a message system for sending an initial electronic message from a second database to the initial set of electronic message recipients according to the mailing schedule using electronic addresses obtained from the user records of the first database.

12. The system of claim 11, wherein the initial set of electronic message recipients is identified when a match is established between the at least one selection criterion and user information contained in the personnel records.

13. The system of claim 11, wherein the distribution list system generates a follow-up distribution list containing a follow-up set of electronic message recipients based on responses to the initial electronic message, and wherein the message system sends a follow-up electronic message from the second database to the follow-up set of electronic message recipients according to the mailing schedule.

14. The system of claim 13, wherein the initial electronic message and the follow-up electronic message include a utility for inventorying computer systems of the initial set of electronic message recipients and the follow-up set of electronic message recipients, and wherein results obtained by the utility are included in the responses.

15. The system of claim 13, wherein the follow-up electronic message is selected by the message system from the second database using a decision tree process that is based on the responses to the initial electronic message.

16. The system of claim 13, wherein the distribution list system generates a final distribution list containing a final set of electronic message recipients based on responses received to the initial electronic message, and the follow-up electronic message, and wherein the message system sends a final electronic message from the second database to the final set of electronic message recipients according to the mailing schedule.

17. The system of claim 16, wherein the final electronic message indicates that responses will no longer be accepted.

18. The system of claim 11, further comprising an information storage system for storing message information in the user records of the first database corresponding to the initial electronic message and responses received to the initial electronic message, and for storing IT information in the user records of the first database based on the responses received to the initial electronic message, wherein the first database is linked to the second database.

19. The system of claim 11, wherein the at least one selection criterion is provided via a graphical user interface, and wherein the at least one selection criterion is selected from the group consisting of work location, building number, building floor, workplace indicator, and combinations thereof.

20. A program product stored on a computer useable medium for managing communications pursuant to an Information Technology (IT) migration, the computer useable medium comprising program code for performing the following steps:

obtaining a mailing schedule for sending electronic messages for the IT migration;

obtaining at least one selection criterion for generating an initial distribution list;

comparing the at least one selection criterion to personnel records contained in a directory to identify an initial set of electronic message recipients for the initial distribution list;

creating a user record in a first database for each of the initial set of electronic message recipients based on the personnel records; and

sending an initial electronic message from a second database to the initial set of electronic message recipients according to the mailing schedule using electronic addresses obtained from the user records of the first database.

21. The program product of claim 20, wherein the initial set of electronic message recipients is identified when a match is established between the at least one selection criterion and user information contained in the personnel records.

22. The program product of claim 20, wherein the computer useable medium further comprises program code for performing the following steps:

generating a follow-up distribution list containing a follow-up set of electronic message recipients based on responses to the initial electronic message; and

sending a follow-up electronic message from the second database to the follow-up set of electronic message recipients according to the mailing schedule.

23. The program product of claim 22, wherein the initial electronic message and the follow-up electronic message include a utility for inventorying computer systems of the initial set of electronic message recipients and the follow-up set of electronic message recipients, and wherein results obtained by the utility are included in the responses.

24. The program product of claim 22, wherein the follow-up electronic message is selected from the second database using a decision tree process that is based on the responses to the initial electronic message.

25. The program product of claim 22, wherein the computer useable medium further comprises program code for performing the following steps:

generating a final distribution list containing a final set of electronic message recipients based on responses received to the initial electronic message, and the follow-up electronic message; and

sending a final electronic message from the second database to the final set of electronic message recipients according to the mailing schedule.

26. The program product of claim 25, wherein the final electronic message indicates that responses will no longer be accepted.

27. The program product of claim 20, wherein the computer useable medium further comprises program code for performing the following steps:

storing message information in the user records of the first database corresponding to the initial electronic message and responses received to the initial electronic message; and

storing IT information in the user records of the first database based on the responses received to the initial electronic message, wherein the first database is linked to the second database.

28. The program product of claim 20, wherein the at least one selection criterion is provided via a graphical user interface, and wherein the at least one selection criterion is selected from the group consisting of work location, building number, building floor, workplace indicator, and combinations thereof.

29. A method for deploying an application for managing communications pursuant to an Information Technology (IT) migration, comprising:

providing a computer infrastructure being operable to;

obtain a mailing schedule for sending electronic messages for the IT migration;

obtain at least one selection criterion for generating an initial distribution list;

compare the at least one selection criterion to personnel records contained in a directory to identify an initial set of electronic message recipients for the initial distribution list;

create a user record in a first database for each of the initial set of electronic message recipients based on the personnel records; and

send an initial electronic message from a second database to the initial set of electronic message recipients according to the mailing schedule using electronic addresses obtained from the user records of the first database.