Project Overview and Status Update

1
Project ICE!

• Project Overview and Status Update
• Procedural Changes and Policies
• Changes and Benefits of Exchange
• DLS Migration Strategy
• CWD Training Offerings

2

What is Project ICE!

Project ICE! Integrated Communications
w/Exchange Today - A replacement of our current
Eudora and Meeting Maker mail and calendar
clients with Outlook 2003 on the desktop for PCs
and Entourage 2004 for Macintoshes as well as a
robust web client for email calendaring
(OWA) Tomorrow A platform for delivery of
future additional integrated communications
services such as audio video conferencing,
instant messaging, voice mail and more!

3

Project ICE! Overview and Status

• Phase I - Active Directory
• Requirement for Exchange currently being
  planned implemented
• IDM tool in QA testing now will be how accounts
  are created, info fed via PeopleSoft
• New desktop login and password for UNIVERSITY
  Domain. One login for
• Windows Desktops
• ICE! Email Calendar System (Exchange)
• What used to be three separate logins, are now
  one!
• The new login format is as follows
• Three initials preceding three randomly generated
  numeric digits - sjd348
• Will follow University Security Officer
  Guidelines for complex passwords
• Passwords will expire every year

4
Project ICE! Overview and Status

• Phase II Exchange Email and Calendar
• ICE! Mailbox Administrative Pricing FY 07
  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 NSS 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 AD by
  calendar year end
• DLS customer AD Exchange mail migrations will
  start in June 07
• MeetingMaker calendar migration will take place
  after all mail migrations are complete

5
Mail MigrationHigh-level Process

• Identify dates for migrations
• Communication
• Coordinate training class with migration date
• Schedule DLS pre-migration visit
• Migration
• Post-migration

6
Mail MigrationHigh-level Process

• Work closely with Department Coordinators to
• Identify dates for migrations
• Determine dates that are convenient for
  departments
• Migrate approximately 20 users per nite
• Communication
• Once dates have been approved by departments
• Regular notifications to users about the upcoming
  migration
• Migration process and technical information
• Coordinate training class with migration date
• Coordinate training class schedules to tie-in
  with migration timelines
• Training should occur within 2 weeks of migration

7
Mail MigrationHigh-level Process

• Schedule DLS pre-migration visit
• Pre-migration information gathering on each mail
  account
• Gather user profile information
• Size of mailbox
• Any additional personalities configured
• Type of mailbox
• Shared (multiple users checking the account?)
• Type of client
• PDA device

8
Mail MigrationHigh-level Process

• Migrations
• Schedule for off hours
• Configure and run Transcend tool based on user
  profile
• Each migration can be different based on this
  information
• Tech check list for each user for quality
  assurance
• Outlook documentation and a confirmation left for
  each user
• PDA devices will need to be resynchronized with
  the user present post migration. Devices will not
  receive mail until users migration is complete.
• Post migration
• Technicians will be on-site the day after
  migration for user support
• Help Desk phone support
• Web support online tutorials
• http//www.uis.harvard.edu/support_services/ADExch
  ange/

9
CWD Training

• Just because youve used Outlook before, doesnt
  mean youll know how our environment is
  configured
• Your Departmental Coordinator will sign you up
  for classroom training
• On-line training also available
• DLS will not have time to do one-on-one training
  post-migration
• Everyone needs to go to training!!!!
• Everyone needs to go to training!!!!
• Everyone needs to go to training!!!!
• Everyone needs to go to training!!!!

10
HR Policies and PracticesWho gets an
account?How do I request account access?
11
Short Version

• HR data 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

12
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

13
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

14
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.

15
Drill-down Email changes

• Users will have to manage their mail In Box, Out
  Box, Deleted Items Box - server-based mail
  storage. Today most users are POP meaning these
  mail boxes are stored on the local desktop
• Coordinate email access prior to employees
  departure--export PST before they leave and leave
  PST file on workstation if the emails should be
  kept for the replacement employee
• Coordinate Exchange mailbox shut-down with
  transferring employee and Helpdesk to prevent
  message loss
• Doing nothing for a separating employees mailbox
  will mean the mailbox is inaccessible to
  everyone.

16

• Questions?
• Thank you!