January 2008 Mtg


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January 2008 Mtg

  1. 1. Project ICE! Department Coordinator Meeting January 10, 2008, 9:30am – 11:00am 60 Oxford Street, 3 rd Floor Lecture Hall Visit our Website at www.ProjectICE.harvard.edu for more information <ul><li>Visit our Website at www.ProjectICE.harvard.edu for more information </li></ul>05/20/10 UIS Project ICE! <ul><li>Project ICE! Updates – Susan DeLellis, UIS </li></ul><ul><li>ICE! MAC/Entourage Migrations – Courtney Harwood, DLS </li></ul><ul><li>Application Account Migrations & Calendar Migration – Tim Gleason, UIS </li></ul><ul><li>CWD Training Update – Ilena Williams, CWD </li></ul><ul><li>Calendar Resource Data Collection Forms: Open Forum – M. Baird, UIS </li></ul>
  2. 2. Project ICE! Updates Presented by: Susan DeLellis, UIS 05/20/10 UIS Project ICE!
  3. 3. Where We Are to Date <ul><li>Just about 2,400 users migrated from CaMail to ICE! thus far </li></ul><ul><li>All major Groups migrated at this point: </li></ul><ul><ul><li>AA&D, ADG, OAS, Pres. Office & Affiliates, Faculty Club, VPA, VPF, RAD, Laspau, OTD, Neiman, GSD, UIS, HRES, HU Press, UOS,FAD, OGC, OSP, OTM, HR,Credit Union, Outing & Innings </li></ul></ul><ul><li>We’ve hit our commitment to complete the majority of Mail Migrations from CaMail to ICE! by the end of December </li></ul><ul><li>General cleanup and Macintosh’s will cutover this month </li></ul><ul><li>New IdM release implemented in December (includes future dated roles) </li></ul><ul><li>Planning heavily for the Calendar Migration – tentative date is set </li></ul>05/20/10 UIS Project ICE!
  4. 4. Project ICE! Updates and New Information <ul><li>If testing goes as planned, the Calendar Migration from Meeting Maker to ICE! will take place the weekend of March 28, 2008 </li></ul><ul><li>DLS will meet with all Departments to communicate the migration over the next few months – DLS will ask for two specific things from each Dept: </li></ul><ul><ul><li>A prioritized list of PDAs that need to be converted for your Dept. </li></ul></ul><ul><ul><li>Calendar Data Collection Forms </li></ul></ul><ul><li>DC’s should have received the Calendar Data Collection forms before the holiday break – also located on www.projectICE.harvard.edu </li></ul><ul><li>DCs must fill out one form per Conf. Room, Resource or Tracking Calendar </li></ul><ul><ul><li>Forms are due for submission to Molly Baird no later than 1/31/08 via email to [email_address] , fax 6-2279 or mail- 60 Oxford St, rm 100H </li></ul></ul><ul><ul><li>Questions re: the forms should be sent to [email_address] </li></ul></ul><ul><ul><li>If we do not receive information on these resources from your dept., they will not show up in ICE! Calendaring </li></ul></ul>05/20/10 UIS Project ICE!
  5. 5. Project ICE! Updates and New Information <ul><li>There will be no charge, at this point, for any departmental Calendar resources or conference rooms setup on ICE! Service - remember these are individual mailboxes/accounts </li></ul><ul><li>Because calendar resources are mailboxes – it’s important to remember to clean them out too! Resource admins in your areas please remember to do this periodically – these must be managed </li></ul><ul><li>The Maximum Number of Recipients for ICE! Mail was increased from 100 to 300 (on 1/3/08) – this is the number of email addresses you can mail to at one time (per message) </li></ul><ul><li>New information posted on www.projectice.harvard.edu includes Calendar Migration End User Fact Sheet, ICE! Calendar Data Collection Form, Instructions, Sample and updated FAQs </li></ul>05/20/10 UIS Project ICE!
  6. 6. 05/20/10 UIS Project ICE! Questions? Thank you!
