December Meeting

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  • 2 12 looking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migration
  • 2 12 looking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migration
  • 2 12 Nearly a year ago loosing confidence in MM as a Co. Outgrowing their solution (2) separate systems, (2) clients, no talking to one another Years since Center took a hard look at email direction Hardware/platform consolidation within the center Looking at ways to leverage a new platform that could extend to a larger customer base
  • December Meeting

    1. 1. Project ICE! Department Coordinators Meeting December 14, 2006, 10:00 am – 11:30 am Maxwell Dworkin Room 119 <ul><li>Session Agenda & Updates – Susan DeLellis </li></ul><ul><li>Active Directory Migration – Bob Cahill, Molly Baird </li></ul><ul><li>Email Migration Details – Tim Gleason </li></ul><ul><li>Q&A </li></ul>
    2. 2. What is Project ICE! Project ICE! Integrated Communications w/Exchange Today - A replacement of our current Eudora and Meeting Maker mail and calendar clients with Outlook 2003 on the desktop for PCs and Entourage 2004 for Macintoshes as well as a robust web client for email & calendaring (OWA) Tomorrow – A platform for delivery of future additional integrated communications services such as audio & video conferencing, instant messaging, voice mail and more!
    3. 3. Project ICE! Important Information <ul><li>Active Directory is a requirement for Exchange – we have merged the two projects (AD & ICE!) together for the delivery phase of the project </li></ul><ul><li>Microsoft Windows & Exchange CALs are required for Exchange – Most CAIT groups covered under Microsoft Campus Agreement ( [email_address] ) </li></ul><ul><li>Committed Groups are CAIT, GSD (staff/admin) and Radcliffe - @ 3,200 users </li></ul><ul><li>AD & Mail Migrations will be done in Phases (Dept. by Dept.) over a period of months </li></ul><ul><li>Meeting Maker Calendar Migration will be one-time at the end </li></ul><ul><li>Multiple Training options will be provided by CWD prior to migration - attendance is strongly recommended for all users! </li></ul>
    4. 4. <ul><li>ICE! Mailbox Administrative Pricing: FY ’06 Rates for Administrative Pricing: 150MB is the standard Mailbox Size. Rates are Per user Per Month. Groups will contract in advance, per year, for mailboxes through Program Mgt. </li></ul><ul><ul><ul><li>Storage Pack 1: 150MB (default): $ 9.00 </li></ul></ul></ul><ul><ul><ul><li>Storage Pack 2: 250MB: $ 13.00 </li></ul></ul></ul><ul><ul><ul><li>Storage Pack 3: >250MB with a cap (special use case): $ 15.00 </li></ul></ul></ul><ul><li>ICE! Migration Timeline: </li></ul><ul><ul><li>Assuming the successful implementation of IDM/AD by the end of January: </li></ul></ul><ul><ul><ul><li>Early Adopters of ICE! will start mail migrations the end January ’07 </li></ul></ul></ul><ul><ul><ul><li>Bulk of the Mail migrations will take place March – June ‘07 </li></ul></ul></ul><ul><ul><ul><li>Calendar migration will take place after mail migrations are complete </li></ul></ul></ul>Project ICE! Important Information
    5. 5. <ul><li>Project ICE! Important Information </li></ul><ul><li>The new Desktop login for workstations in the UNIVERSITY Domain will be the login for: </li></ul><ul><ul><ul><ul><li>Windows Desktops </li></ul></ul></ul></ul><ul><ul><ul><ul><li>ICE! Email & Calendar System (Exchange) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Other Future applications </li></ul></ul></ul></ul><ul><li>What used to be three separate logins, are now one! </li></ul><ul><li>Current Method: </li></ul><ul><ul><li>Login to Desktop, login to Email client, login to Meeting Maker Client </li></ul></ul><ul><li>Future Method: </li></ul><ul><ul><li>Login to Desktop (UNIVERSITY Domain) for access to email, calendaring & more </li></ul></ul>
