Project ICE Department Coordinators Meeting December 14, 2006, 10:00 am 11:30 am Maxwell Dworkin Room 119

1. 8/26/2012 Project ICE! 1 Project ICE!Department Coordinators MeetingDecember 14, 2006, 10:00 am � 11:30 amMaxwell Dworkin Room 119 Session Agenda & Updates � Susan DeLellis Active Directory Migration � Bob Cahill, Molly Baird Email Migration Details � Tim Gleason Q&A

2. 8/26/2012 Project ICE! 2 looking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migrationlooking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migration

3. 8/26/2012 Project ICE! 3 looking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migrationlooking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migration

4. 8/26/2012 Project ICE! 4 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. Storage Pack 1: 150MB (default): $ 9.00 Storage Pack 2: 250MB: $ 13.00 Storage Pack 3: >250MB with a cap (special use case): $ 15.00 ICE! Migration Timeline: Assuming the successful implementation of IDM/AD by the end of January: Early Adopters of ICE! will start mail migrations the end January �07 Bulk of the Mail migrations will take place March � June �07 Calendar migration will take place after mail migrations are complete 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 baseNearly 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

5. 8/26/2012 Project ICE! 5 Project ICE! Important Information The new Desktop login for workstations in the UNIVERSITY Domain will be the login for: Windows Desktops ICE! Email & Calendar System (Exchange) Other Future applications What used to be three separate logins, are now one! Current Method: Login to Desktop, login to Email client, login to Meeting Maker Client Future Method: Login to Desktop (UNIVERSITY Domain) for access to email, calendaring & more

6. 8/26/2012 Project ICE! 6 ICE! Password Policy � will be the AD Login Password Policy Will follow University Security Officer Guidelines for complex passwords Passwords will expire every year ICE! Message Quota Limit Policy Recommendation Users will receive quota warning messages upon reaching 80% of quota 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 DLS reserves the right to bump users to a higher priced storage tier if user continues to ignore quota warnings There will be a system threshold instituted to �protect� from email looping and a potential hang of the mail system Quota Management will be a topic covered in training by CWD USERS WILL NEED TO MANAGE THEIR MAILBOX QUOTAS!!

7. 8/26/2012 Project ICE! 7 PDA Handheld Policy CAIT Desktop Standards Committee has proposed a handheld/PDA policy that Has recently been adopted by the CAIT Managers DLS Supports Harvard owned devices only 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 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 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.

8. 8/26/2012 Project ICE! 8 Center for Workplace Development Updates: On-line Outlook Tutorials nearly complete. CWD will hold a planned, staged rollout of this program Topics include: Preparing for Migration Creating/reading/sending Email & Attachments Enabling Vacation Notices Creating Distribution Lists and Signatures Lookup Names in Directory OWA And More! Entourage users will utilize job aids and user guides with screen shots In-classroom training programs under development for PCs and Train the Trainer for MACs Project Updates 

9. 8/26/2012 Project ICE! 9 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) Communications Campaign: We launched the �Marching Towards the Migration� communications campaign earlier this month DLS Migration Planning You�ll be hearing more from DLS over the next several months around Migration Planning Project Updates 

10. Active Directory Migration Bob Cahill Support Services

11. 8/26/2012 Project ICE! 11 Scheduling DLS will meet with departments to identify migration dates in January or February Migrations will be lined up at least 1 month in advance A predetermined number of users will be migrated per nite Laptops will be migrated separately from desktops

12. 8/26/2012 Project ICE! 12 Migration Strategies Single Threaded Migrate to AD Schedule with departments/sub departments as required Desktop data collection two weeks prior Migrate desktops by department/sub departments to AD Exchange Migration Schedule with departments/sub departments as required Desktop mail data collection two weeks prior Migrate a predetermined number of users per nite

13. 8/26/2012 Project ICE! 13 Single Threaded Pro�s Simpler process, fewer changes at once Fewer potential points of failure for each migration Con�s Requires 4 desktop visits 2 data collection visits (one for AD and one for Exchange) 2 migration visits (one for AD and one for Exchange) High impact on users Requires 2 password resets

14. 8/26/2012 Project ICE! 14 Migration Strategies Dual Migration AD and Exchange Migrations together Schedule with departments/sub departments One visit for data collection, two weeks prior Migrate all departments/sub departments to AD and Exchange Complete entire departments, then move on

15. 8/26/2012 Project ICE! 15 Dual Migration Pro�s Requires only 2 Desktop Visits One visit for data collection One visit for migrations Requires only 1 Password Change Lower impact on users Fewer interruptions and changes Con�s More specialized resources required during each migration. Manageability/coordination more difficult than single threaded migrations. Multiple changes happening at once � username, password and mail

16. 8/26/2012 Project ICE! 16 Current DLS Preferred Method Dual Threaded Strategy Pending further testing

17. 8/26/2012 Project ICE! 17 Review of Changes and Benefits Molly Baird

18. 8/26/2012 Project ICE! 18 Changes & Benefits to Users

19. 8/26/2012 Project ICE! 19 New Policies and Procedures HR determines whether an account is �off� or �on� HR determines policy exceptions Usernames are automatically generated by IdM system Hiring managers determine which electronic services an account can utilize: What kind of workstation Email Home directory Network Share access VPN account Other applications