  7. 7. ICE! MAC/Entourage Migrations Presented by: Courtney Harwood, DLS 05/20/10 UIS Project ICE!
  8. 8. Mail Migration High-level Process <ul><li>Identify dates for migrations </li></ul><ul><li>Communication </li></ul><ul><li>Coordinate training class with migration date </li></ul><ul><li>Schedule DLS pre-migration visit for data collection </li></ul><ul><li>Migration </li></ul><ul><li>Post-migration Support </li></ul>
  9. 9. Mail Migration High-level Process <ul><li>Work closely with Department Coordinators to: </li></ul><ul><li>Identify dates for migrations </li></ul><ul><ul><li>Determine dates that are convenient for departments </li></ul></ul><ul><ul><ul><li>May need to create small migration groups for large departments </li></ul></ul></ul><ul><li>Communication </li></ul><ul><ul><li>Once dates have been approved by departments </li></ul></ul><ul><ul><ul><li>Regular notifications to users about the upcoming migration </li></ul></ul></ul><ul><ul><ul><li>Migration process and technical information </li></ul></ul></ul><ul><li>Coordinate training class with migration date </li></ul><ul><ul><li>Users go to training at migration time </li></ul></ul><ul><ul><li>All classes held at FAS Mac Lab in Science Center </li></ul></ul><ul><ul><li>Basic calendar training included </li></ul></ul>
  10. 10. Mail Migration High-level Process <ul><li>Schedule DLS pre-migration visit </li></ul><ul><ul><li>Pre-migration information gathering on each mail account </li></ul></ul><ul><ul><ul><li>Gather user profile information: </li></ul></ul></ul><ul><ul><ul><ul><li>Size of mailbox </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Any additional personalities configured </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Type of mailbox </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Shared (multiple users checking the account?) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Type of client </li></ul></ul></ul></ul><ul><ul><ul><ul><li>PDA device </li></ul></ul></ul></ul>
  11. 11. Mail Migration High-level Process <ul><li>Migrations </li></ul><ul><ul><ul><ul><li>Schedule in coordination with training times </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Configure and run EMailchemy tool based on user profile </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Each migration can be different based on this information </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Tech check list for each user for quality assurance </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Entourage documentation and a confirmation left for each user </li></ul></ul></ul></ul><ul><ul><ul><ul><li>PDA devices will need to be resynchronized with the user present post migration (very few PDA’s on Mac side) </li></ul></ul></ul></ul><ul><li>Post migration </li></ul><ul><ul><ul><ul><li>Technicians will be on-site the day after migration for user support </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Help Desk phone support </li></ul></ul></ul></ul>
  12. 12. Entourage Calendaring <ul><li>“ Big Bang” – all users will be migrated at once over the Project ICE! Calendar Conversion weekend, tentatively planned for March 28, 2008 </li></ul><ul><ul><li>Continue to use MM until migration, not Entourage Calendar </li></ul></ul><ul><li>Basic Entourage calendaring will be covered in CWD training classes </li></ul><ul><li>Super users will need to attend a specialized class in March </li></ul><ul><li>Note – GAL cannot be accessed with Entourage client outside of Harvard subnets without VPN </li></ul><ul><ul><li>Suggested alternatives to using VPN are: </li></ul></ul><ul><ul><ul><li>OWA </li></ul></ul></ul><ul><ul><ul><li>Harvard’s Online Web Directory </li></ul></ul></ul><ul><ul><ul><li>Technical team is assessing alternate methods to access the GAL with Entourage when outside Harvard managed subnets </li></ul></ul></ul>
  13. 13. Application Account Migrations Presented by: Tim Gleason, UIS 05/20/10 UIS Project ICE!
