Project ICE Department Coordinator Meeting January 25, 2007, 10:00am 11:30am Maxwell Dworkin, Rm. 119

1. 3/16/2012 Project ICE! 1 Project ICE!Department Coordinator MeetingJanuary 25, 2007, 10:00am – 11:30amMaxwell Dworkin, Rm. 119 Project ICE! Updates – Susan DeLellis Migration Planning & Process – Courtney Harwood/Michelle Dwyer CWD Training Proposal and Updates – Ilena Williams Visit our Website at www.ProjectICE.harvard.edu for more information

2. 3/16/2012 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. 3/16/2012 Project ICE! 3 Easier to remember and more personalized, yet scalable and meets FERPA requirements These are not logins “for life” – expire after 5 years w/no active role Format is FML123 - First, Middle, Last initial & three random digits ICE! Mailbox Administrative Pricing FY ’07/FY ‘08 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 April: Early Adopters of ICE! will start mail migrations in May Bulk of the Mail migrations will take place June – November ‘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

4. 3/16/2012 Project ICE! 4 PDA Handheld Policy As a result of the upcoming changes to our Email/Calendar system, 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. New options for PDA/Handheld integration to mail and calendaring with ICE! service will be available. For more information on these options, contact the UIS helpdesk at 6-2001 or your DLS representative.

5. 3/16/2012 Project ICE! 5 Look for upcoming: Additions and changes to www.projectICE.harvard.edu website – We’re adding info on Migration planning, Policies, and more! Meetings with DLS on Migration Planning & Scheduling “Taking the Plunge” Communications Campaign Is there interest in: Holding a MAC/Entourage Focus Group for input to CWD training? Project ICE! Important Information 

6. 3/16/2012 Project ICE! 6 Review of Changes and Benefits How will the new systems affect me and what changes will I notice?

7. 3/16/2012 Project ICE! 7 Review of Changes and Benefits There are really three new systems being put in place Identity Management (IdM) – for Automatic Account Provisioning Active Directory (AD) – for Authentication and Directory Services ICE! – Integrated Communications with Exchange – for a new robust Email & Calendar service

8. 3/16/2012 Project ICE! 8 Changes & Benefits to Users with the New Systems

9. 3/16/2012 Project ICE! 9 Changes & Benefits to Users with the New Systems

10. Questions? Project ICE! ProjectICE@harvard.edu www.ProjectICE.harvard.edu

11. 3/16/2012 Project ICE! 11 DLS Migration Planning & Process Courtney Harwood

12. 3/16/2012 Project ICE! 12 Scheduling DLS is starting to meet with departments to identify potential migration dates and to note blackout dates Detailed discussion of migration; what gets migrated with the Transcend tool, what the user needs to setup on the Outlook client Migrations will be lined up at least 1 month in advance Communication will be sent to all migration groups by DLS Data collection will be performed 3 weeks prior to gather user’s email information Monitor labels will be passed out to Department Coordinators to assist techs in finding the correct users/locations User Pre-Migration check lists will be distributed to help departments prepare

13. 3/16/2012 Project ICE! 13 Scheduling DLS will give Department Coordinators training class times available to their users based on migration schedule Department Coordinators will sign users up for classes via CWD website Some migrations will be scheduled while users are at training, some off hours It is highly recommended that all users attend training A predetermined number of users will be migrated to AD and Exchange per nite Will start with 20 or so per nite, hope to increase number as we progress Laptops will need to be on-site during scheduled migrations Harvard-owned Handheld devices will need to be migrated with the users present, post-migration Devices will cease to function until they are converted

14. 3/16/2012 Project ICE! 14 Quick Migration Overview DLS arrives on-site at customer location DLS confirms that all users scheduled for migration are logged off of PC’s DLS communicates with UIS Server Operations that it is all clear to start desktop and user migrations DLS confirms that all desktop and user migrations are successful DLS starts forwarding user’s email accounts from CAMail to Exchange Server Insures that no mail is lost, that all is forwarded to new mail server This is done with a web application DLS starts desktop email migrations with Transcend tool Confirms that migration is successful and that email client can send and receive mail to Outlook

15. 3/16/2012 Project ICE! 15 Quick Migration Overview DLS leaves a sealed envelope for each user containing User’s new login name and password Instructions on how to reset password (needs to be done upon first login) Outlook Quick Reference Guide – produced by CWD FAQ’s and links to training support on-line All migration information will available on the project website very soon

16. 3/16/2012 Project ICE! 16 Post-Migration Support DLS on-site technical support Local DLS techs will be on-site Post-migration technical team will be on-site Help Desk technical support 495.8411 Hand held migrations Need to be scheduled the day after migration Users can log a ticket with the Help Desk