    6. 6. <ul><li>ICE! Password Policy – will be the AD Login Password Policy </li></ul><ul><ul><ul><ul><li>Will follow University Security Officer Guidelines for complex passwords </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Passwords will expire every year </li></ul></ul></ul></ul><ul><li>ICE! Message Quota Limit Policy Recommendation </li></ul><ul><ul><ul><ul><li>Users will receive quota warning messages upon reaching 80% of quota </li></ul></ul></ul></ul><ul><ul><ul><ul><li>A process will be put in place to report on and flag users who are at quota – UIS helpdesk will reach out to these users </li></ul></ul></ul></ul><ul><ul><ul><ul><li>DLS reserves the right to bump users to a higher priced storage tier if user continues to ignore quota warnings </li></ul></ul></ul></ul><ul><ul><ul><ul><li>There will be a system threshold instituted to “protect” from email looping and a potential hang of the mail system </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Quota Management will be a topic covered in training by CWD </li></ul></ul></ul></ul><ul><ul><ul><ul><li>USERS WILL NEED TO MANAGE THEIR MAILBOX QUOTAS!! </li></ul></ul></ul></ul><ul><li> </li></ul>Project Updates
    7. 7. <ul><li>PDA Handheld Policy </li></ul><ul><ul><li>CAIT Desktop Standards Committee has proposed a handheld/PDA policy that </li></ul></ul><ul><ul><li>Has recently been adopted by the CAIT Managers </li></ul></ul><ul><ul><ul><li>DLS Supports Harvard owned devices only </li></ul></ul></ul><ul><ul><ul><li>The standard hand-held devices for CA will be reflected in the standards document at http://www.uis.harvard.edu/support_services/standards.pdf that is reviewed and updated by the CAIT Desktop Working Group on a quarterly basis </li></ul></ul></ul><ul><ul><ul><li>CA users have until Dec. 31, 2007 to migrate to a CA standard device. As of Jan, 1, 2008, non-standard legacy hand-held devices will no longer be supported by UIS DLS </li></ul></ul></ul><ul><ul><ul><li>The Harvard University Information Security and Privacy policies at http://www.security.harvard.edu apply to the use of hand-held devices and information stored on and/or accessed through these devices. Staff should avoid storing confidential data on hand-held devices. </li></ul></ul></ul>Project Updates
    8. 8. <ul><ul><li>Center for Workplace Development Updates: </li></ul></ul><ul><ul><ul><li>On-line Outlook Tutorials nearly complete. CWD will hold a planned, staged rollout of this program </li></ul></ul></ul><ul><ul><ul><li>Topics include: </li></ul></ul></ul><ul><ul><ul><ul><li>Preparing for Migration </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Creating/reading/sending Email & Attachments </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Enabling Vacation Notices </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Creating Distribution Lists and Signatures </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Lookup Names in Directory </li></ul></ul></ul></ul><ul><ul><ul><ul><li>OWA </li></ul></ul></ul></ul><ul><ul><ul><ul><li>And More! </li></ul></ul></ul></ul><ul><ul><ul><li>Entourage users will utilize job aids and user guides with screen shots </li></ul></ul></ul><ul><ul><ul><li>In-classroom training programs under development for PCs and Train the Trainer for MACs </li></ul></ul></ul>Project Updates
    9. 9. <ul><ul><ul><li>CWD will be holding a “pilot” classroom training course for Outlook/Exchange in January – we’d like to offer up a few slots for CAIT folks to attend (and give constructive feedback to CWD) </li></ul></ul></ul><ul><ul><li>Communications Campaign: </li></ul></ul><ul><ul><ul><li>We launched the “Marching Towards the Migration” communications campaign earlier this month </li></ul></ul></ul><ul><ul><li>DLS Migration Planning </li></ul></ul><ul><ul><ul><li>You’ll be hearing more from DLS over the next several months around Migration Planning </li></ul></ul></ul>Project Updates
    10. 10. Active Directory Migration Bob Cahill Support Services
    11. 11. Scheduling <ul><li>DLS will meet with departments to identify migration dates in January or February </li></ul><ul><li>Migrations will be lined up at least 1 month in advance </li></ul><ul><li>A predetermined number of users will be migrated per nite </li></ul><ul><li>Laptops will be migrated separately from desktops </li></ul>