  14. 14. Email Enabled Application Migration <ul><li>Applications that use e-mail in some fashion and utilize CAMail will need to be adjusted. </li></ul><ul><li>Please consider the functions of your business applications carefully. You may be unaware that some of your applications may be using email. </li></ul><ul><li>Application email use can be categorized as: </li></ul><ul><ul><li>Send only : Applications that only send email and do not retrieve email need to be reconfigured to use a different email server. The standard server used for this purpose is mailhost.harvard.edu. Systems that exclusively send email should be using this address. This does not require a CAMail account. </li></ul></ul><ul><ul><li>Receive and Send : Applications that login and connect to CAMail to retrieve messages from a mailbox. These applications may also use CAMail to send messages as well. These messages are then normally displayed within the application and some action taken on them. These applications have a CAMail account. </li></ul></ul><ul><li>Previously reported enabled email application owners were contacted during the first week of January 2008 to confirm applications and to begin the process of the migration. </li></ul>
  15. 15. Approaches <ul><li>The majority of applications that were identified were in the ‘send only’ group. </li></ul><ul><ul><li>Simple change to alter the SMTP relay to be ‘mailhost.harvard.edu’ </li></ul></ul><ul><ul><li>Verify an accurate ‘Reply To Address’ </li></ul></ul><ul><li>Applications that ‘Send and Receive’ messages using CAMail will require a new ICE!mail account. </li></ul><ul><ul><li>Establish a Shared Mailbox account enabled either secure POP3 or secure IMAP4 protocols. </li></ul></ul><ul><ul><ul><li>Accounts setup process similar to generic departmental email addresses used today. </li></ul></ul></ul><ul><ul><ul><li>Secure protocols are required </li></ul></ul></ul><ul><ul><li>Change the outbound connection to use the SMTP relay for ICE!mail. </li></ul></ul><ul><ul><ul><li>Do not use mailhost in this case </li></ul></ul></ul><ul><ul><ul><li>Requires authentication using SMTP Auth connections </li></ul></ul></ul><ul><ul><li>Modify the Harvard alias or change the forwarding from CAMail depending on the address </li></ul></ul>
  16. 16. Next Steps <ul><li>Meeting with Application Owners in January. Either on the phone or in person to assess to individual impact and provide options. Outline the process for creation of ICE! application accounts. </li></ul><ul><li>Define the overall timeline for the local email enabled application migrations </li></ul><ul><li>Convert systems as soon as possible </li></ul><ul><li>The scheduled called for all user accounts to be migrated off CAMail by January 2008. </li></ul>
  17. 17. Calendar Migration Presented by: Tim Gleason 05/20/10 UIS Project ICE!
  18. 18. Calendar Migration Scope <ul><li>Who, What, Where, When’s of the Migration from Meeting Maker (MM) to ICE! Calendaring </li></ul><ul><li>Who: All Central Admin. (DLS supported) MM users of the CAMMS Server (approx. 2,000 users) </li></ul><ul><li>What: MM data from May 2006 to the present and 2 years forward will migrate into ICE!; includes meeting titles, locations, date/time, recurrences, notes, participants, reminders, conference rooms & resources; Does Not include labels, proxy lists, groups, master schedules, work hours, quick lists & calendar groups </li></ul><ul><li>Where: Migration primarily occurs at back end – no touches required at desktop; cradle sync PDAs will require a desktop visit to reconfigure </li></ul><ul><li>When: If all our testing goes as planned, Calendar Migration will occur over the weekend of March 28, 2008 - use of mail during this period is discouraged </li></ul>