17. 3/16/2012 Project ICE! 17 Questions? Thank you

18. Center for Workplace Development Presenter Name: Ilena Williams Educational Systems and Technology Table of Contents: Training Material Training Guide Task Demonstration Training Online Tutorial Demonstration Training Implementation Training - Back to the Future

19. 3/16/2012 Project ICE! 19 Center for Workplace Development (CWD) We’re OUTLOOKing for Something Better!!!! CWD is your partner to understanding Microsoft Outlook 2003 and the elements associated with the migration. CWD provides you with a library of task specific training tools with multiple delivery solutions: Outlook 2003 Mail Quick Reference Outlook 2003 Facilitated Training Seminar Outlook 2003 Online Tutorial Entourage 2004 Mail Quick Reference Entourage 2004 Mail Training Guide Entourage 2004 Lecture-based Training Seminar Address Outlook 2003, Entourage 2004 – mention that OWA is encompassed in all CWD products and trainingAddress Outlook 2003, Entourage 2004 – mention that OWA is encompassed in all CWD products and training

20. 3/16/2012 Project ICE! 20 Outlook 2003 Mail Quick Reference

21. 3/16/2012 Project ICE! 21 Outlook 2003 Mail Quick Reference – cont. The Outlook 2003 Mail Quick Reference provides the following information at your finger tips: Description of the Mail Pane, Navigation Pane and Standard Toolbar List of keyboard shortcuts Series of “how to’s” for basic and advanced tasks Instructions on how to locate information Description of how to use Contacts Details of other important functions Removing messages from the server Managing junk mail Establishing an “Out of Office” automated reply Just knowing how to use outlook – really isn’t applicable to our system. Dean of Radcliff will be Just knowing how to use outlook – really isn’t applicable to our system. Dean of Radcliff will be

22. 3/16/2012 Project ICE! 22 Outlook 2003 Mail Quick Reference – cont. The Outlook 2003 Mail Quick Reference will be: Available at the time of migration Distributed by DLS to each desktop / user

23. 3/16/2012 Project ICE! 23 CWD Outlook 2003 Training Seminar CWD has developed a facilitated training seminar to help you utilize Outlook more effectively and efficiently CWD is currently beta testing the: Outlook 2003 Training Guide 12 modules of task based material Outlook 2003 Training Seminar Facilitated training Performance based Three hours Hands-on Discuss how OWA is part of the 12 module and will be discussed throughout training. Discuss how OWA is part of the 12 module and will be discussed throughout training.

24. 3/16/2012 Project ICE! 24 CWD Outlook 2003 Training Seminar Introduction to Outlook Other migration elements Getting Started with Outlook Sending a Message Managing Mail Managing Contacts Setting Message Options Customizing Outlook Locating and Managing Messages Personalizing Your Mail Working with Contacts Saving and Archiving Mail Working Remotely Outlook Web Access (OWA) Sharing Folder Information

25. 3/16/2012 Project ICE! 25 Outlook 2003 Training Seminar - Example

26. 3/16/2012 Project ICE! 26 Outlook 2003 Training Seminar - Example

27. 3/16/2012 Project ICE! 27 Outlook 2003 Online Tutorial CWD provides you with on-demand performance support The Outlook 2003 Online Tutorial includes a series of tips for preparing for the migration. It also includes: Task specific simulations reflecting commonly performed actions Flexible course structure – allowing for point of need / refresher training Robust demonstrations utilizing production screen shots Online Tutorial Demonstration Tutorial and Training Seminar - mandate one or the other form of training. Mention OWA is discussed in the Tutorial. Tutorial and Training Seminar - mandate one or the other form of training. Mention OWA is discussed in the Tutorial.

28. 3/16/2012 Project ICE! 28 Outlook 2003 Training Implementation DLS DLS will share the migration schedule with CWD CWD will likely attend 1-2 of the early meetings with the first migration group CWD Provides marketing material to Dept Coordinator Requests marketing material to be distributed to groups at predetermined intervals Collects training registration or interest from the coordinators for scheduling purposes Coordinator Emails marketing, on a pre-determined schedule to group Recommends Online Tutorial / Facilitated Training to group Schedules groups facilitated training requests (i.e. date, time..) Acts as liaison between group and CWD

29. 3/16/2012 Project ICE! 29 CWD Entourage 2004 Mail Training CWD is currently developing the: Entourage 2004 Mail Quick Reference Entourage 2004 Mail Training Guide Entourage 2004 Mail Train the Trainer Seminar Lecture based training will be offered for interested MAC users.

30. 3/16/2012 Project ICE! 30 Back to the Future CWD will be supporting the rollout of: Outlook Calendar Outlook Tasks Outlook Notes Lecture based training will be offered once the migration of Outlook Mail and Active Directory are complete.