Background | Current Status | How to Prepare | Timeline |

Webex Retirement Roadmap

Cisco Webex service offerings are being phased out at Mason to provide a more streamlined set of services. Alternate solutions are available including  Zoom, Microsoft Teams, and Blackboard Collaborate. Webex services will be shut down on May 31, 2021.

Background and Approach

Phasing out Webex helps the university standardize and simplify its service offering and save money by reducing the number of tools supported and currently under contract.

To accomplish this goal, the approach will be to reduce usage over time and remove accounts as users stop using Webex tools.

Jump to the Timeline

Key Accomplishments

  • Closed 88% of Webex Accounts; 1900 accounts remain active as of December
  • Notified/Reminded remaining users with active meeting host accounts about retirement and moving to alternate tools for meetings moving forward
  • Reduced Webex Meeting usage by 75% from high in April 2020; approximately 5.5% of online meetings/classes now use Webex vs. 40% in April
  • Removed Webex Training and Events licenses; only 3 future sessions remain scheduled
  • Halted creation or reactivation of Webex hosts accounts

Next Steps/Current Work

  • Complete retirement of Webex Training and Events (End of January 2021)
  • Notify those who have not hosted a meeting in more than 60 days that their accounts will be closed; note, accounts are NOT needed to participate in meetings (Early February)
  • Provide an updated report of usage to technical points of contact in academic and administrative units detailing who is still using Webex that can be used for direct outreach (Early February - after start of Spring 2021 classes)

How to Prepare

Reminder

A Webex login is only required to HOST a meeting.  You do NOT need an account to participate in Webex meetings.  

If You Are Currently Using:

  Try this alternative: Things to note:
Webex Meetings Zoom   MS TeamsBb Collaborate
  • Guests do not need Zoom, MS Teams, or Blackboard accounts to participate in these meetings
  • Blackboard Collaborate is recommended for real-time collaboration and virtual teaching and learning
Webex Teams MS Teams
  • Students (non-employee status) should continue to use Webex Teams until further notice
  • Student employee supervisors can inquire with the ITS Support Center for availability of MS Teams
Webex Events
  • Zoom Webinar license needed
  • Inquire with the ITS Support Center for the availability of Zoom Webinar
  • For high-attendance, high-visibility, and/or high-touch virtual events, contact GMU-TV
Webex Training
  • Zoom Meetings offer break out rooms with video

Join the Collaboration Collective

If you're looking to learn more about alternative tools, the Collaboration Collective is a team for faculty and staff collaboration technology users to communicate with their peers and discuss new features, best practices, and other topics of interest. Become a member of the Collaboration Collective by logging in to Microsoft Teams, click Join or create a Team and search for Collaboration Collective or use Join a team with a code  and enter code: pifyqb4. 

Timeline

2020 2021
Task/Event Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct
Develop and Publish
Deactivate accounts not used in 120+ days
Deactivate host accounts not used in 60+ days
Limited creation/reactivation of  accounts
Test and publish Zoom Classroom Alternative
Develop Webex Teams Transition Plan
Transition Events and Training to Zoom
Remove Webex Training and Event Licenses
Transition from Webex Meetings to other options
Transition from Webex Teams to MS Teams

 

KEY:

Completed activity
Upcoming activity
Milestones/Deadlines
Last modified: January 15, 2021