  19. 19. ICE! Calendar Functionality <ul><li>Full integration w/ Outlook, Entourage (MAC) and OWA Web Client </li></ul><ul><li>Full PDA integration with Windows Mobile and Blackberry devices (see PDA Chart in the appendix for more detailed information) </li></ul><ul><li>Similar desktop functionality to MM in the sense of scheduling meetings, tasks, calendar views, shared calendars, delegate (proxy), shared/busy, reminders, notes, conference rooms & resources </li></ul><ul><li>Meetings (groups) in the past are converted to single user Appointments (additional info will be added about participants) </li></ul><ul><li>Harvard Holidays will be published into ICE! Calendars </li></ul><ul><li>Biggest changes: </li></ul><ul><ul><li>Calendar invites come via email and are part of the ICE! mail box </li></ul></ul><ul><ul><li>Users will “want to see” people’s names in the Directory (GAL) for easy invites to meetings – re-visit privacy settings </li></ul></ul><ul><ul><li>Users should “invite” conference rooms/resources to the meeting as locations or resources (not invitees) </li></ul></ul>
  20. 20. Calendar Migration Preparation What you can do to prepare <ul><li>Department Coordinators: </li></ul><ul><ul><li>Please fill out fill out Calendar Data Collection forms for Conference Rooms, Resources and Tracking Calendars in their Departments- due no later than 1/31; for questions contact Molly Baird at [email_address] </li></ul></ul><ul><ul><li>Provide DLS with a PDA Migration Priority list for Handheld users in your Department that require configuration changes </li></ul></ul><ul><li>Users: </li></ul><ul><ul><li>Clean out unwanted contacts & To-Do list items in MM </li></ul></ul><ul><ul><li>Print your MM calendar for a hardcopy reference prior to migration </li></ul></ul><ul><ul><li>Register and attend Outlook/Entourage Calendar Training – CWD is offering hands-on, lecture based and on-line classes </li></ul></ul>
  21. 21. Calendar Migration Preparation What you can do to prepare <ul><li>Users: (continued) </li></ul><ul><ul><li>Login to MM just prior to migration to receive the latest copy of your calendar for off-line access (after the migration) </li></ul></ul><ul><ul><li>Users note that all Palm based PDA devices and Blackberry devices that used to sync with MM will require a desktop visit from DLS after the migration weekend – your Department Coordinator will provide DLS with a prioritized list for conversion </li></ul></ul>
  22. 22. Calendar Migration Event What to expect during the Conversion Weekend <ul><li>MM will be taken off-line at approx. 6:00pm on the Friday of the Migration Weekend </li></ul><ul><li>Users are asked not to use ICE! email if possible during this event to preserve system resources for the migration– no email will be lost </li></ul><ul><li>Wireless BES Service and Exchange Active Sync will be disabled during this event </li></ul><ul><li>Calendar items from May 2006 to the present and 2 years forward will be imported into ICE! Service </li></ul><ul><li>Meetings in the past will be transformed to standalone appointments (they will retain their attendee and other associated information) </li></ul><ul><li>See chart on “what calendar data is converted” in the appendix of this presentation </li></ul>
  23. 23. Post -Calendar Migration What you should do Monday Morning <ul><li>On Monday morning after the conversion, all client calendars are functional – there is no change to your existing desktop login process </li></ul><ul><li>MM client can be used in “work-off-line” mode to compare information </li></ul><ul><li>Setup/modify delegation permissions, work hours, master schedules and quick lists in Outlook calendaring </li></ul><ul><li>Verify conference rooms, resources and events in your new calendar </li></ul><ul><li>Palm based PDA devices and Blackberry devices that were configured to sync w/MM via a cradle will require a desktop visit from DLS for re-configuration </li></ul><ul><li>DLS helpdesk & support available @ 495-8411 </li></ul>
  24. 24. APPENDIX: ICE! PDA Functionality Chart 05/20/10 UIS Project ICE! 05/20/10 UIS Project ICE! CAIT Desktop Standards Committee PDA Handheld Policy: http://www.uis.harvard.edu/support_services/policies.php#_PDA_Device_Policy
  25. 25. APPENDIX: What Calendar Data is converted? 05/20/10 UIS Project ICE! 05/20/10 UIS Project ICE! Meeting Maker ICE! Mail Activities Appointment Future Meetings Meeting Past Meetings Appointment with meeting details Contacts Contacts To-Dos Tasks Banners All Day Event Holiday All Day Event
  26. 26. 05/20/10 UIS Project ICE! Questions?
  27. 27. Center for Workplace Development (CWD) Training Initiatives Presented by: Ilena Williams, CWD 05/20/10 UIS Project ICE!
