Exchange Implementation Proposal IAC Presentation

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Exchange Implementation ProposalIAC Presentation

• April 11, 2006

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Todays Agenda-Answers to the Charge

• Architecture
• Implementation Integration
• Identity Management (IdM) issues
• Integration with existing Exchange deployments
• Coexistence with non-Exchange environments
• Migration
• Proposed model timeline
• Impact on Users
• Calendar Oracle -gt Exchange process
• Email Existing -gt Exchange process
• Communication
• Training

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The Implementation Committee

• Fran Campana, CTSS/ACNS
• Larry Cobb, CVMBS
• Eric Galyon, ACNS
• Leslie Hilbert, University Relations
• Neal Lujan, VPSA
• Robin McGee, WCNR
• Jon Peterson, Research Services
• Travis Sharpe, CAHS
• Nick Smith, ACNS
• Joe Volesky, ACNS

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Exchange Architecture-The Parts
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Exchange Architecture-Proposed services

• Central service and therefore, free
• Quota Minimum of 250Mb, hoping for 500Mb (a
  budget issue)
• E-mail attachments 50Mb/message maximum
  (tentative)

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Architecture Timeline

• June July Purchase, build, test hardware
• August Configure/test Exchange
• September New system available
• First phase will focus on migrating current
  Oracle users using non-Exchange E-mail
• Existing central Exchange (Union) and new
  architecture in production simultaneously.
  Allows for
• Flexibility for migrating existing central
  Exchange users
• Time to resolve affiliation IdM issues

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Implementation Integration-IdM

• Location of accounts in Active Directory forest
• Attach Exchange mailboxes to root-level
  (Colostate\eid) accounts
• Availability
• To all faculty and staff
• Users can activate when they are ready

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Implementation Integration-IdM (cont.)

• Affiliation addresses
• Jon_at_Research.ColoState.EDU vs. Jon.Doe_at_Colostate.E
  DU
• Current affiliation addresses on existing
  Exchange (Union) will be maintained
• For now, new affiliations will not be created on
  central Exchange solution
• From address will be First.Last_at_ColoState.EDU
• Work in progress
• Non-central Exchange, unaffected

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Integration with Existing Exchange Deployments

• Minimal changes required on the part of
  departmental Exchange admins
• Central administrators are making every effort
  to
• Avoid duplication in the Global Address List
  (GAL)
• Avoid duplication of email
• Existing environments will need to conform to
  campus standard naming convention for resources,
  distribution lists, etc. Examples
• RESDept Room Type Building Room
• RESDept Description
• For the future Options for departments to
  migrate to central service being explored

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Coexistence with non-Exchange environments

• Users can maintain email on non-Exchange system
• Option will be available to use calendar only
• Given what we know today, this will require a
  one-time, per user configuration through the
  Outlook client (not OWA)

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Calendar Migration Model-Phasing out Oracle

• The premise
• Declare a point in time (For us, January 1, 2007)
• Before this time, all appointments that happen
  before this time are scheduled in EXISTING
  solution
• After this time, all appointments that happen
  after this time are scheduled in NEW Exchange
  solution
• Clean transition success hinges on users
  following recommendation related to timing,
  particularly for Calendar
• Early adoption causes wrinkles
• During Fall, 2006, Oracle users will be using TWO
  calendar solutions simultaneously (Oracle for
  Fall 2006 meetings, Exchange for everything
  thereafter)
• Simple and inexpensive

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Calendar Migration Model-Phasing out Oracle (2)

• Test migration processes with select groups,
  August 2006
• New Exchange services available, September 1,
  2006
• Goals for Fall 2006
• Train and transition current Oracle users to new
  Exchange
• Local IT staff configure desktops, aid in email
  transition
• Oracle under maintenance until April, 2007
• Pull the plug on Oracle, May 1, 2007

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Calendar Migration Model-Phasing out Oracle (3)

• Data implications
• Calendar data, including resource data will NOT
  be migrated
• Options for this appear to be expensive and
  labor-intensive
• All resources must be requested on new Exchange
  server
• Delegations and access rights must be recreated
  
• E-mail
• Migrating IMAP folders to Exchange
• Drag and Drop migration
• ACNS-developed, web-based migration tool
  (server-gt server)
• ABC Amber (to migrate locally stored files)
• Address books
• Manually migrated using LDIF (standard
  interchange) files

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Impact on Users

• Users in existing departmental Exchange
• Calendar none
• Email none
• Users on existing central Exchange
• Calendar follow the prescribed migration model
• E-mail
• Once affiliation address issue is ironed out
• Backend transfer of email to new server (ACNS
  staff)
• Coordination with departmental IT staff (to make
  small changes to desktops)
• From address will change to First.Last_at_ColoState
  .EDU
• This is a work in progress

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Impact on Users (cont.)

• Users with central unix (lamar) mail
• Calendar follow the prescribed migration model
• E-mail
• Drag and Drop transition
• ACNS-developed, web-based migration tool
• ABC Amber (software) to migrate locally stored
  files
• Users with departmental non-Exchange mail
• Calendar follow the prescribed migration model
• Email
• Continue local delivery support OR
• Migrate to central Exchange
• REMINDER for calendar only users, an additional
  step will be required using Outlook to import
  forwarding rules
• Initial setup only (once/user)
• Exchange email box will retain only calendar
  requests

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Communication with Campus

• March Background information (Vector article) to
  subnet managers, calendar coordinators
• Early April Background info to users via Oracle
  listserv E-comment
• Late April Migration plan goes public (subnet
  managers meeting, 4/26)
• May 1 Update to campus via E-comment

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Training - Outlook/OWA

• Address demand for existing Outlook users
  starting April
• CTSS classes, starting in July
• Teaching facility also available for departmental
  training
• On-line training and info available in July
• How-to documents for download
• Video (animations) showing configuration and use
  of Outlook
• WebCT-packaged information

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Training Mobile Devices

• Configuration documentation available May 2006
• CTSS help desk (Erik Wilmsen Diane Noren are
  currently ramping up)
• Tailored training for groups available upon
  request

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Options for Non-Windows Users

• Local fat clients
• Mac Entourage (part of MS office suite)
• Unix Evolution
• Web interface
• IE 5.0 and above Premium view
• Mozilla, Netsape, Safari Basic view