UIS Project ICE

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Project ICE!Department Coordinator
MeetingFebruary 28, 2008, 930am
1100amMaxwell Dworkin 119Visit our
Website at www.ProjectICE.harvard.edu for more
information

• Project ICE! Updates Susan DeLellis, UIS
• ICE! Calendar Resources Molly Baird, UIS
• Meeting Maker to ICE! Calendar Migration - Tim
  Gleason, UIS
• CWD Training Update Ilena Williams, CWD

• Visit our Website at www.ProjectICE.harvard.edu
  for more information

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Project ICE! Updates

• Presented by Susan DeLellis, UIS

7/4/2009
UIS Project ICE!
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Project ICE! Where We Are to Date

• 2,550 users migrated from CaMail to ICE!
• All Groups migrated at this point, including MAC
  users
• Final cleanup and straggler accounts will be
  done w/in the next two weeks
• Another new idM release will be implemented the
  end of March release includes a change to make
  listing names for GAL consistent w/current
  on-line directory properly deleting
  de-provisioned accounts from the GAL
• Calendar Migration Testing in full force and
  planning for the migration well under way

7/4/2009
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Project ICE! Updates and New Information

• At this point, the Calendar Migration from
  Meeting Maker to ICE! will take place the weekend
  of April 4, 2008 any changes to this date will
  be communicated out by March 3rd via the
  Department Coordinator email list
• Communications will also go out to end users via
  a direct email and Project ICE! Postcard Mailing
  Calendaring. Coming April 4th to an Iceberg Near
  You!
• Project team has met with most Departments to
  communicate the migration Weve asked for two
  specific things from each Dept
• A prioritized list of PDAs that need to be
  converted for your Department email to
  michelle_dwyer_at_harvard.edu by 3/15
• Calendar Data Collection Forms A big Thank You!
  All 340 unclaimed resource calendars have been
  accounted for!

7/4/2009
UIS Project ICE!
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Project ICE! Updates and New Information

• We are now tackling all Meeting Maker
  people/person accounts that either
• Dont have an ICE! Mailbox or
• We cant find the proper mapping to an ICE!
  Mailbox (difference in names, spelling, etc.)
• Well need your help identifying these over the
  next two weeks!

7/4/2009
UIS Project ICE!
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Project ICE! Updates and New Information

• In preparation for the Migration, there will be a
  moratorium on new accounts and changes to
  existing Meeting Maker accounts and resources
  beginning 3/1
• 3/1 No new Meeting Resource Maker Accounts
  will be created
• 3/22 No new or changes to existing Meeting
  Maker accounts
• Reminder There will be no charge, at this point,
  for any departmental Calendar resources or
  conference rooms setup on ICE! Service - remember
  these are individual mailboxes/accounts
• Please share this information with your groups!

7/4/2009
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Project ICE! Other Issues of Importance Mailbox
Quotas

• ICE! Mailboxes keep growing beyond their quotas
  We need to do a better job of managing our ICE!
  Mailboxes
• Nearly 300 users of ICE! Service are currently
  over quota - the DLS Helpdesk cant keep up w/the
  outreach to users
• ICE! Product Management sent out communications
  in Jan. stating they will be bump users over
  quota to the next storage tier and bill
  appropriately, effective 4/1/08. A more
  stringent approach to this problem is being
  discussed.
• Reminder Users are strongly encouraged to
  utilize the auto-archive feature in
  Outlook/Exchange to help with this issue
• Reminder With the Calendaring coming soon, this
  data will also count towards your ICE! Mailbox

7/4/2009
UIS Project ICE!
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Project ICE! Other Issues of Importance Change
in Microsoft Handling of Mailboxes w/disabled AD
accounts

• Microsoft has changed functionality when it comes
  to sending email to mailboxes attached to
  disabled AD accounts
• Previously If mail was sent to a mailbox of a
  disabled AD account, it was rejected and never
  received by the mailbox
• Now If mail is sent to a mailbox of a disabled
  AD account, it is received by the mailbox
• Action by you
• Put Out of Office Messages on these mailboxes
  before the person leaves
• Issue a delete user request as quickly as
  possible to the helpdesk (the helpdesk can delete
  the user mailbox not to be confused with the
  user AD account!)

