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1. February 15, 2012 Mary Matthews
Sr. Sys. Eng – Novell - Calvin College
Consulting Eng. – Exceed Consulting
WMNUG VP & Past Pres.
mlm23@calvin.edu
2. © Beginfinite Inc, Confidential & Proprietary 2
Enforcing Quotas on GroupWise End Users
3. © Beginfinite Inc, Confidential & Proprietary 3 Background Information Calvin College
Supports auxiliary Seminary College users
User base consists of approximately
5,000 students
2,000 Faculty/Staff
Server room is out of space, electrical and A/C capacity
Budget couldn't accommodate new servers or more storage space
> 600 Faculty members
> 500 staff
> 600 faculty/staff/student users in Seminary
4. © Beginfinite Inc, Confidential & Proprietary 4 The Problem Post Office servers were running out of space
Server room had reached maximum capacity
Costs to increase electrical capacity were beyond budgets
A/C couldn’t be improved
Physical space for servers was maxed out
Users were not clearing out unwanted/unneeded email despite repeated requests
GWChecks couldn't finish over a weekend
ATTClip couldn’t finish in a week
5. © Beginfinite Inc, Confidential & Proprietary 5 Configuration GroupWise 7.01
Domains – 2
Post Offices – 3
Users – 1982
GWAVA run on primary MTA server
Each POA is on a separate server
Primary MTA, GWIA, and WebAccess run on 1 server
Secondary MTA, GWIA, and WebAccess run on 1 server
6. © Beginfinite Inc, Confidential & Proprietary 6 The Decision Makers Novell Management Team, consisting of members from:
NOC
TIS (Desktop services)
Help Desk
Teaching & Learning (user training & communication)
VP of IT and Financial Services
IT Management
Server room – it was maxed out
7. © Beginfinite Inc, Confidential & Proprietary 7 Starting Point Amount of space in use
Primary PO – 180GB
Secondary PO – 261GB
Secondary Domain/PO - 110GB
Average size of mailbox - 3GB
Worst offenders - 10GB+
8. © Beginfinite Inc, Confidential & Proprietary 8 Setting the Limits Determine Appropriate Sizes
Check with similar organizations
Use the amount of disk space available and divide by number of users to determine “common” size
Make allowances for exceptions
Don't change the deadlines
Get buy-in from upper management; ignore the detractors as much as possible
Follow Novell’s suggestion from GW 6.5 documentation:
Heavy Users: 300MB
Medium: 200MB
Light: 50MB
9. © Beginfinite Inc, Confidential & Proprietary 9 Setting the Dates and Timeline Be realistic and allow several months to transition
Calvin began assessing users space usage in January 2006
Communication with users began in February 2006
Worst offenders were contacted by phone
Notified users the upgrade to GroupWise 7 would occur over summer break and that new quotas would be enforced Fall 2006
Users above 4GB were contacted personally
Each user was advised and taught how to archive and use the mailsize tools
Users over 4GB were deadline of April 2006 to get below 4GB
Reminded users quotas were coming in March 2006
Advised users temporary quotas would be set at their current size +200MB to enable the mailsize tools in April 2006
Reminder notices went out every 2 weeks, with users over the quota being contacted more often
Quotas were fully enforced in October 2006
10. © Beginfinite Inc, Confidential & Proprietary 10 Phased Approach Began with a check of where everyone was, size-wise
Setup a temporary quota period, giving users their existing size +200MB so they could utilize the GroupWise tools
Users already at their quota were set automatically
No extensions or temporary quotas were given for users at or below their quota size
Users over quota were monitored and kicked down in size at every opportunity
Statistics were run every Monday and sizes were adjusted accordingly
Users were not notified of the size decreases
Users were advised of training opportunities and encouraged to attend before quotas kicked in
11. © Beginfinite Inc, Confidential & Proprietary 11 Tiered Quota System Setup a quota for various user types
Base it on organizational structure if highly political organization
Base it on job type/requirements if possible
