Project ICE

1. 8/29/2012 Project ICE! 1 Project ICE! Project Overview and Status Update Procedural Changes and Policies Changes and Benefits of Exchange DLS Migration Strategy CWD Training Offerings

2. 8/29/2012 Project ICE! 2 looking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migrationlooking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migration

3. 8/29/2012 Project ICE! 3 looking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migrationlooking at a CAIT and non-CAIT price - to address helpdesk, CALS and Desktop support/migration

4. 8/29/2012 Project ICE! 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. 8/29/2012 Project ICE! 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. 8/29/2012 Project ICE! 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. 8/29/2012 Project ICE! 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. 8/29/2012 Project ICE! 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 user�s 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/ADExchange/

9. 8/29/2012 Project ICE! 9 CWD Training Just because you�ve used Outlook before, doesn�t mean you�ll 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. 8/29/2012 Project ICE! 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. 8/29/2012 Project ICE! 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. 8/29/2012 Project ICE! 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. 8/29/2012 Project ICE! 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. 8/29/2012 Project ICE! 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 employee�s 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 employee�s mailbox will mean the mailbox is inaccessible to everyone.

16. 8/29/2012 Project ICE! 16 Questions? Thank you!