    12. 12. Migration Strategies <ul><li>Single Threaded </li></ul><ul><ul><li>Migrate to AD </li></ul></ul><ul><ul><ul><li>Schedule with departments/sub departments as required </li></ul></ul></ul><ul><ul><ul><li>Desktop data collection two weeks prior </li></ul></ul></ul><ul><ul><ul><li>Migrate desktops by department/sub departments to AD </li></ul></ul></ul><ul><ul><li>Exchange Migration </li></ul></ul><ul><ul><ul><li>Schedule with departments/sub departments as required </li></ul></ul></ul><ul><ul><ul><li>Desktop mail data collection two weeks prior </li></ul></ul></ul><ul><ul><ul><li>Migrate a predetermined number of users per nite </li></ul></ul></ul>
    13. 13. Single Threaded <ul><li>Pro’s </li></ul><ul><ul><li>Simpler process, fewer changes at once </li></ul></ul><ul><ul><li>Fewer potential points of failure for each migration </li></ul></ul><ul><li>Con’s </li></ul><ul><ul><li>Requires 4 desktop visits </li></ul></ul><ul><ul><li>2 data collection visits (one for AD and one for Exchange) </li></ul></ul><ul><ul><li>2 migration visits (one for AD and one for Exchange) </li></ul></ul><ul><ul><li>High impact on users </li></ul></ul><ul><ul><li>Requires 2 password resets </li></ul></ul>
    14. 14. Migration Strategies <ul><li>Dual Migration </li></ul><ul><ul><li>AD and Exchange Migrations together </li></ul></ul><ul><ul><ul><li>Schedule with departments/sub departments </li></ul></ul></ul><ul><ul><ul><li>One visit for data collection, two weeks prior </li></ul></ul></ul><ul><ul><ul><li>Migrate all departments/sub departments to AD and Exchange </li></ul></ul></ul><ul><ul><ul><li>Complete entire departments, then move on </li></ul></ul></ul>
    15. 15. Dual Migration <ul><li>Pro’s </li></ul><ul><ul><li>Requires only 2 Desktop Visits </li></ul></ul><ul><ul><li>One visit for data collection </li></ul></ul><ul><ul><li>One visit for migrations </li></ul></ul><ul><ul><li>Requires only 1 Password Change </li></ul></ul><ul><ul><ul><li>Lower impact on users </li></ul></ul></ul><ul><ul><ul><li>Fewer interruptions and changes </li></ul></ul></ul><ul><li>Con’s </li></ul><ul><ul><li>More specialized resources required during each migration. </li></ul></ul><ul><ul><li>Manageability/coordination more difficult than single threaded migrations. </li></ul></ul><ul><ul><li>Multiple changes happening at once – username, password and mail </li></ul></ul>
    16. 16. Current DLS Preferred Method <ul><li>Dual Threaded Strategy </li></ul><ul><ul><li>Pending further testing </li></ul></ul>
    17. 17. Review of Changes and Benefits <ul><li>Molly Baird </li></ul>
    18. 18. Changes & Benefits to Users <ul><li>Change: New login Name </li></ul><ul><li>Benefit: One login </li></ul><ul><ul><ul><ul><li>Windows Desktops </li></ul></ul></ul></ul><ul><ul><ul><ul><li>ICE! Email & Calendar System (Exchange) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Other Future applications </li></ul></ul></ul></ul><ul><ul><ul><ul><li>What used to be three separate logins, are now one! </li></ul></ul></ul></ul><ul><li>Change: Password Policy </li></ul><ul><ul><ul><ul><li>Stronger password aligns with University security policy </li></ul></ul></ul></ul><ul><li>Benefit: </li></ul><ul><ul><ul><ul><li>Passwords will expire every year, instead of every 90 days </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Self-service online password reset tool </li></ul></ul></ul></ul>
    19. 19. New Policies and Procedures <ul><li>HR determines whether an account is “off” or “on” </li></ul><ul><li>HR determines policy exceptions </li></ul><ul><li>Usernames are automatically generated by IdM system </li></ul><ul><li>Hiring managers determine which electronic services an account can utilize: </li></ul><ul><ul><li>What kind of workstation </li></ul></ul><ul><ul><li>Email </li></ul></ul><ul><ul><li>Home directory </li></ul></ul><ul><ul><li>Network Share access </li></ul></ul><ul><ul><li>VPN account </li></ul></ul><ul><ul><li>Other applications </li></ul></ul>