  28. 28. CWD Training Initiative <ul><li>Outlook Mail Training Update </li></ul><ul><ul><li>Current Training Initiative </li></ul></ul><ul><ul><li>Tips and Tricks Training </li></ul></ul><ul><ul><li>Advanced / Topic Specific WebEx Training Sessions </li></ul></ul><ul><li>Entourage Mail / Entourage Calendar Training </li></ul><ul><ul><li>Training Initiative </li></ul></ul><ul><ul><li>Table of Contents </li></ul></ul><ul><li>Outlook Calendar, Notes and Tasks </li></ul><ul><ul><li>Training Initiative </li></ul></ul><ul><ul><li>Table of Contents </li></ul></ul>
  29. 29. Outlook Mail Training Update <ul><li>Current Training Initiative </li></ul><ul><ul><li>1468 people trained </li></ul></ul><ul><ul><li>online training - 76 completed 190 initiated </li></ul></ul><ul><ul><li>Additional Open Training Sessions </li></ul></ul><ul><ul><ul><li>Thursdays - January 10 th , 17 th , 24 th , and 31 st </li></ul></ul></ul><ul><ul><ul><li> From 9:30 – 12:00 </li></ul></ul></ul><ul><li>CWD will offer free Outlook 2003 Mail Training </li></ul><ul><li>Bi-monthly while in demand </li></ul><ul><ul><li>Create a waitlist to determine demand </li></ul></ul><ul><ul><li>Explore enhancing the Outlook Mail 2003 On-line Tutorial </li></ul></ul>
  30. 30. Outlook Mail Training Update <ul><li>Outlook Tips and Tricks </li></ul><ul><ul><li>January 11 th From 2:00 - 4:00 </li></ul></ul><ul><ul><li>January14 th and 18 th From 9:30 – 12:00 and 2:00 - 4:00 </li></ul></ul><ul><li>Note – All classes are now full! </li></ul><ul><ul><li>Provide advanced coverage of material taught in the current Outlook Mail Training </li></ul></ul><ul><ul><ul><li>Naming Flags </li></ul></ul></ul><ul><ul><ul><li>Categories </li></ul></ul></ul><ul><ul><ul><li>Advanced Find and Sharing Contacts </li></ul></ul></ul><ul><ul><ul><li>Adjustments to Screen </li></ul></ul></ul><ul><ul><ul><li>Rules and Alerts </li></ul></ul></ul><ul><ul><ul><li>Archiving </li></ul></ul></ul><ul><ul><li>Open Questions </li></ul></ul>
  31. 31. Outlook Mail Training Update <ul><li>Advanced Topic Specific Training Sessions </li></ul><ul><ul><li>Targeted WebEx Sessions </li></ul></ul><ul><ul><li>Possible Subjects Include: </li></ul></ul><ul><ul><ul><li>Performing a Mail Merge </li></ul></ul></ul><ul><ul><ul><li>Creating a Custom Form /Template </li></ul></ul></ul><ul><ul><ul><li>Sharing Mail </li></ul></ul></ul><ul><ul><ul><ul><li>Address Books </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Sharing Folders / Permissions </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Joint Accounts / Multiple Mailboxes </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Sending Mail As Someone Else </li></ul></ul></ul></ul><ul><ul><ul><li>Other Subjects? </li></ul></ul></ul><ul><ul><li>February Timeframe </li></ul></ul>
  32. 32. Entourage Mail and Calendar <ul><li>Training Initiatives </li></ul><ul><ul><li>Hands-On Delivery </li></ul></ul><ul><ul><ul><li>Training January 8 th through February 7 th </li></ul></ul></ul><ul><ul><ul><ul><li>2:00 – 4:30 </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Tuesdays - Thursdays </li></ul></ul></ul></ul><ul><ul><ul><li>Combined Mail and Calendar Training </li></ul></ul></ul><ul><ul><ul><li>2 ½ hour Sessions </li></ul></ul></ul><ul><ul><ul><li>Held at FAS Science Center </li></ul></ul></ul><ul><ul><ul><li>Registration through DLS (Courtney Harwood) </li></ul></ul></ul><ul><ul><li>Potential for an additional Entourage Calendar session or two come March </li></ul></ul>