7/4/2009
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Questions? Thank you!
7/4/2009
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ICE! Calendar Resources

• Presented by Molly Baird, UIS

7/4/2009
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Shared MeetingMaker calendars

• We started with 530 unclaimed shared calendars
• 260 forms received to re-create calendars in
  Outlook calendaring. Extreme effort by our DCs.
  Thank you!
• Most are auto-book and tracking calendars.
• We can always create additional resources after
  the migration.

7/4/2009
UIS Project ICE!
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Tracking Calendars

• Reminder Publisher rights are Author unless
  specifically requested via the form.
• Delegates always have Editor access
• Who has access can be modified after the
  migration event.
• You (and your users) must manually connect to
  tracking calendars in Outlook they wont show up
  automatically in your client.

7/4/2009
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AutoBook calendars access update

• All ICE! Mailboxes have no-read-access to
  AutoBook calendars cannot see meetings in those
  calendars.
• Though they can see availability (known as
  free/busy time in Outlook calendaring)
• This is different that we originally thought!
• We can grant read-access to all ICE mailboxes if
  needed

7/4/2009
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Screenshot of Resource in GAL
7/4/2009
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A meeting invitation with a Resource
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Questions? Thank you!
7/4/2009
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Meeting Maker to ICE! Calendar Migration

• Presented by Tim Gleason, UIS

7/4/2009
UIS Project ICE!
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Topics

• Calendar expectations
• Statistics
• Conversion timeline
• Data transformation
• Examples
• Before and after screenshots
• Exceptions
• Functional differences between Meeting Maker and
  Outlook
• Preparation

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Summary

• Test export of the Meeting Maker data on 2/22
• Activities 704,458
• Meetings 137,663
• Contacts 40,831
• To-Dos 9,043
• Users and Resources 2,379
• A complete mapping of all Users and Resources
  must be completed to ensure a successful
  migration
• Identify old and generic accounts
• Creation and mapping of conference rooms
• A tremendous amount of work required to
  accomplish
• The calendar insertion process is additive and
  will not modify or delete existing information
• Converted items are tagged to be identified by a
  unique category
• Conversion will only directly effect users of the
  CAMMS server.
• Excludes Radcliffe, most GSD and HUL

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Conversion Timeline

• Today
• User cleanup of old calendar, contacts and to-dos
• Continued use of Meeting Maker till conversion
• Please do not use Outlook calendaring
• Friday April 4 afternoon
• Login to Meeting maker to update desktop cache
• Enables working offline reference copy post
  migration
• Print Calendar copies if needed for weekend
  activities or future reference.
• Make sure to say goodbye to MM and logout by 6pm
  ?
• Friday April 4 evening 6pm
• Meeting Maker server shutdown
• Logout of Outlook and shutdown if possible
• Discontinue all calendaring activities
• MM data exported and conversion process begins

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Conversion Timeline

• Friday April 4 evening 600pm
• All handheld access blocked
• Windows Mobile (Treo 700wx)
• Blackberry
• Palm (Treo 700p)
• Legacy (Treo 650)
• Impact on application/service accounts
• Converted data imported into ICE! begins
• Saturday April 5 Sunday April 6
• Conversion testing and verification
• Sign off and enabling handheld access
• Monday morning 8am
• Access to ICE! system available
• Full calendaring usage

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Conversion Timeline

• For the duration of the conversion weekend, we
  request that use of the ICE! system be avoided.
• Do not use Outlook, Entourage, handhelds, POP
  IMAP or any other client if possible
• If you must check email during the weekend use
  the web client(OWA) https//icemail.harvard.edu
• Usage can interfere with the calendar insertion
  process
• Email messages will continue to be received and
  will not bounce.
• System will be unavailable from Friday April 4 _at_
  6pm till Monday April 7 _at_ 8am

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Important

• Users must not specify the delegate ability to
  send or receive meeting related messages prior to
  migration. Doing so may result in failures to
  import data.
• The proper settings are

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Data transformation
7/4/2009
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7/4/2009
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Calendar Items That Dont Convert

