Microsoft Exchange Online in Microsoft Office 365: Migration Case Study

1. EXL309 Microsoft Exchange Online in Microsoft Office 365: Migration Case Study Danny Kim John Logan Ann Vu

2. Kentucky Department of Education John Logan KETS Engineering and Architecture Directory Services and Messaging john.logan@education.ky.gov customer

3. FullArmor Danny Kim CTO partner

4. Agenda and Overview Managing Today The Migration 4 5 Introduction Q&A Challenges and Choices Planning 6 1 2 3 Start end • Email Situation • KDE’s Challenges • Choosing the Cloud • Migration logistics • Post Migration Experience • KDE Migration Planning • Involving a Partner • KDE Admin Experience • KDE Recommendations • Microsoft Migration Recommendations • Ask us! • Overview

5. What is KETS? • KETS: Kentucky Education Technology System • KDE: Kentucky Department of Education • 83 employees in the Technology Office (K.I.D.S.) • Operations/Engineering • KETS Engineers • KSB and KSD • Supports 174 Public School Districts • Each has a CIO • They range from one person who wears all hats (including coaching basketball) to districts with technology offices • Partners

6. 120 Counties – 174 Districts

7. Our Customers • 174 Public School Districts • 1,233 Schools • 636,188 Students • 51,929 Certified Staff • 44,023 Teachers • 48,791 Classified Staff • 500 KDE Staff • Other State Agencies • Taxpayers • 187 Day School Year • 349,903 students qualify for free/reduced meals • 106,046 Exceptional Children

8. Additional Info • 2.73 – 1 Student to Workstation ratio • 76% of Classrooms are Intelligent Classrooms • 76% of Students have computers at home (68.6% with Internet access) • 91% of Teachers have computers at home • 15,000 Staff Handhelds

9. Challenges and Choices Overview of Situation and Challenges

10. Evolution of Statewide Email Services Local District Owned and Operated State Provided 1994 2003-2010 1996-2003 Expectations of Reliability and Accessibility

11. KDE’s Email Roadmap The beginning of me not being ‘the mailman’

12. Active Directory • 180 Active Directory domains in one Forest • 544 Domain Controllers (1 GC / 2DCs per domain with Repl Hubs) • PCNS on all • Extended Schema to add ‘Live@edu’ specific attributes for OLPS • Designations for Staff vs Students • KDE reserves Domain Admins

13. AD Domain/Site Layout DC DC DC GC GC GC DC DC DC ADAIR WOODFORD ROOT GC GC GC GC • 180 Domains • (classic Hub&Spoke) • W2K8 (All Hyper-V) • KCC is on • 15 minute InterSite KDE

14. Enterprise Considerations • KEN Network • MPLS • 10 Mbps – 500 Mbps > 4 Gbps • 174 Districts + KSB/KSD • Autonomous with governance • KDE • Support

15. Business Requirements • State law requiring “inspectability” (Org-own) and data ownership • Existing State Standards • Larger Mailbox and attachment sizes • Web, Client, and Mobile accessible • Integration with existing infrastructure • Consolidation of distributed infrastructure • Additional collaborative options (Web 2.0 tools)

16. Additional Business Requirements • “Cheap, good, easy and quick’” • Students cannot be seen in GAL outside of district • District techs must have access to manage/control/restrict student access and mail flow • Has to have at least the functionality and manageability we had with Exchange 2003 • Leverage Active Directory infrastructure

17. Why Use Cloud-Based Services for E-mail? • Met requirements • No more mailbox servers • Single point of accountability • Gave us alternatives from an accessibility perspective • Gets us out of the widget-turning business • Outsourced Lifecycle Management

18. Why Microsoft? • Runs on Exchange • Organizationally owned data • 24 x 7 Enterprise-level support • Full integration with existing infrastructure • Single point of accountability • Additional collaborative tools and Forefront Online Protection for Exchange • Larger mailboxes: 10GB Mailboxes • Free for educational institutions ($ 6.4 M in cost avoidance) • Partnership

19. Why FullArmor? • Microsoft Recommended • Great (and tireless) people to work with • Great product Allowed us to focus on migration of objects while others could focus on user data migration if they wished.

