290 likes | 438 Views
9/6/2012. UIS Project ICE! . 2. Where We Are to Date. Over 1,000 users migrated from CaMail to ICE! thus far - @ 2,000 to goLarge groups migrated include:AA
E N D
1. 9/7/2012 UIS Project ICE! 1 Project ICE!Department Coordinator MeetingSeptember 20, 2007, 9:30am 11:00amMaxwell Dworkin, Rm. 119Visit our Website at www.ProjectICE.harvard.edu for more information
Visit our Website at www.ProjectICE.harvard.edu for more information
2. 9/7/2012 UIS Project ICE! 2 Where We Are to Date Over 1,000 users migrated from CaMail to ICE! thus far - @ 2,000 to go
Large groups migrated include:
AA&D, ADG, OAS, Pres. Office & Affiliates, Faculty Club, VPA, VPF, RAD, Laspau, OTD, Neiman, GSD, parts of UIS, HRES
Outlook Training Take-rate, currently over 70%
Migrations have gone very well overall
Challenges with desktop migrations thus far:
Whats really on the desktops (data collection) dealing with one-off machines
Some people have a large amount of mail and many shared mailboxes (time to convert)
Working around customers schedules and last minute changes
3. 9/7/2012 UIS Project ICE! 3 Lessons Learned thus Far Set user expectations upfront, communicate and document
End user training is KEY to acceptance Some folks have asked for Advanced Outlook Training
User data is more visible in the Exchange GAL people are sensitive to it recommend updating Directory information prior to migrations & educate on how to do this
Educate on SPAM handling
Post migration support is critical having DLS available to groups on site next day and helpdesk trained with good triage/reporting process for trouble tickets has proved extremely helpful
The change in HR process resulting from Auto-provisioning/de-provisioning of accounts is HUGE!
4. 9/7/2012 UIS Project ICE! 4 New Information & Next Steps
Mid-Project ICE! End User On-line Survey just released -sent out to CAIT customers for feedback on the project, process & service; How can we make it better going forward? Please encourage participation in this survey (survey can be anonymous) Well have a readout at a future meeting.
http://poll.icommons.harvard.edu/poll/taker/pollTaker.jsp?poll=1-6234-01908
New Documentation posted on ICE! Website! More to come -
SPAM Handling
ICE! Mail Storage & Quotas
Desktop Password Policy
DLS Migration Documents
ICE! Survey Link
Ongoing Tuning to the ICE! and AD systems
Migrations scheduled out until end of year Goal is to have all CaMail mail migrations complete by calendar year end
Starting Meeting Maker Calendar conversion planning will convert all calendars over a weekend after mail migrations are complete; intention is to take 12 -18 months worth of data. Not everything will migrate over perfectly well be communicating specifics in upcoming sessions.
5. 9/7/2012 UIS Project ICE! 5 Some Reminders for All ICE! Users Continue to call the Helpdesk with issues and log Remedy tickets the history is very helpful to us and allows us to continually improve our process
Users who wish to change their Official Name to appear as such in the ICE! GAL must go to their Payroll HR contact (WDU contacts cannot change Official Name). WDU contacts can change Listing Name only, which may or may not address a users concern with how their name appears in the GAL
Be sure to check your JUNK Mail folder often for any mail you may want
Explore on your own! There are many very good Outlook information sites and help resources available for the more advanced & daring users!
http://office.microsoft.com/en-us/outlook/FX100647201033.aspx
http://www.slipstick.com/outlook/ol2003/newfeatures.htm
http://www.exchangenewsgroups.net/
In addition, we find the on-line help within Outlook itself to be excellent: F1 Function Key
Visit www.projectICE.harvard.edu for more information
6. Effective SPAM Management in ICE! Presented by: David Gipstein
7. 9/20/07 - Presented by David Gipstein 7 Agenda Best Practice: Deploy a Multi-Layer Secured Messaging approach
Whats New in ICE!
