Mary Matthews Sr. Sys. Eng Novell - Calvin College Consulting Eng. Exceed Consulting WMNUG VP Past Pres. mlm23calvi

1. February 15, 2012 Mary Matthews Sr. Sys. Eng � Novell - Calvin College Consulting Eng. � Exceed Consulting WMNUG VP & Past Pres. mlm23@calvin.edu

2. � Beginfinite Inc, Confidential & Proprietary 2 Enforcing Quotas on GroupWise End Users

3. � Beginfinite Inc, Confidential & Proprietary 3 Background Information Calvin College Supports auxiliary Seminary College users User base consists of approximately 5,000 students 2,000 Faculty/Staff Server room is out of space, electrical and A/C capacity Budget couldn't accommodate new servers or more storage space > 600 Faculty members > 500 staff > 600 faculty/staff/student users in Seminary

4. � Beginfinite Inc, Confidential & Proprietary 4 The Problem Post Office servers were running out of space Server room had reached maximum capacity Costs to increase electrical capacity were beyond budgets A/C couldn�t be improved Physical space for servers was maxed out Users were not clearing out unwanted/unneeded email despite repeated requests GWChecks couldn't finish over a weekend ATTClip couldn�t finish in a week

5. � Beginfinite Inc, Confidential & Proprietary 5 Configuration GroupWise 7.01 Domains � 2 Post Offices � 3 Users � 1982 GWAVA run on primary MTA server Each POA is on a separate server Primary MTA, GWIA, and WebAccess run on 1 server Secondary MTA, GWIA, and WebAccess run on 1 server

6. � Beginfinite Inc, Confidential & Proprietary 6 The Decision Makers Novell Management Team, consisting of members from: NOC TIS (Desktop services) Help Desk Teaching & Learning (user training & communication) VP of IT and Financial Services IT Management Server room � it was maxed out

7. � Beginfinite Inc, Confidential & Proprietary 7 Starting Point Amount of space in use Primary PO � 180GB Secondary PO � 261GB Secondary Domain/PO - 110GB Average size of mailbox - 3GB Worst offenders - 10GB+

8. � Beginfinite Inc, Confidential & Proprietary 8 Setting the Limits Determine Appropriate Sizes Check with similar organizations Use the amount of disk space available and divide by number of users to determine �common� size Make allowances for exceptions Don't change the deadlines Get buy-in from upper management; ignore the detractors as much as possible Follow Novell�s suggestion from GW 6.5 documentation: Heavy Users: 300MB Medium: 200MB Light: 50MB

9. � Beginfinite Inc, Confidential & Proprietary 9 Setting the Dates and Timeline Be realistic and allow several months to transition Calvin began assessing users space usage in January 2006 Communication with users began in February 2006 Worst offenders were contacted by phone Notified users the upgrade to GroupWise 7 would occur over summer break and that new quotas would be enforced Fall 2006 Users above 4GB were contacted personally Each user was advised and taught how to archive and use the mailsize tools Users over 4GB were deadline of April 2006 to get below 4GB Reminded users quotas were coming in March 2006 Advised users temporary quotas would be set at their current size +200MB to enable the mailsize tools in April 2006 Reminder notices went out every 2 weeks, with users over the quota being contacted more often Quotas were fully enforced in October 2006

10. � Beginfinite Inc, Confidential & Proprietary 10 Phased Approach Began with a check of where everyone was, size-wise Setup a temporary quota period, giving users their existing size +200MB so they could utilize the GroupWise tools Users already at their quota were set automatically No extensions or temporary quotas were given for users at or below their quota size Users over quota were monitored and kicked down in size at every opportunity Statistics were run every Monday and sizes were adjusted accordingly Users were not notified of the size decreases Users were advised of training opportunities and encouraged to attend before quotas kicked in

11. � Beginfinite Inc, Confidential & Proprietary 11 Tiered Quota System Setup a quota for various user types Base it on organizational structure if highly political organization Base it on job type/requirements if possible Cabinet members get largest quota (1.5GB) VP and Management levels get mid-sized quota (500MB) General staff/faculty/generic accounts get lowest quota (300MB) Be prepared to make exceptions to the tiers as well Some unique accounts get the maximum quota allowed by GroupWise (4GB) Some users are between the 500MB and 1.5GB size temporarily due to Mac archiving issues Determine a process to allow exceptions, but don't make it too easy Identify who can approve exceptions and make sure it is well documented

12. � Beginfinite Inc, Confidential & Proprietary 12 Training for Staff and End-users IT staff responsible for training sent to BrainStorm Train-the-Trainer classes BrainStorm QuickStart cards used for end-user training Cards for the Client and WebAccess were purchased Users were well-advised about the change in versions The new �look-and-feel� prompted users to come in and learn Setup specialized �lunch-n-learns� to teach staff how to archive and use the GroupWise mail size tools One-on-one training was used for worst �offenders�

13. � Beginfinite Inc, Confidential & Proprietary 13 Bribing the Users & Fighting �Resistance� To get buy-in you have to make it FUN! Make it a competition with prizes going to: Fastest Clean-up Biggest Clean-up The �Good Citizens� who were doing a good job to start with Explain that they can be more productive with a clean email box Detractors need to be delete with quickly & quietly Calvin's �Great Slim Down� Total space savings: Primary PO � 107GB Secondary PO � 178GB Secondary Domain/PO 72GB TOTAL SPACE RECOVERED: 250GB

14. � Beginfinite Inc, Confidential & Proprietary 14 Communication with Users Communication is key to get staff buy-in Use methods beyond the �norm� Email works well Intranet sites can be well utilized Colorful reminder cards to �non-complaint� users can be effective Push the idea that is to enable end-users to function better Back it up with the cost savings that can be obtained Communicate often, highlighting progress made to date Make it fun! Point out how much space has been saved Identify the �good citizens� Applaud the ones making the most progress

15. � Beginfinite Inc, Confidential & Proprietary 15 End Results � Space Savings

16. � Beginfinite Inc, Confidential & Proprietary 16 End Results Routine GWChecks can finish over a weekend ATTClip can finish in less than a week Fewer mailbox issues Used to have lots of corruption issues Address books would lose records Larger mailboxes could freeze up in WebAccess when using dial-up Quicker backups Can complete in a day instead of 3 days System Efficiencies Able to stay with existing backup system No need to expand drive space No need to replace existing servers

17. � Beginfinite Inc, Confidential & Proprietary 17 Keeping Tabs on Users GWMBSize It's a free �Cool Tool� Get it at: http://www.novell.com/coolsolutions/tools/14034.html Great for �report-hungry� management GWCheck Run Mailbox Statistics on a regular basis Have GroupWise email you when a user reaches their limit

18. � Beginfinite Inc, Confidential & Proprietary 18 Tips for Successful Project Tie to a service pack or upgrade, if possible When running GWCheck to set the limit Use the standalone version Run multiple users Uncheck the Messages box on the Database tab This allows GW to function normally Speeds up the limit application process Plan out where archive will be kept Try to not allow archives on network drives If you allow archives on the network drives, lock the location and limit the archive space Local archiving works well Make users aware the backing up the archive is their responsibility Allow enough dedicated time from crucial staff to get the project done We had lots of request for restores of �accidentally� deleted messages Many users will require some hand-holding Some archive locations may not work properly the first time due to drive letter mappings Communication is critical! Communicate with the users often Make it FUN! and have some silly prizes for everyone

19. Thank You!

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