Deployment Principles

After an approximately two-year pilot project at FMV and U3V, the school decided in 2014 to make full use of Office 365.
The unification of the platform for group cooperation will bring further synergy effects in the communication of employees and students.
Another goal is to improve the sharing of documents and information within the school, even though we realize that this is never-ending work.

  1. Principles of Office 365 Deployment at VŠE
    1.1 Office 365
    1.2 E-mail, Calendar, Contacts
    1.3 Managing and Sharing Your Own Documents (OneDrive)
    1.4 Intranet of Units/Projects
    1.5 Installing Office on Private Computers
    1.6 Videoconferencing and Messaging
    1.7 What Will Not Be Part of the Implementation of Office 365 at VŠE
  2. Licensing Rules
  3. Assigning/Revoking Licenses
    3.1 Assigning a License
    3.2 Revocation or Change of a License

 

1. Principles of Office 365 Deployment at VŠE

1.1 Office 365

  • Office 365 is managed by the Informatics Centre in cooperation with the Computer Centre in Jindřichův Hradec.
  • Personal data (username, name, placement,…) are taken from InSIS.
  • Password is verified against Active Directory in our administration; Microsoft does not have passwords – see description of ADFS technology. The password in Active Directory is the same as in InSIS and changes via InSIS.

1.2 E-mail, Calendar, Contacts

  • existing e-mail addresses in the form name@vse.cz will be retained, employees and students from the Faculty of Management in Jindřichův Hradec will be able to continue using the name@fm.vse.cz;
  • employees and students of accredited degree programs will have a primary mailbox in Office 365, others with an A1 license will be able to choose to receive mail in InSIS or Office 365;
  • it will be possible to send mail from InSIS and other mail servers, as well as sending mail from email clients via smtp.vse.cz;
  • the use of the Calendar depends on the decision of the individual or group (unit).

1.3 Managing and Sharing Custom Documents (OneDrive)

  • each user has “private” disk space on Office 365, which means that OneDrive, now 25GB in size, promised expansion to 1TB;
  • user space data is managed by each user individually;
  • the user can synchronize data to their computers, phones or tablets – increasing the risk of theft or loss of data;
  • the user can set access rights to these files himself (e.g. share with colleagues from the project), they can share files/folders with persons outside VŠE;
  • upon withdrawal of the license (150 days after termination of employment or study at VŠE), these files are deleted (each user has to back up their data in advance);

1.4 Intranet of Units/Projects

  • The term “team web” refers to the online document storage for units or projects, which can be supplemented by other applications (document flow,…). The term intranet of a department/a project is also used.
  • Office 365 administrators create specific team webs on request. Creating a team web is usually preceded by an analysis of future usage. Where appropriate, the administration of it may be delegated to specific persons.
  • Staff with access to the team web are responsible for the content or structure.
  • In the future, we expect to create apps for team webs. Examples of simple applications: room and resource reservations, shared calendar, document commenting and approval.

1.5 Installing Office on Private Computers

  • Students and employees of the University of Economics, Prague are able to install Microsoft Office on up to five of their private computers thanks to a contract with Microsoft (EES – Enrollment for Education Solutions). The license is called Office ProPlus.

1.6 Videoconferencing and Messaging

  • The use of Skype for Business (Lync) is at the discretion of the individual or group (unit).

1.7 What Will Not Be Part of Implementation of Office 365 at VŠE

  • Public websites of school, units and projects will not be in Office 365.
  • Office 365 is not intended for lectures or teaching support. Teaching support is provided by InSIS, i.e. students will continue to hand in assignments to Dropin in InSIS, lecturers should write the earned points/grades to the sheets in InSIS, e-mail messages to groups of students should be sent from the relevant application in InSIS, etc. Team webs will not be created based on study group membership. If a lecturer chooses to use Office 365 beyond the normal student permissions, they must run their own instance of Office 365 independent of the school instance.
  • Applications on team webs should not duplicate the activities of study, economic, library or other information systems. For example, if an application related to the economic system (e.g. order records) is needed, the expansion of the economic system should be primarily considered.
  • Skype for Business will not be connected to similar services (ICQ,…) or to a VŠE telephone network.

2. Licensing Rules

Since June 2019, VŠE has entered into a new agreement for the use of Office 365 with new license terms. Upon payment of Microsoft 365 A3/A5 licenses for all so-called “qualified users of education”, the school obtained Microsoft 365 A3 licenses for students free of charge. It also has an unlimited number of Office 365 A1 ProPlus licenses for students and employees. The license also includes the option of installing Office applications on up to 5 of your own computers. Comparison of Academic Plans.

  1. “Qualified Education Users” are licensed to Microsoft 365 A3 Employee License, i.e. active employees who meet the following criteria:
  • they are not full-time students
  • employees who either lecture or who, according to the work catalog, have one of the following assignments: Assistant, Professor, Docent, Instructor, Lecturer, Assistant professor, Researcher or THP
  1. Microsoft 365 A3 Student Licence is assigned to all active and suspended VŠE students.
  2. Office 365 A1 Plus Student Licence is assigned to students after graduation, usually for 150 days. And users with an external role.
  3. Office 365 A1 Plus Employee License is assigned to employees who do not qualify for the A3 license.

3. Assigning/Revoking Licenses

3.1 License Assignment

Assigning an Office 365 license has the following steps:

  1. The user creates an account in InSIS. This is a prerequisite. For students, the account is set up upon enrollment, employees and workers on agreement based on the transfer of personal data (usually by the second day after the start of the contract).
  2. Based on an account in InSIS, an account in the Active Directory is created, for which the passwords are subsequently verified when logging into Office 365. In Active Directory accounts are opened twice a day.
  3. The Office 365 account is then created and a license is assigned.

License assignment may take up to 48 hours after opening an account in InSIS.

3.2 Cancellation or Change of License

A3 licenses are usually valid for 7 days after the loss of entitlement (termination of study, termination of contract). In most cases, an A1 license will be assigned.

A1 licenses are usually valid for 150 days after the last role at VŠE (termination of study, termination of contract). I.e. you will still have access to e-mail, documents in your OneDrive, etc. after your study or contract termination. Access may be restricted sooner.

After 150 days (approximately 5 months), the distribution server will automatically change to InSIS – you will receive your emails to the InSIS mailbox for a month. From that moment it counts 30 days when the programs from Microsoft Office will have been fully functional. After this period, they can use them in read-only mode or purchase their own Office 365 license.

Changes in licenses will take effect within 24 hours of the occurrence of the event (the student becomes an employee, the student interrupts study,…).