Project ICE Department Coordinators Meeting October 26, 2006, 10:00 am 11:30 am Maxwell Dworkin Room 119

1. 8/26/2012 Project ICE! 1 Project ICE!Department Coordinators MeetingOctober 26, 2006, 10:00 am � 11:30 amMaxwell Dworkin Room 119 Session Agenda & Updates� Susan DeLellis Email Migration Process � Courtney Harwood/Bob Cahill HR Process Update � Molly Baird CWD Outlook/Exchange Demo � Bill Ganzenmuller Q&A

2. 8/26/2012 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. 8/26/2012 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. 8/26/2012 Project ICE! 4 ICE! Mailbox Administrative Pricing: FY �06 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 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: Early Adopters of ICE! will start mail migrations in January �07 Bulk of the Mail migrations will take place March � June �07 Calendar migration will take place after mail migrations are complete Nearly a year ago loosing confidence in MM as a Co. Outgrowing their solution (2) separate systems, (2) clients, no talking to one another Years since Center took a hard look at email direction Hardware/platform consolidation within the center Looking at ways to leverage a new platform that could extend to a larger customer baseNearly a year ago loosing confidence in MM as a Co. Outgrowing their solution (2) separate systems, (2) clients, no talking to one another Years since Center took a hard look at email direction Hardware/platform consolidation within the center Looking at ways to leverage a new platform that could extend to a larger customer base

5. 8/26/2012 Project ICE! 5 Project ICE! Important Information The new Desktop login for workstations in the UNIVERSITY Domain will be the login for: Windows Desktops ICE! Email & Calendar System (Exchange) Other Future applications What used to be three separate logins, are now one! Current Method: Login to Desktop, login to Email client, login to Meeting Maker Client Future Method: Login to Desktop (UNIVERSITY Domain) for access to email, calendaring & more The new login format is as follows: Two initials preceding six randomly generated numeric digits - sd348712

6. 8/26/2012 Project ICE! 6 ICE! Password Policy � will be the AD Login Password Policy Will follow University Security Officer Guidelines for complex passwords Passwords will expire every year ICE! Message Quota Limit Policy Recommendation Users will receive quota warning messages upon reaching 80% of their quota Still determining the proper course of action after that More to Come on this at the next Dept. Coordinators Meeting

7. 8/26/2012 Project ICE! 7 CWD has finished on-line tutorials for Outlook/Exchange -we�ll be posting on the www.projectIce.harvard.edu website in a few weeks CWD will be holding a �pilot� classroom training course for Outlook/Exchange in December/Jan � we�d like to offer up a few slots for CAIT folks to attend (and give constructive feedback to CWD) Plan to launch the next Communication Postcard � �Marching Towards the Migration� the end of October You�ll be hearing more from DLS over the next several months around Migration Planning Other Project Updates 

8. Support ServicesEmail Migration Process Presented by: Courtney Harwood & Bob Cahill UIS Support Services

9. 8/26/2012 Project ICE! 9 June Meeting Review Support Plans Help Desk and Desktop Techs have already attended Outlook training and are using Outlook as default mail client DLS will participate in CWD�s training pilot before it is rolled out to user community Training classes will be available to all who wish to attend � these classes are highly recommended for ALL users Other options: On-line, self-paced training Train the Trainer Live web training

10. 8/26/2012 Project ICE! 10 June Meeting Review Transcend Migration Tool Results

11. 8/26/2012 Project ICE! 11 Mail MigrationHigh-level Process Identify dates for migrations Communication Coordinate training class with migration date Schedule DLS pre-migration visit Migration Post-migration

12. 8/26/2012 Project ICE! 12 Mail MigrationHigh-level Process Work closely with Department Coordinators to: Identify dates for migrations Determine dates that are convenient for departments May need to create small migration groups for large departments 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

13. 8/26/2012 Project ICE! 13 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

14. 8/26/2012 Project ICE! 14 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 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/

15. 8/26/2012 Project ICE! 15 Outlook Calendaring MeetingMaker will be the calendar of record until all users have been migrated to Exchange Please don�t use both calendar systems, this will cause confusion Stay on MM until Outlook Calendar migration is announced Training will be provided by CWD �Big Bang� � all users will be migrated at once More data will be provided as the calendar implementation date approaches

16. HR Policies and PracticesWho gets an account?How do I request account access? Presented by: Molly Baird

17. 8/26/2012 Project ICE! 17 Ongoing discussions with HR We�re working with HR to understand the current business practices and exceptions. Ongoing discussions with CAIT HR managers over the next month: Who gets accounts, when, for how long? Who gets email mailboxes, for how long? Who gets email forwarding, for how long? We�re helping HR understand how to put their business rules into practice in the new environment. Example: HR could assign a new (non-employee) role to a separating employee who needs to maintain electronic services, email, etc. The new IT infrastructure was designed to Bring balance to our account management (makes auditors happy!) Enable policy-writers (HR) and exception-granters (HR) to enforce electronic access policies Keep electronic directory data in-sync with online phonebook. �and more!

18. 8/26/2012 Project ICE! 18 Short Version HR 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

19. 8/26/2012 Project ICE! 19 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

20. 8/26/2012 Project ICE! 20 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

21. 8/26/2012 Project ICE! 21 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.

22. 8/26/2012 Project ICE! 22 Drill-down: Email changes Changed procedures due to the new ICE! mail system (server-based mail storage) 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 Coordinate Email forwarding with Helpdesk and separating/transferring employee Doing nothing for a separating employee�s mailbox will mean the mailbox is inaccessible to everyone.

23. 8/26/2012 Project ICE! 23 Questions? Concerns? Molly Baird Technical Project Manager, AD and Project ICE 384-6567 Molly_Baird@harvard.edu

24. 8/26/2012 Project ICE! 24 CWD Outlook Tutorial Demo Bill Ganzenmuller http://able.harvard.edu/outlook_non_able/outlook_start.html

25. 8/26/2012 Project ICE! 25 Questions? Thank you!