20. Planning Planning a move to the cloud

21. What We Did • October 2008 (built the team) • Advisory Committee • Partners (Microsoft and Dell) • March/April 2010 – Pilots • Partner - FullArmor • District Deployment Guide • District Operations Guide • May 21, 2010 • BIG BANG! • Created828,000Windows Live IDs

22. Project Timeline

23. Migration Processes • Formal project.. • SOWs, Requirements, Design, Test, etc • Major Milestones • Built Tenants, RBACs, etc • ‘KDE Live@edu Components’ between on-prem AD and Exchange Online • ‘Warmed’ cloud beforehand with users • Communicated! (Implementation Guide and DOG) • Pilots, then ‘Big Bang’ Districts could migrate content (FullArmour)

24. KDE Migration Utilizing FullArmor Tool • Problem: KDE needed to provide a solution to all school districts to perform a coordinated migration with minimal support. • Solution: FullArmor provided a simple-to-use migration tool to enable non-technical personnel to perform migrations of email, calendar and contact for their independent school districts in a coordinated way during weekend and subsequent migrations.

25. The Migration Migration of over 800k mailboxes

26. Major Migration Milestones

27. Major Migration MilestonesDay of Migration – Big Bang 5/21/2010 • Convert Windows Live IDs to mailboxes • Pilot’s e-mail to other districts now goes to cloud • External e-mail is redirected to Exchange Online • Autodiscover DNS entry • Lock on-premise mailbox access • Enable SSO and ‘recreate’ Outlook profiles Service is online • Exchange backups (nothing, PSTs, ExMerge or FullArmour) Convert on-premises mailboxes to mail-enabled users Decommission Exchange 2003

28. Tom Disabled Account w/o mailbox SMTP: Tom@Districtx.com TargetAddress: Tom@Districtx.com X500=LegacyExchangeDN Chick Disabled Account w/o mailbox SMTP: Chick@District174.Com TargetAddress: Chick@District174.com X500=LegacyExchangeDN E-mail Tom Active Account w/ mailbox SMTP: Tom@Districtx.com X500=LegacyExchangeDN Chick Active Account w/ mailbox SMTP: Chick@District174.com X500=LegacyExchangeDN Bob Active Account w/ mailbox SMTP: Bob@District1.Com X500=LegacyExchangeDN Pilot Migration E-mail E-mail E-mail E-mail Big Bang Mail FWD Mail FWD Ex Servers Active Directory Active Directory Ex Servers Ex Servers Active Directory E-mail Bob Local Account w/o mailbox: TargetAddr: Bob@District1.Com Tom Local Account w/o mailbox: TargetAddr: Tom@Districtx.Com Bob Local Account w/ Mailbox:SMTP: Bob@District1.Com Tom Local Account w/ Mailbox:SMTP: Tom@Districtx.Com Chick Local Account w/ Mailbox:SMTP: Chick@District174.Com Chick Local Account w/o mailbox: TargetAddr: Chick@District174.Com District 174 District x District 1 On-Premises Exchange 2003

29. KDE’s Live@edu Components • OLPS • KETS Control Panel • PCNS • SSO • Administrative accounts per district • SMTP Relay Messaging and Directory Services Team (4 members) KETS Service Desk KETS Engineers District Operations Guide (DOG)

30. Infrastructure CONTACTS STAFF TENANT STUDENT TENANTS 1 - 179 FACULTY STAFF STUDENTS STUDENTS STUDENTS STUDENTS STUDENTS STUDENTS DISTRIBUTION LISTS OUTLOOK LIVE PROVISIONING SYSTEM AD MA USERS OUTLOOK LIVE MA USERS ILM ILM ILM ILM ILM ILM User CS CS METAVERSE Contacts and Groups MV MV MV MV MV CS Contact REGISTRY MA USERS Provisioning Database Group Registry Service Database Components Catalog Service Database Components Outlook Live Service Database Components Mailbox Enabled User Active Directory Global Catalog 179 Domains Mailbox Enabled Contact CONTACTS Mailbox Enabled Group FACULTY STAFF DISTRIBUTION LISTS

31. Exchange Online 179 Domain Controllers Student Tenants Staff Tenant Accepted Domains District 1 • DRAD • Stu.Adair.kyschools.us • Stu.Allen.kyschools.us • Stu.Anchorage.kyschools.us • Stu.Anderson.kyschools.us • Stu.Ashland.kyschools.us • . • . • Stu.Fayette.kyschools.us • . • . • Stu.Woodford.kyschools.us District 1 Adair.kyschools.us Allen.kyschools.us Anchorage.kyschools.us Anderson.kyschools.us Ashland.kyschools.us . . Education.ky.gov . . Woodford.kyschools.us AD replication (15 minutes Inter-site) TOMMY Live@edu Frankfort-based Enterprise Components • GC stu.fayette Fayette • KCP TOMMY • SSO BOB JIM JIM TOMMY JIM BOB Active Directory District 90 • OLPS Fayette District 178 • GALSync District 120 Staff W2K8 Core w/Hyper-V District 178 • GC • DC Students • Partner • Agencies

