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Status of Exchange deployment. Alberto Pace for the IT/IS group. Desktop Forum, April 3 rd 2003. From last meeting (October 2002). Mail Migration task force created, representatives from all divisions ( ) Meeting once or twice every month

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status of exchange deployment

Status of Exchange deployment

Alberto Pace for the IT/IS group

Desktop Forum, April 3rd 2003

from last meeting october 2002
From last meeting (October 2002)
  • Mail Migration task force created, representatives from all divisions (
  • Meeting once or twice every month
  • General place to coordinate and discuss organizational and technical issues
migration status
More than 1600 today

From 180 users end of October

Migration status
migration strategy
Migration strategy
  • Mainly division by division but
    • Volunteers from other divisions welcome
    • Users allowed to delay their migration
  • Currently focused on IT, SPL and AB divisions
  • ST, AT, EST in the pipeline
migration workflow
Migration workflow
  • Very little changes for the users not interested in the new features
    • Main change: Mail Password = NICE password
    • Pine users must use pine version 4.44
      • default on LXPLUS and on recent CERN linux distributions
  • However, users are interested in the new features (see later)
migration workflow 2
Migration workflow (2)

Ask for migration Mail

Accept / Delay form

migration workflow 3
Migration workflow (3)
  • Migration Form
    • User accepted migration.
    • Accessible directly from MMM homepage.
migration statistics
Migration statistics

Statistics have been made on the last 924 users of the

service. All other users (>800) have migrated “alone”

before the official migration workflow was available.

These users have not been counted in the statistics.

once mail is migrated
Once mail is migrated
  • Users can continue to use mail as before (no changes)
  • … or use the extra features:
    • Web interface (
    • Secure communication
    • Anti-Spam filters
    • Calendaring and collaborative tools
  • To use some of these features,the mail client needs to be reconfigured
    • Some support issues
migration task force report
Migration task force report
  • Users are migrating “faster” than planned
  • Several action taken to ensure smooth migration
    • Training sessions for the local support staff
    • Recorded seminars for end-users
    • Improved end-user documentation
    • Technical documentation for support staff
  • Road Show and live seminars
    • 20 and 27 March, AB division
    • April 3, SPL division
    • April 8, ST division
    • April 10, AT and EST
    • EP forum foreseen
migration task force report 2
Migration Task Force Report (2)
  • Some division are interested in using the collaborative features
    • calendars, shared mailbox, task assignments, workflow, follow-up, etc…
  • They need to deploy Office XP mail client
    • Do all changes in one go
  • The current migration is ‘server side’ to (only) allow willing users to use the new features
  • Reinstalling the mail client requires user support
    • Contacts / Local mail should be migrated from local files into the mail server
  • We have invested lot of effort in documentation, seminars and local support training for these migrations
non responsive users
Non responsive users
  • 15 % of the users do not respond to migration mail
    • Remember: The mail allows users to delay the migration
  • A large majority of these are unattended mailboxes
    • Remember: CERN has 15’000 mailboxes but only 2’700 staff members
  • CERN computing rules enforce the statement that users MUST be responsive to service mails
  • We cannot migrate a mailbox when passwords are not synchronized
    • Remember: we do not know users’ passwords
  • Proposal (for the long term):
    • After several (more than 4) unanswered mail (spanning several months), the user’s password will be reset and the mailbox migrated.
    • This will de facto block the account. The user will have to contact the helpdesk to have his password changed back to a known value.
  • Good collaboration with Task Force members
  • Migration on going, smoothly
  • 25 % of “Active users” already migrated
  • Zero users have expressed the wish (or the need) “to go back” to the old service
  • On going work to improve the migration to Outlook XP on Windows
    • Remember: not mandatory
    • Only for users willing to do so