  33. 33. Entourage Mail & Calendar <ul><li>Introduction to Entourage 2004 </li></ul><ul><li>Sending a Message </li></ul><ul><li>Managing Mail </li></ul><ul><li>Handling Junk Email and Locating Messages </li></ul><ul><li>Archiving and Saving Mail </li></ul><ul><li>Personalizing Your Mail </li></ul><ul><li>Managing contacts </li></ul><ul><li>Working with Contacts </li></ul><ul><li>Setting Message Options </li></ul><ul><li>Working Remotely </li></ul><ul><li>Sharing Folder Information </li></ul><ul><li>Customizing Entourage </li></ul><ul><li>Scheduling Events </li></ul><ul><li>Scheduling Meetings </li></ul><ul><li>Using Notes and Tasks </li></ul><ul><li>Using Links and Projects </li></ul><ul><li>Viewing & Managing Someone Else’s Calendar </li></ul>Entourage Mail & Calendar 2004 Training Seminar - TOC
  34. 34. Outlook Calendar, Notes and Tasks <ul><li>Training Initiatives </li></ul><ul><ul><li>March Delivery </li></ul></ul><ul><ul><li>On-Line Tutorial </li></ul></ul><ul><ul><li>Hands-On Training </li></ul></ul><ul><ul><ul><li>Registrations via HarvIE </li></ul></ul></ul><ul><ul><ul><li>Basic Sessions </li></ul></ul></ul><ul><ul><ul><li>Resource Administrators and Staff Assistants </li></ul></ul></ul><ul><ul><li>Lecture Based Training </li></ul></ul><ul><ul><ul><li>Possible Registration via HarvIE </li></ul></ul></ul><ul><ul><ul><li>Internet Access to Lecture via Conference Rooms </li></ul></ul></ul><ul><ul><li>Thoughts? </li></ul></ul>
  35. 35. Outlook Calendar, Notes and Tasks <ul><li>Outlook Calendar 2003 Training Seminar </li></ul><ul><li>Table of Contents </li></ul><ul><ul><li>Scheduling Appointments </li></ul></ul><ul><ul><li>Scheduling Meetings </li></ul></ul><ul><ul><li>Using Tasks </li></ul></ul><ul><ul><li>Using Notes </li></ul></ul><ul><ul><li>Viewing & Managing Someone Else’s Calendar </li></ul></ul>
  36. 36. Questions or Comments for the CWD Training Initiative?
  37. 37. ICE! Calendar Resource Data Collection Form Open Forum Presented by: Molly Baird, UIS 05/20/10 UIS Project ICE!
  38. 38. Data Collection Q&A sessions <ul><li>Please bring all of your questions/clarifications regarding the Resource Collection form </li></ul><ul><li>WebEx online Q&A session </li></ul><ul><ul><li>Monday, January 14, 2008, 2:00-3:30pm </li></ul></ul><ul><ul><li>https://harvard.webex.com/harvard/j.php?ED=101698007&UID=0 </li></ul></ul><ul><ul><li>Call-in toll-free number (US/Canada): 866-469-3239 </li></ul></ul><ul><ul><li>Call-in toll number (US/Canada): 650-429-3300 </li></ul></ul><ul><ul><li>Meeting Number: 680 362 555 </li></ul></ul><ul><li>In-person Q&A session </li></ul><ul><ul><li>Tuesday, January 15, 2008 , 2:00-3:30pm </li></ul></ul><ul><ul><li>60 Oxford Street, room 210 </li></ul></ul><ul><li>Please send questions to [email_address] </li></ul>
  39. 39. 05/20/10 UIS Project ICE! Questions? Thank you!