32. Migration Execution using FullArmor Tool Live@edu • Migration product was command-line driven. • KETS wrapped the migration product with their own, custom UI that connected to AD to fetch users • Used ExMerge under the covers to automatically export each user’s mailbox to PST file. • Then, the migration product migrated the PST data to Live@edu, all seamlessly. FullArmor Migrator w/custom UI Server Storage AD Exchange Server

33. Managing Today And recommendations

34. What District Techs Can Do • For staff… • Manage their users and DGs (ADUC, ECP, KCP, PowerShell) • Change domain settings • KETS Control Panel KDE owns Tenant Admin management • For students • Manage their users (No GAL) • More of a ‘full-Tenant’ admin • Transport Rules (Closed Campus, or custom through PowerShell) • RBACs and set Tombstoning for each…

35. Spoon feeding..

36. Challenges • We are 177 separate companies that act like one • Always updating.. • Web2.0 • Org-owned and I-owned • Age 13 • Multi-Tenant design • Documentation is a challenge • Demarcation of support • PowerShell and RBACs (we’re K12)

37. Moving Forward…. • SIMPLIFY! (revisit our requirements) • ‘Snowbound’ Initiative • Look at putting more in the cloud… • OLPS, SMTP Relay • AD? • What about support? • P-20 • ‘College/Career Ready’ • 7 or our 8 ‘State’ Colleges are Live@edu • Evictions are not in Live@edu • Cross-Tenant mailbox moves/renames

38. Takeaways • Cost (TCO) • Communication / Documentation • Support • Functionality to fit K12 • Easy, available, useful and cheap • Move to the cloud • It’s a great move for some things. Your engineering and support framework will change.

39. KETS Recommendations • Identify requirements • Formalized project • Procure MCS, FullArmourand other partner resources depending on complexity • Involve teachers and students Quit trying to be the experts and widget turners Give the technology to the teachers and kids

40. Full Armor recommendations • Partnering: “Luck Favors the Prepared” • As a partner, SI, or ISV learn the skills to provisioning Exchange • First to Market = First to Partner • Migrating: “The Turtle wins over the Hare” • Measure Twice cut Once • Start Small, Build up to Large Scale

41. New Migration OptionsChoices to fit your organization • IMAP migration • Supports wide range of e-mail platforms • E-mail only (no calendar, contacts, or tasks) • Cut-Over Exchange migration (C-EM) • Good for fast, cutover migrations • No server required on-premises • Staged Exchange migration (S-EM) • No server required on-premises • Identity federation with on-premises directory Migration • ` • Hybrid deployment (MRS) • Manage users on-premises and online • Enables cross-premises calendaring, smooth migration, and easy off-boarding Hybrid * Additional options available with tools from migration partners

42. Quest Migrator for Cloud Emailformerly FullArmor MailPortal Migrator • You can download and start to use Quest Migrator for Cloud Email (QMCE) today! • http://www.quest.com/migrator-for-cloud-email • Written resources are available online to help you plan and execute your migration • Product includes limited free migrations • Contact Quest Software for licensing details

43. Required Slide Speakers, please list the Breakout Sessions, Interactive Discussions, Labs, Demo Stations and Certification Exam that relate to your session. Also indicate when they can find you staffing in the TLC. Related Content • Breakout Sessions • EXL310: Exchange Online and Office 365: Simple Migration Live • EXL311: Microsoft Exchange Server and Office 365: How To Set Up a Hybrid Deployment • EXL305: Best Practices for Successfully Transitioning to Exchage 2010 • OSP325: Microsoft Office 365: Directory Synchronization • Interactive Sessions • EXL375-INT - Understanding Archiving and Compliance in Microsoft Exchange Online • Product Demo Stations • Exchange and Office 365 demo stations in the TLC • Find Me Later At… the Exchange Demo Station

44. Required Slide Track PMs will supply the content for this slide, which will be inserted during the final scrub. Resources • Exchange Team Blog: http://msexchangeteam.com Exchange Deployment Assistant: http://technet.microsoft.com/exdeploy2010 • Deployment Options Whitepaper: http://bit.ly/iXS4EH Quest Migrator: http://www.quest.com/migrator-for-cloud-email

45. Questions? Q&A

46. Resources • Connect. Share. Discuss. http://northamerica.msteched.com Learning • Sessions On-Demand & Community • Microsoft Certification & Training Resources www.microsoft.com/teched www.microsoft.com/learning • Resources for IT Professionals • Resources for Developers http://microsoft.com/technet http://microsoft.com/msdn

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