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

1
Project ICE!Department Coordinators
MeetingDecember 14, 2006, 1000 am 1130
amMaxwell Dworkin Room 119

• Session Agenda Updates Susan DeLellis
• Active Directory Migration Bob Cahill, Molly
  Baird
• Email Migration Details Tim Gleason
• QA

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! Important Information

• Active Directory is a requirement for Exchange
  we have merged the two projects (AD ICE!)
  together for the delivery phase of the project
• Microsoft Windows Exchange CALs are required
  for Exchange Most CAIT groups covered under
  Microsoft Campus Agreement (site_at_harvard.edu)
• Committed Groups are CAIT, GSD (staff/admin) and
  Radcliffe - _at_ 3,200 users
• AD Mail Migrations will be done in Phases
  (Dept. by Dept.) over a period of months
• Meeting Maker Calendar Migration will be
  one-time at the end
• Multiple Training options will be provided by
  CWD prior to migration - attendance is strongly
  recommended for all users!

4

Project ICE! Important Information

• 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

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

6
Project Updates

• 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
Project Updates

• 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/standa
  rds.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.ed
  u 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
Project Updates

• 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

9
Project Updates

• CWD will be holding a pilot classroom training
  course for Outlook/Exchange in January wed
  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
• Youll be hearing more from DLS over the next
  several months around Migration Planning

10
Active Directory Migration

• Bob Cahill
• Support Services

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
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
Single Threaded

• Pros
• Simpler process, fewer changes at once
• Fewer potential points of failure for each
  migration
• Cons
• 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
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
Dual Migration

• Pros
• 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
• Cons
• 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
Current DLS Preferred Method

• Dual Threaded Strategy
• Pending further testing

17
Review of Changes and Benefits

• Molly Baird

18
Changes Benefits to Users

• Change New login Name
• Benefit One login
• Windows Desktops
• ICE! Email Calendar System (Exchange)
• Other Future applications
• What used to be three separate logins, are now
  one!
• Change Password Policy
• Stronger password aligns with University security
  policy
• Benefit
• Passwords will expire every year, instead of
  every 90 days
• Self-service online password reset tool

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
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
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
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
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
Topics

• Overall approach
• Current desktop environment
• Windows migration demo
• Macintosh migration demo
• Summary

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
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 attachmentsrepresenting 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
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
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
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
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_at_harvard.edu
• www.projectice.harvard.edu