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Status of Exchange deployment

Status of Exchange deployment. http://cern.ch/mmm. Alberto Pace for the IT/IS group. Desktop Forum, April 3 rd 2003. From last meeting (October 2002). Mail Migration task force created, representatives from all divisions ( http://cern.ch/mmmtf ) Meeting once or twice every month

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Status of Exchange deployment

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  1. Status of Exchange deployment http://cern.ch/mmm Alberto Pace for the IT/IS group Desktop Forum, April 3rd 2003

  2. From last meeting (October 2002) • Mail Migration task force created, representatives from all divisions (http://cern.ch/mmmtf) • Meeting once or twice every month • General place to coordinate and discuss organizational and technical issues

  3. More than 1600 today From 180 users end of October Migration status

  4. Migration strategy • Mainly division by division but • Volunteers from other divisions welcome • Users allowed to delay their migration • Currently focused on IT, SPL and AB divisions • ST, AT, EST in the pipeline

  5. Migration workflow • Very little changes for the users not interested in the new features • Main change: Mail Password = NICE password • Pine users must use pine version 4.44 • default on LXPLUS and on recent CERN linux distributions • However, users are interested in the new features (see later)

  6. Migration workflow (2) Ask for migration Mail Accept / Delay form

  7. Migration workflow (3) • Migration Form • User accepted migration. • Accessible directly from MMM homepage.

  8. Migration statistics Statistics have been made on the last 924 users of the service. All other users (>800) have migrated “alone” before the official migration workflow was available. These users have not been counted in the statistics.

  9. Once mail is migrated • Users can continue to use mail as before (no changes) • … or use the extra features: • Web interface (http://cern.ch/mmm/exchange) • Secure communication • Anti-Spam filters • Calendaring and collaborative tools • To use some of these features,the mail client needs to be reconfigured • Some support issues

  10. Migration task force report • Users are migrating “faster” than planned • Several action taken to ensure smooth migration • Training sessions for the local support staff • Recorded seminars for end-users • Improved end-user documentation • Technical documentation for support staff • Road Show and live seminars • 20 and 27 March, AB division • April 3, SPL division • April 8, ST division • April 10, AT and EST • EP forum foreseen

  11. Migration Task Force Report (2) • Some division are interested in using the collaborative features • calendars, shared mailbox, task assignments, workflow, follow-up, etc… • They need to deploy Office XP mail client • Do all changes in one go • The current migration is ‘server side’ to (only) allow willing users to use the new features • Reinstalling the mail client requires user support • Contacts / Local mail should be migrated from local files into the mail server • We have invested lot of effort in documentation, seminars and local support training for these migrations

  12. Non responsive users • 15 % of the users do not respond to migration mail • Remember: The mail allows users to delay the migration • A large majority of these are unattended mailboxes • Remember: CERN has 15’000 mailboxes but only 2’700 staff members • CERN computing rules enforce the statement that users MUST be responsive to service mails • We cannot migrate a mailbox when passwords are not synchronized • Remember: we do not know users’ passwords • Proposal (for the long term): • After several (more than 4) unanswered mail (spanning several months), the user’s password will be reset and the mailbox migrated. • This will de facto block the account. The user will have to contact the helpdesk to have his password changed back to a known value.

  13. Conclusion • Good collaboration with Task Force members • Migration on going, smoothly • 25 % of “Active users” already migrated • Zero users have expressed the wish (or the need) “to go back” to the old service • On going work to improve the migration to Outlook XP on Windows • Remember: not mandatory • Only for users willing to do so

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