End-to-End SPAM Processing: de-ICE!d
Spam is Annoying - What to do?
Questions?
8. 9/7/2012 UIS Project ICE! 8 Whats New in ICE! Server-side filtering: Mail delivered to 1 of 2 folders
Legitimate e-mail delivered to Inbox Folder
SPAM delivered directly to system provided Junk E-Mail Folder
Common experience in Outlook / Entourage / OWA / Mobile
End user control
Custom Lists: Safe Senders / Safe Recipients / Blocked Senders
Custom Block Lists: International Domains / Language Encodings
Outlook Client Filtering
Links disabled; Blocked external content (web beacons); anti-phishing measures
9. 9/7/2012 UIS Project ICE! 9 End-to-End SPAM Processing: de-ICE!d
10. 9/7/2012 UIS Project ICE! 10 SPAM is Annoying - What to do? Check your Junk Folder regularly and delete spam messages
If subject contains [SUSPECT SPAM] the server tagged it and placed it in your Junk folder
If subject does not contain [SUSPECT SPAM] the client moved it to your Junk folder
Utilize end-user filter controls in Outlook / OWA / Entourage:
Add addresses & domains to your safe sender list
Add addresses & domains to your blocked senders list
Add mailing list addresses to your safe recipients list
Adjust your Outlook client filtering level: None, Low (default), High
Lock down CALists to authorized senders only
Avoid words that might be on anti-spam keyword lists
Always send messages with a subject line
Do not reply to spam even to try and unsubscribe yourself
Be careful where you use your e-mail address
Attend CWD client training classes
SPAM tuning is an art - Report problematic messages & behavior to the help desk for investigation
11. 9/7/2012 UIS Project ICE! 11 Effective SPAM Management in ICE!
Questions?
Thank you!
13. 9/7/2012 UIS Project ICE! 13 Preparation Brown Bags - Invited in ICE staff to talk to department and answer questions.
Hand Holding Face to face with everyone to make sure they know what is going on and whether they have any questions
Training - Make the training mandatory
Follow up Brown Bag option if there are any remaining questions or concerns.
14. 9/7/2012 UIS Project ICE! 14 Things to Consider Prior to Migration Shared email accounts Bring them to the attention of ICE staff.
Shared logins Student, temp, general logins are a thing of the past.
Laptops Have them on site
Servers Network access
15. 9/7/2012 UIS Project ICE! 15 Living With ICE Email Archives: We implemented Connected DataProtector software right after migration to protect against lost archives.
New Hires: Set expectations and work schedule to accommodate the 1-2 day start up for new hires to receive email and network access
Shared Email: Email archiving can not be shared
16. Migration Experience -Faculty Club Scott Aldort
Information Systems Manager, Faculty Club
17. 9/7/2012 UIS Project ICE! 17 Context Many other changes in conjunction with migration
Roaming users & shared computers
No MeetingMaker, laptops, or PDAs
25 users total, different usage patterns
2 shared mailboxes
All POP prior to migration
All Eudora email was stored on file server
Migrated July 4th week when Club was closed
new computers, new domain, new file server, DLS, new drive mappings
new computers, new domain, new file server, DLS, new drive mappings
18. 9/7/2012 UIS Project ICE! 18 Preparation Email communication
Started 3 weeks prior to migration, 1 email per week
About Outlook (what to expect)
What to expect during migration
Attend training
Clean up email
New credentials
New policy prohibiting automatic forwarding of mail outside Harvard
Meetings with workgroups and DLS
Training
Held classes @ CWD just prior to migration
Not required
Presented as single most important thing you can do to be successful
Everyone went
Communication:
Didn't have a lot to say before a few weeks prior to migration
Communication:
Didn't have a lot to say before a few weeks prior to migration
19. 9/7/2012 UIS Project ICE! 19 Challenges & Lessons Learned Before Migration
Stress around cleaning up/organizing mail
Trash widely used as active folder
Post-Migration
People that were on vacation during migration
Shared mailboxes and workflow initially confusing
Setting vacation message in Outlook
MS Word merge-to-email set email format to HTML to avoid virus warning
Roaming users and stationary archives
Client-side junk mail filtering ? a few false positives, requires monitoring
Looking Ahead
Expecting mail management to become a challenge as mailboxes fill up
Cleaning up/organizing:
A lot of people use Trash as an active folder
People who don't know how to organize themselves won't know how to organize their email
Cleaning up/organizing:
A lot of people use Trash as an active folder
People who don't know how to organize themselves won't know how to organize their email
20. 9/7/2012 UIS Project ICE! 20 Suggestions for Success Communicate often and set expectations!