• Several pieces of Meeting Maker functionality do
  not correspond to an Outlook/Exchange function or
  the data can not be extracted.
• Labels
• Comments
• Email settings
• Proxy lists
• Groups
• Master schedule
• Work hours and days
• Quick list
• Calendar groups
• Notification defaults

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Calendar Items That Dont Convert

• Some meeting frequency options do not map to
  Outlook functions
• On these weeks of the month first and third
  instances
• If activity falls on a weekend

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Activities - Appointments
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Current Meeting - Meeting
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Meeting Meeting (cont)
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Past Meeting - Appointment
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Banners All Day Event
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Questions? Thank you!
7/4/2009
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CWD ICE! Training Initiatives Update

• Presented by Ilena Williams, CWD

7/4/2009
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CWD Training Initiative

• Outlook Mail Training Update
• Advanced / Topic Specific WebEx Training Sessions
• Entourage Calendar Training
• Training Initiative
• Table of Contents
• Outlook Calendar, Notes and Tasks
• Training Initiative
• Calendar
• Table of Contents

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Outlook Mail Training Update

• CWD will offer free Outlook 2003 Mail Training
• Bi-monthly while in demand
• Create a waitlist to determine demand Is there
  a need?
• Eureka!
• Outlook Mail Training Manual
• Outlook Mail Quick Reference
• Outlook Mail Tips and Tricks
• Can all be accessed via the Desktop / Job Aids
  tab within Eureka!
• http//eureka.harvard.edu/Eureka/jobaids.cfm?categ
  oryID171y0

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Outlook Calendar, Notes and Tasks

• Training Initiatives
• Hands-On Training
• Managing Your Calendar
• Recommended for individuals who manage their own
  calendars and are heavy calendar users, such as
  project and program managers and others with
  calendar usage in the moderate to high range.
• Calendar for Admins Assistants
• Recommended for Outlook users who manage
  calendars for other people or groups in addition
  to their own. These users are typically heavy
  calendar users with an emphasis on managing
  multiple calendars and resources.

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Outlook Calendar, Notes and Tasks

• Training Initiatives - continued
• Lecture-Based Training
• Outlook Calendar Essentials
• Recommended for individuals with Calendar
  utilization in the light or moderate range.
• Online
• Microsoft Outlook Calendar Online Tutorial
• Recommended for individuals who utilize calendars
  for themselves and/or others. The Online Tutorial
  contains task specific simulations of the
  material found within the Microsoft Outlook
  Calendar 2003 Training Guide. The simulations
  cover exercises from all of the Outlook Calendar
  classes.
• Important Facts
• Classes to run March April
• Registrations through HARVie
• http//harvie.harvard.edu/courses/display.do?value
  (application_id)2category-1091

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Outlook Calendar, Notes and Tasks

• Outlook Calendar 2003 Training Seminar
• Table of Contents
• Scheduling Appointments
• Scheduling Meetings
• Using Tasks
• Using Notes
• Viewing Managing Someone Elses Calendar

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Entourage Calendar

• Training Initiatives
• Hands-On Delivery
• Training March 25th, 27th April 1st, 3rd, 8th
• Held at FAS Science Center
• Registration through Courtney Harwood
• Eureka!
• Entourage Mail Calendar Training Manual
• Entourage Mail Quick Reference
• Entourage Calendar Quick Reference
• Can all be accessed via the Desktop / Job Aids
  tab within Eureka!
• http//eureka.harvard.edu/Eureka/jobaids.cfm?categ
  oryID195y0

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Entourage Mail Calendar
Entourage Mail Calendar 2004 Training Seminar -
TOC

• Introduction to Entourage 2004
• Sending a Message
• Managing Mail
• Handling Junk Email and Locating Messages
• Archiving and Saving Mail
• Personalizing Your Mail
• Managing contacts
• Working with Contacts
• Setting Message Options
• Working Remotely
• Sharing Folder Information
• Customizing Entourage

• Scheduling Events
• Scheduling Meetings
• Using Notes and Tasks
• Using Links and Projects
• Viewing Managing Someone Elses Calendar

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Questions or Comments for the CWD Training
Initiative?