Project Summary
Emma, a communications and marketing platform, is replacing the University’s aging Maestro/Listserv mass email platform. Emma’s intuitive user interface will improve operational efficiency, expand our mass communications and marketing tool set and consolidate mass communications across much of the university.
Project Scope
The implementation of Emma will be executed following a structured and phased approach, ensuring a systematic transition process.
Phase 1 encompasses the following key activities:
- Discovery: This initial phase involves thorough user consultations, an in-depth analysis of platform usage patterns, and the identification of essential listserv functionality requirements.
- Platform Readiness: This phase also includes preparing the platform for a seamless transition. Key tasks include enabling Secure File Transfer Protocol (SFTP), implementing Single Sign-On (SSO), and transferring the Arts and Sciences (A & S) accounts to the Enterprise Account.
Group 1 includes:
| Arts & Sciences (Mid Nov – SSO) |
| Data Management & Analytics |
| Enabling Applications |
| Organizational Change Management |
| Enterprise Applications (EA) |
| Information Security |
| Medicine Marketing and Communications |
| Office of the Chancellor |
| Residential Life |
| University Marketing & Communications |
| WUSM Transportation & Parking |
Milestones:
- User Acceptance Testing (UAT) completed November 28, 2023.
- Phase 2, Group 1 users gained access to Emma on November 29, 2023.
Group 2 includes the remaining ListServ/Maestro user groups:
| Brown School – Health Communication Research Laboratory | Office of Diversity, Equity, and Inclusion |
| Bursky Center | Olin Business School |
| Cancer Center Informatics | Olin Graduate Programs Office |
| Center for Teaching and Learning (CTL) | Office of Surgical Education |
| Continuing Medical Education (CME) | OVCR – Institutional Animal Care and Use Committee (IACUC) |
| Danforth Staff Council | Physical Therapy |
| Department of Medicine | Psychiatry |
| Division of Physician-Scientists | Research Infrastructure Services (RIS) |
| Endocrinology – Millman Lab | School of Law |
| Film & Media Studies | School of Medicine Office of Faculty Promotions and Career Development |
| Financial Services – Accounting Operations | Staff Community Groups |
| Financial Services – Shared Business Services Hub | Student Affairs |
| Financial Services – Student Billing | Student Transitions and Family Programs |
| Habif Health & Wellness Center | Treasury Services: Collection Services |
| Infectious Diseases | WUSM Occupational Therapy |
| Infectious Diseases – CME | WUSM Faculty Practice Plan |
| Office for International Students and Scholars (OISS) | WUSM Oncore |
Group 3 deals with the consolidation of existing WashU Emma accounts (approximately 3) and groups that possess Maestro accounts but are presently using alternative email solutions (approximately 3).
Phase 3 marks the final stage of implementation, entailing the retirement of ListServ Maestro, ListServ, and the Lyris Server. This phase is crucial for phasing out legacy systems and ensuring a smooth transition to Emma.
Outreach
Maestro
We have been contacting Maestro group leaders ahead of migration in order to:
- Verify which groups and users are actively using Maestro or Listserv and which can be archived.
- Understand how each group or user is using Maestro or Listserv.
- Establish communication avenues to keep you informed, including webpages, newsletters, emails, meetings with standing committees, etc.
Listserv
The project team is conducting the following activities to prepare for the retirement of ListServ:
- Analyze current use of ListServ and request list owners complete a discovery survey.
- The project team is consulting with the solutions architecture team to gather recommendations for alternate application suggestions.
Operational communications, updates, and training opportunities will be sent to all current Maestro users and Listserv list owners throughout the process.
ListServ Alternate Solutions
Outlook Groups (Limited to 50 members)
- Outlook groups can be managed by multiple owners with one email address which distributes to the group.
- Group membership is self-managed by the group owners
- Please see Microsoft’s Create a Group in Outlook support page for instructions.
Emma Mass Emailing
- You can utilize WashU’s new mass emailing platform Emma to send announcements.
- Please see our Mass Emailing page for more information and to request access.
Please see the email solutions / available emailing options knowledge article for a comparison of all options.
If all of your subscription list members’ email addresses end in wustl.edu then Microsoft Teams or Outlook Groups may be good alternate solutions.
If any of your subscription list members do not have email addresses ending in wustl.edu then Outlook Groups may be a good solution.
Please see the email solutions / available emailing options knowledge article for a comparison of all options.
Training
This Emma 101 webinar is just under an hour and provides detailed information on navigating Emma, managing your recipient audience, creating an email campaign, reviewing the results and more.
Frequently Asked Questions
The templates are not compatible, but you will still have 45 days to access your current Maestro account while you create new templates in Emma.
You will have access to some university-standard templates. Emma-supplied sample templates are also available.
Live Office hours (via Zoom) will also be available after each implementation to help with templates.
Yes! We will offer scheduled live office hours via Zoom for anyone to ask questions and get assistance.
Scheduled live training sessions will also be available via Zoom for each implementation group.
Additional live trainings can be made available on a case by case basis.
Yes! In Emma we refer to recipients as an audience. You will be able to upload your managed audience Excel or CSV list.
Contact Us
Email us with questions.