Present email cleanup as a set of manageable tasks
Delete obvious things like jokes and attachments users know they dont need
Empty trash (or it will be emptied for you during migration)
As a last resort, rename Outbox to Outbox Old and start fresh!
Have a strategy for shared mailboxes
Use flags
Folder structure
Move into personal email
Strategy will depend on work environment
Dont forget contractors or others who dont belong to a machine
On-site support (i.e. hand-holding) for a couple of days afterwards
Beyond the basics" follow-up training, brown-bag lunch, etc. Cleaning up email:
Shared folders: use flags, folder structure, pull into personal; depends on work environment
Cleaning up email:
Shared folders: use flags, folder structure, pull into personal; depends on work environment
21. 9/7/2012 UIS Project ICE! 21
Account Provisioning,
Policies
and Timelines
Molly Baird
22. 9/7/2012 UIS Project ICE! 22 What is Account Provisioning? Automated account creation based upon relationship with Harvard
Employee
Student
Contractor/Consultant/Vendor
What does current mean?
Start date is today or in the past
End date is empty or in the future
Helpdesk cannot override this process
23. 9/7/2012 UIS Project ICE! 23 Current relationship A current employee role does not show up in the Directory until that persons start date.
What is the impact?
Several steps are performed by the Helpdesk and DLS to prepare a new employees account and hardware
New employees may not be able to log onto their computers or get their email on their first day
24. 9/7/2012 UIS Project ICE! 24 Timing: PeopleSoft During Normal Operations: In PeopleSoft today, in Active Directory tomorrow
but not before start date!
New Employees appear in GAL on day 2 or 3, depending on Outlook GAL sync timing.
PeopleSoft synchronizes once a day, overnight
Job title changes
New employee roles
Terminations/Separations/Job extensions
Changes to personal title (Mr, Ms, etc.)
Department changes
25. 9/7/2012 UIS Project ICE! 25 Timing: WDU WDU synchronizes 4 times/day
7:45am, 12:15pm, 5:15pm, overnight
Official email address changes (required for ICE email account)
Listing name (Last, First in GAL)
Privacy changes
26. 9/7/2012 UIS Project ICE! 26 Timing is Better!October 25th PeopleSoft
Still will update once day, overnight
WDU replaced by MIDAS
MIDAS updates are nearly instantaneous
Account/email provisioning timing greatly improved
27. 9/7/2012 UIS Project ICE! 27 Even Better!
future Provisioning release Configure system to see future-start date jobs
New/future employees will show up in the system the day after HR inputs their job-data into PeopleSoft
Helpdesk and DLS can get them pre-staged with account access prior to arrival on campus
Coding changes still pending, unknown release date.
28. 9/7/2012 UIS Project ICE! 28 What can DCs do to help? Still fill out helpdesk New User form as soon as you know you have a new hire coming.
CRITICALLY IMPORTANT if this new employee requires new hardware!!
Help find other things to do on Day 1: Orientation, tours, meetings, etc.
Help educate HR and hiring managers about the provisioning process
29. 9/7/2012 UIS Project ICE! 29 Account Provisioning, Policies and Timelines