20. 8/26/2012 Project ICE! 20 Account Process Example: New Employee Today: Hiring manager requests new user account: Name, HUID, phone number, start date Shared drives, file access VPN, other applications Email mailbox, MeetingMaker, email alias Future: HR enters employee information into PeopleSoft and the account is automatically created with the following data: Name, phone number, office address, start date, username Hiring manager requests the following access: Shared drives, file access, VPN, other applications, email mailbox and quota, email alias

21. 8/26/2012 Project ICE! 21 Account Process Example: Separating Employee Today: Hiring manager requests closure of user account: Name, HUID, phone number, end date Copy of home directory? Delete email? When? Delete email alias? Delete MeetingMaker? Delete VPN? Future: HR enters employee information into PeopleSoft and the account is automatically disabled after the end date. HR determines if employee should maintain the following access: Email account, email alias Hiring manager requests the following: Removal from network shares Copy of home directory, email Delete VPN

22. 8/26/2012 Project ICE! 22 Account Process Example: Transferring Employee Today: Hiring manager requests transfer of user account: Name, HUID, phone number, end date, new department name Copy of home directory? Delete email? When? Delete email alias? Delete MeetingMaker? Delete VPN? Future: HR enters employee information into PeopleSoft and the account is automatically moved to the new department. Hiring manager requests the following: Removal from network shares Copy of home directory Delete VPN, delete email, etc.

23. 8/26/2012 Project ICE! 23 Password Reset Manager End users will no longer call Help Desk for password resets Self-service tool will be available online Users must fill out profile that contains secret questions Similar to online banking tools

24. Mail Migration TechniqueWindows and Macintosh Presented by: Tim Gleason

25. 8/26/2012 Project ICE! 25 Topics Overall approach Current desktop environment Windows migration & demo Macintosh migration & demo Summary

26. 8/26/2012 Project ICE! 26 Overall Approach Techniques discussed in the June 2006: Departmental Coordinators meeting AD prerequisite remains Tools purchased for UIS Desktop and LAN Support customers (DLS) through University Software Licensing Non-DLS areas may have to acquire separately and a cost Continuing to refine migration technique and validating tool functionality New windows tool version, 5.4 required retesting Final migration testing awaits production availability for validation and benchmarks for �time to convert� Overall process outlining local tasks in development Clients are running a standard installation of Eudora Transend Migrator 5.4 for Windows Emailchemy for Macintosh

27. 8/26/2012 Project ICE! 27 User Profile The migration tools are flexible and can adapt to various usage. Please highlight differences during your planning sessions if known. Typical installation Eudora 5.x + POP3 usage Large mailbox located on desktop with nested folder and many attachments�representing years worth of email Large address book (nicknames) list consisting of personal groups and individual entries Special considerations Multiple installations of Eudora Address book on server share IMAP usage Other email programs Wireless PDAs Shared accounts

28. 8/26/2012 Project ICE! 28 Windows Migration E-Mail migration Migration of Eudora POP3 msg archive to PST file IMAP mailbox download and conversion to PST IMAP mailbox download and import to Exchange server Preserves formatting of Plain Text msg Preserves formatting of HTML msg Preserves formatting of Rich Text msg Keeps original Eudora mailbox intact Handles malformed Eudora messages Expands nickname shortcuts Preserves Local folder structure Preserves IMAP folder structure Multiple mailbox locations are converted by repeating the process per mailbox Multiple personalities are not converted Messages attachments are included in PST Messages with attachments deleted are converted with missing file indication No limitations to the conversion of very large mailboxes has been encountered Conversion of primary account local archive and IMAP mail is scriptable

29. 8/26/2012 Project ICE! 29 Windows Migration Address book migration Migrates user name including first and last Creates name based email address if no name exists in Eudora Migrates primary email address Includes multiple secondary addresses Includes primary phone number and address Include secondary phone number and address Personal Groups are migrated Users in personal groups without an individual address have one created Migration keeps original Eudora address book intact Multiple Eudora address books require repeated conversions with the tool Conversion of primary address book is scriptable

30. Windows Demo

31. 8/26/2012 Project ICE! 31 Macintosh Migration E-Mail migration (via Emailchemy) Migration of Eudora POP3 msg archive to Entourage .RGE file Preserves formatting of Plain Text msg Preserves formatting of HTML msg Preserves formatting of Rich Text msg Keeps original Eudora mailbox intact Handles malformed Eudora messages Expands nickname shortcuts Preserves Local folder structure Multiple mailbox locations are converted by repeating the process per mailbox Multiple personalities are not converted Messages attachments are included in RGE Messages with attachments deleted are converted with missing file indication No limitations to the conversion of very large mailboxes has been encountered Process is not scriptable and requires manual GUI operation IMAP process must be performed on a Windows system with mail transfer up to Exchange server.

32. 8/26/2012 Project ICE! 32 Macintosh Migration Address book migration (Entourage import) Migrates user name including first and last Creates name based email address if no name exists in Eudora Migrates primary email address Includes primary phone number and street address Personal Groups are migrated Migration keeps original Eudora address book intact Does not migrate City, State, Zip Does not migrate secondary phone number, address, city, state, zip Migrates only primary address books, other books are ignored. Secondary email addresses placed in notes area and not in proper fields

33. Macintosh Demo

34. Questions? Project ICE! projectice@harvard.edu www.projectice.harvard.edu