Cabinet members get largest quota (1.5GB)
VP and Management levels get mid-sized quota (500MB)
General staff/faculty/generic accounts get lowest quota (300MB)
Be prepared to make exceptions to the tiers as well
Some unique accounts get the maximum quota allowed by GroupWise (4GB)
Some users are between the 500MB and 1.5GB size temporarily due to Mac archiving issues
Determine a process to allow exceptions, but don't make it too easy
Identify who can approve exceptions and make sure it is well documented
12. © Beginfinite Inc, Confidential & Proprietary 12 Training for Staff and End-users IT staff responsible for training sent to BrainStorm Train-the-Trainer classes
BrainStorm QuickStart cards used for end-user training
Cards for the Client and WebAccess were purchased
Users were well-advised about the change in versions
The new “look-and-feel” prompted users to come in and learn
Setup specialized “lunch-n-learns” to teach staff how to archive and use the GroupWise mail size tools
One-on-one training was used for worst “offenders”
13. © Beginfinite Inc, Confidential & Proprietary 13 Bribing the Users & Fighting “Resistance” To get buy-in you have to make it FUN!
Make it a competition with prizes going to:
Fastest Clean-up
Biggest Clean-up
The “Good Citizens” who were doing a good job to start with
Explain that they can be more productive with a clean email box
Detractors need to be delete with quickly & quietly
Calvin's “Great Slim Down”
Total space savings:
Primary PO – 107GB
Secondary PO – 178GB
Secondary Domain/PO 72GB
TOTAL SPACE RECOVERED: 250GB
14. © Beginfinite Inc, Confidential & Proprietary 14 Communication with Users Communication is key to get staff buy-in
Use methods beyond the “norm”
Email works well
Intranet sites can be well utilized
Colorful reminder cards to “non-complaint” users can be effective
Push the idea that is to enable end-users to function better
Back it up with the cost savings that can be obtained
Communicate often, highlighting progress made to date
Make it fun!
Point out how much space has been saved
Identify the “good citizens”
Applaud the ones making the most progress
15. © Beginfinite Inc, Confidential & Proprietary 15 End Results – Space Savings
16. © Beginfinite Inc, Confidential & Proprietary 16 End Results Routine GWChecks can finish over a weekend
ATTClip can finish in less than a week
Fewer mailbox issues
Used to have lots of corruption issues
Address books would lose records
Larger mailboxes could freeze up in WebAccess when using dial-up
Quicker backups
Can complete in a day instead of 3 days
System Efficiencies
Able to stay with existing backup system
No need to expand drive space
No need to replace existing servers
17. © Beginfinite Inc, Confidential & Proprietary 17 Keeping Tabs on Users GWMBSize
It's a free “Cool Tool”
Get it at: http://www.novell.com/coolsolutions/tools/14034.html
Great for “report-hungry” management
GWCheck
Run Mailbox Statistics on a regular basis
Have GroupWise email you when a user reaches their limit
18. © Beginfinite Inc, Confidential & Proprietary 18 Tips for Successful Project Tie to a service pack or upgrade, if possible
When running GWCheck to set the limit
Use the standalone version
Run multiple users
Uncheck the Messages box on the Database tab
This allows GW to function normally
Speeds up the limit application process
Plan out where archive will be kept
Try to not allow archives on network drives
If you allow archives on the network drives, lock the location and limit the archive space
Local archiving works well
Make users aware the backing up the archive is their responsibility
Allow enough dedicated time from crucial staff to get the project done
We had lots of request for restores of “accidentally” deleted messages
Many users will require some hand-holding
Some archive locations may not work properly the first time due to drive letter mappings
Communication is critical! Communicate with the users often
Make it FUN! and have some silly prizes for everyone
19. Thank You!
21. Unpublished Work of Beginfinite, Inc. All Rights Reserved.
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