    20. 20. Account Process Example: New Employee <ul><li>Today: </li></ul><ul><li>Hiring manager requests new user account: </li></ul><ul><li>Name, HUID, phone number, start date </li></ul><ul><li>Shared drives, file access </li></ul><ul><li>VPN, other applications </li></ul><ul><li>Email mailbox, MeetingMaker, email alias </li></ul><ul><li>Future: </li></ul><ul><li>HR enters employee information into PeopleSoft and the account is automatically created with the following data: </li></ul><ul><li>Name, phone number, office address, start date, username </li></ul><ul><li>Hiring manager requests the following access: </li></ul><ul><li>Shared drives, file access, VPN, other applications, email mailbox and quota, email alias </li></ul>
    21. 21. Account Process Example: Separating Employee <ul><li>Today: </li></ul><ul><li>Hiring manager requests closure of user account: </li></ul><ul><li>Name, HUID, phone number, end date </li></ul><ul><li>Copy of home directory? </li></ul><ul><li>Delete email? When? Delete email alias? </li></ul><ul><li>Delete MeetingMaker? Delete VPN? </li></ul><ul><li>Future: </li></ul><ul><li>HR enters employee information into PeopleSoft and the account is automatically disabled after the end date. </li></ul><ul><li>HR determines if employee should maintain the following access: Email account, email alias </li></ul><ul><li>Hiring manager requests the following: </li></ul><ul><li>Removal from network shares </li></ul><ul><li>Copy of home directory, email </li></ul><ul><li>Delete VPN </li></ul>
    22. 22. Account Process Example: Transferring Employee <ul><li>Today: </li></ul><ul><li>Hiring manager requests transfer of user account: </li></ul><ul><li>Name, HUID, phone number, end date, new department name </li></ul><ul><li>Copy of home directory? </li></ul><ul><li>Delete email? When? Delete email alias? </li></ul><ul><li>Delete MeetingMaker? Delete VPN? </li></ul><ul><li>Future: </li></ul><ul><li>HR enters employee information into PeopleSoft and the account is automatically moved to the new department. </li></ul><ul><li>Hiring manager requests the following: </li></ul><ul><li>Removal from network shares </li></ul><ul><li>Copy of home directory </li></ul><ul><li>Delete VPN, delete email, etc. </li></ul>
    23. 23. Password Reset Manager <ul><li>End users will no longer call Help Desk for password resets </li></ul><ul><li>Self-service tool will be available online </li></ul><ul><li>Users must fill out profile that contains secret questions </li></ul><ul><li>Similar to online banking tools </li></ul>
    24. 24. Mail Migration Technique Windows and Macintosh Presented by: Tim Gleason
    25. 25. Topics <ul><li>Overall approach </li></ul><ul><li>Current desktop environment </li></ul><ul><li>Windows migration & demo </li></ul><ul><li>Macintosh migration & demo </li></ul><ul><li>Summary </li></ul>
    26. 26. Overall Approach <ul><li>Techniques discussed in the June 2006: Departmental Coordinators meeting </li></ul><ul><li>AD prerequisite remains </li></ul><ul><li>Tools purchased for UIS Desktop and LAN Support customers (DLS) through University Software Licensing </li></ul><ul><ul><li>Non-DLS areas may have to acquire separately and a cost </li></ul></ul><ul><li>Continuing to refine migration technique and validating tool functionality </li></ul><ul><ul><li>New windows tool version, 5.4 required retesting </li></ul></ul><ul><li>Final migration testing awaits production availability for validation and benchmarks for “time to convert” </li></ul><ul><li>Overall process outlining local tasks in development </li></ul><ul><li>Clients are running a standard installation of Eudora </li></ul><ul><li>Transend Migrator 5.4 for Windows </li></ul><ul><li>Emailchemy for Macintosh </li></ul>
    27. 27. User Profile <ul><li>The migration tools are flexible and can adapt to various usage. Please highlight differences during your planning sessions if known. </li></ul><ul><li>Typical installation </li></ul><ul><ul><li>Eudora 5.x + </li></ul></ul><ul><ul><li>POP3 usage </li></ul></ul><ul><ul><li>Large mailbox located on desktop with nested folder and many attachments…representing years worth of email </li></ul></ul><ul><ul><li>Large address book (nicknames) list consisting of personal groups and individual entries </li></ul></ul><ul><li>Special considerations </li></ul><ul><ul><li>Multiple installations of Eudora </li></ul></ul><ul><ul><li>Address book on server share </li></ul></ul><ul><ul><li>IMAP usage </li></ul></ul><ul><ul><li>Other email programs </li></ul></ul><ul><ul><li>Wireless PDAs </li></ul></ul><ul><ul><li>Shared accounts </li></ul></ul>
