The OUCS Groupware project

1
The OUCS Groupware project

• Mark Norman / Paul DavisMay 2009(ITSS briefing)

2
GW what is it?

• Part of a greater programme run by ODIT
• Exchange 2007 and MOSS 2007
• SharePoint likely to be expanded in later
  projects
• Groupware Programme Development Board

3
The Oxford Nexus

• (It now has a name!)

4
Since the last briefings

• Set up hardware, installed, configured over the
  two sites
• Now testing, testing, testing
• Account provisioning and population of AD
• Tools for HC staff (and ITSS) to administer
  accounts etc.
• ISA server, some design changes
• Lots of work on migration planning
• Mig and Arch SIG

5
The staff

• Srilak Wickramaratne
• Began 15th Dec 08
• Systems Administrator
• Daryl Theobalds
• Began 16th Feb 09
• Senior Systems Administrator
• Ian Senior
• Seconded as SharePoint and Web specialist
• Mark Norman
• Project manager
• Paul Davis
• Dep PM and training/documentation co-ordinator
• 2 further posts (SharePoint and Exchange
  Administrator Senior Sysadmin, Exchange)
• (Jill Pearson, Rob Eadie, HC Managers, Howard
  Noble, Sylvain Phaneuf, Peter Jones, Adrian
  Parks, Jo Georgia)

6
Time scales (as they are now)
Kit arrives
Med Sci, UAS, Other, migrations
Kit cabled, installed
Herald migrations (on large scale)
Daryl (Snr Sysadmin) starts work
BlackBerry, ActiveSync etc. mobile device review
and implementation
Account mgmt procedures/interfaces written
Archiving review and plans
Migration procedures writing
Very first early adopters (Exchange)
SharePoint expansion (next project) scoped?
User pages/support writing
Limited SharePoint roll out
SharePoint requirements gathering
SharePoint site prototyping
(SharePoint specialist recruited)
Second tranche of early adopters (Exchange)
(SharePoint Admin recruitment)
Jan 09
Feb 09
Mar 09
Apr 09
May 09
Jun 09
Jul 09
Aug 09
Sep 09
Oct 09
7
Time scales (as they are now)
8
Migration and Archive SIG

• Recently recommended
• Migration 'windows' for staff migrations
• Weeks 2-4 in Michaelmas Term and
• (to be confirmed) weeks -4 to -1 in MT
• Email all Herald users with news
• Students would be migrated in the summer

9
Migration exceptions

• Dont move me now Im in the middle of a
  massive funding bid
• Ive got too much data to be migrated
• (Less of a problem than you may think)
• Outlook Web Access is problematic with a low
  bandwidth connection in Namibia leave me with
  Herald Webmail until January (again not such a
  problem)

10
Migration issues

• Exchange reserved names, e.g.
• Calendar gt Calendar_Herald
• Contacts gt Contacts_Herald
• Virus checking, plan to
• Migrate all emails but quarantine emails (or
  their attachments) that are detected as
  containing viruses.
• Double quotes and other bad characters
• Proving a problem, but not many users
• Expect migration failure and then will need to
  manually assist
• Miss-formed/corrupt messages
• Case sensitivity in folder names
• I believe we have a cunning plan like warning
  people in advance!
• Messages flagged to be deleted?
• Deleted_Items will be managed with 90 day policy,
  else normal rules
• Educate and manage problems in advance
• We may email users regarding double quotes, case
  sensitivity to ask them to change folder names
  etc.

11
H-webmail migration issues

• Contacts no comments field, one line address
• Contact groups will not be transferred
• Out of office will be mapped
• Forwarding admin privelege?
• Quotas over 2Gb preserved
• Prefered sender from Oxford GAL
• SPAM filtering through WebReg / Register
• username_at_herald.ox.ac.uk
• Migration failure

12
Scheduling migration

• After consulting you last time
• (And the Migration SIG)
• Expecting to have a booking system for the 2
  migration windows
• You choose when your users move
• (which 2-3 week window)
• They will then receive an email near the time
  saying exactly when
• (overnight or a 3 hour daytime window)

13
Marketing

• Glossy flyer now out
• Distribution to Heads email from ODIT
• ITSS Announce periodically
• Training
• Will be aimed at using Groupware features
• Aimed at Groups
• With roadshows
• ITSS briefing sessions
• Slidepacks for ITSS
• Ideally synchronised with switchover

14
Finally THANKS!