    28. 28. Windows Migration <ul><li>E-Mail migration </li></ul><ul><li>Migration of Eudora POP3 msg archive to PST file </li></ul><ul><li>IMAP mailbox download and conversion to PST </li></ul><ul><li>IMAP mailbox download and import to Exchange server </li></ul><ul><li>Preserves formatting of Plain Text msg </li></ul><ul><li>Preserves formatting of HTML msg </li></ul><ul><li>Preserves formatting of Rich Text msg </li></ul><ul><li>Keeps original Eudora mailbox intact </li></ul><ul><li>Handles malformed Eudora messages </li></ul><ul><li>Expands nickname shortcuts </li></ul><ul><li>Preserves Local folder structure </li></ul><ul><li>Preserves IMAP folder structure </li></ul><ul><li>Multiple mailbox locations are converted by repeating the process per mailbox </li></ul><ul><li>Multiple personalities are not converted </li></ul><ul><li>Messages attachments are included in PST </li></ul><ul><li>Messages with attachments deleted are converted with missing file indication </li></ul><ul><li>No limitations to the conversion of very large mailboxes has been encountered </li></ul><ul><li>Conversion of primary account local archive and IMAP mail is scriptable </li></ul>
    29. 29. Windows Migration <ul><li>Address book migration </li></ul><ul><li>Migrates user name including first and last </li></ul><ul><li>Creates name based email address if no name exists in Eudora </li></ul><ul><li>Migrates primary email address </li></ul><ul><li>Includes multiple secondary addresses </li></ul><ul><li>Includes primary phone number and address </li></ul><ul><li>Include secondary phone number and address </li></ul><ul><li>Personal Groups are migrated </li></ul><ul><li>Users in personal groups without an individual address have one created </li></ul><ul><li>Migration keeps original Eudora address book intact </li></ul><ul><li>Multiple Eudora address books require repeated conversions with the tool </li></ul><ul><li>Conversion of primary address book is scriptable </li></ul>
    30. 30. Windows Demo
    31. 31. Macintosh Migration <ul><li>E-Mail migration (via Emailchemy) </li></ul><ul><li>Migration of Eudora POP3 msg archive to Entourage .RGE file </li></ul><ul><li>Preserves formatting of Plain Text msg </li></ul><ul><li>Preserves formatting of HTML msg </li></ul><ul><li>Preserves formatting of Rich Text msg </li></ul><ul><li>Keeps original Eudora mailbox intact </li></ul><ul><li>Handles malformed Eudora messages </li></ul><ul><li>Expands nickname shortcuts </li></ul><ul><li>Preserves Local folder structure </li></ul><ul><li>Multiple mailbox locations are converted by repeating the process per mailbox </li></ul><ul><li>Multiple personalities are not converted </li></ul><ul><li>Messages attachments are included in RGE </li></ul><ul><li>Messages with attachments deleted are converted with missing file indication </li></ul><ul><li>No limitations to the conversion of very large mailboxes has been encountered </li></ul><ul><li>Process is not scriptable and requires manual GUI operation </li></ul><ul><li>IMAP process must be performed on a Windows system with mail transfer up to Exchange server. </li></ul>
    32. 32. Macintosh Migration <ul><li>Address book migration (Entourage import) </li></ul><ul><li>Migrates user name including first and last </li></ul><ul><li>Creates name based email address if no name exists in Eudora </li></ul><ul><li>Migrates primary email address </li></ul><ul><li>Includes primary phone number and street address </li></ul><ul><li>Personal Groups are migrated </li></ul><ul><li>Migration keeps original Eudora address book intact </li></ul><ul><li>Does not migrate City, State, Zip </li></ul><ul><li>Does not migrate secondary phone number, address, city, state, zip </li></ul><ul><li>Migrates only primary address books, other books are ignored. </li></ul><ul><li>Secondary email addresses placed in notes area and not in proper fields </li></ul>
    33. 33. Macintosh Demo
    34. 34. Questions? Project ICE! [email_address] www.projectice.harvard.edu

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