migrating to connect jamie sonsini office of information systems & technology february 2013
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Migrating to ConnectJamie Sonsini
Office of Information Systems & TechnologyFebruary 2013
Department Roles/Responsibilities
• All-In DepartmentsDepartment Connect Administrator – DCAConnect Administrative Portal – CAP
• Calendar-Only DepartmentsAccount Actions - <www.connect.ucsb.edu>
• Technical Support StaffEnd-User Support & Training
CAP Example
Email Migration
All-In DepartmentsI-Mail Customers
Academic Senate Athletics
Budget and Planning Capps Center
Chicano Studies Institute College of Creative Studies
Extended Learning Services Institutional Advancement
MESA Office of Academic Personnel
Office of Education Partnerships Office of Equal Opportunity & Sexual Harassment
Office of Executive Vice Chancellor Office of the Ombuds
OIST Administration OIST Computing Infrastructure (IS&C)
Orfalea Center Summer Sessions
All-In DepartmentsIC-Departmental EMail Customers
Bren School of Environmental Science & Management Center for Black Studies
Department of Economics Department of Geography
Earth Research Institute Education Abroad ProgramInstitute for Social, Behavioral, and Economic Research Office of Academic Programs
Office of the Chancellor Office of ResearchOffice of Technology and Industry Alliances Marine Science Institute
Materials Research Laboratory
Email to All-In User
Jane.Doe@ucsb.edu
Jane@Dept.ucsb.edu Connect Inbox
Department Email
• Retain Departmental Email DomainAdditional Domains
• Connect Service OptionsRegular Accounts• UCSB Person with UCSBNetID• UCSB Person without UCSBNetID
Functional AccountsDelivery Aliases (Route to Single Address)Mailing Lists (Delivery to Multiple Addresses)
@UCSB.EDU
• Individual AccountsFirst.Last@ucsb.eduSuggestions to DepartmentSelf Assign Tool – Eventually
• Functional AccountsName: DeptID-UniqueID@ucsb.eduISC-FrontDesk@ucsb.edu
FrontDesk@oist.ucsb.eduISC-Adm1@ucsb.edu
isc.admin@oist.ucsb.edu
DeptID = UCSB Subdomain
Folder Migration
• Special FoldersInboxDraftsSent ItemsDeleted Items (30 Day Retention)Junk E-Mail (60 Day Retention)Calendar & Contacts – Renamed
• Translate Department Folder Naming Standards
• NO Local Workstation Files!
Migration Limitations
• Account Limit: 25 GB • Individual Email: 25 MB (with Attachments)• Folder Limits
Number of Messages < 100,000Nested Folders < 256 Levels of Nesting
Address Books
• Individual Address BooksMigration Instructions (Connect Web Site)
• Mulberry• Thunderbird• Outlook• Google Contacts
• Global Address List (GAL)Connect Users - @ucsb.eduOthers – UCSB-Mail Address (UCSB Directory)Students - Will NOT be in the GAL
Client Configuration
• Desktop ClientsIMAP ClientsThunderbird with Lightning & EWSOutlook (Windows & Macintosh)Apple Mail & iCal
• Handheld DevicesAndroidiPhoneWindows PhoneBlackberry Mail
Migration Sequence of Events • Department Address Reconciliation• Department Clean Up & Folder Preparation• Coordinate Migration Date with Department• Department Prepares for Migration
Communication Regarding Schedule & EventsClient Installation/Configuration
• On Migration DateDisable AccessFolders Migrated Overnight/WeekendAccess Enabled on Connect
• Day After MigrationCommunicate with Department - Issues/Problems?
• Post MigrationAccount RequestsService Notices (Email, Twitter)
Calendar Migration
Calendar User Migration
• All–In UsersAutomatically Migrate
• Calendar-Only UsersOpt in ProcessAssigned @ucsb.edu Email Address
• Local Exchange UsersAutomatically Migrate
Calendar-OnlyIndividuals From…
California Nanosystems Institute College of Engineering
College of Letters and Science Graduate School of Education
Institute for Theoretical Physics Instructional Development
Institute for Terahertz Science and Technology
Library
Nat'l Center for Ecological Analysis & Synthesis
Office of Information Technology
Solid State Lighting & Energy Center
Calendar Resource Migration
• List of Oracle Resources to Department• Room Resources vs Equipment Resources• Resource Naming Conventions
DeptID-Type-Identifier• ISC-ROOM-SAASB4101WW@ucsb.edu• ISC-COMPUTER-DELL1300@ucsb.edu• ISC-VACATION-OSG@ucsb.edu
DeptID = UCSB Subdomain
What is Migrated*?
• Calendar Data & TasksTitle, Times, Invitees, Attachments, Details, Reminders, Importance, Access, Location, Ownership & Attendance
• Holidays - Not• Permissions – Not• Designates – Not• Personal Notes - Not• Oracle Calendar Contacts – Not
*Migration – Will NOT Overwrite Calendar Data
Recurring Meetings
Pre MigrationExceptions
Pre MigrationNo Exceptions
Post MigrationExceptions
Individual Meetings
Individual Meetings
Post MigrationNo Exceptions
IndividualMeetings Pre
MigrationRecurring Post
Migration
RecurringMeeting
Terminology - MeetingsOracle Calendar Server Item Resulting Outlook or Office 365 Item Meeting Appointment Access Level Sensitivity Additional Date No equivalent in Outlook Attachment Attachment Conflicts Caution Message Date Start Time Description Message Body Duration & End Time End Time Frequency Recurrence Pattern Importance Level Importance Includes Sat. Sun. Holidays Mapped as part of recurrence pattern. Location Location People/Resources Attendees. Reminders On/Off Reminder Start and End Dates (Recurring) Appointment Time Start Time Start Time Tasks for User Tasks Reply: I will attend Response: Accepted Show time as: Busy Reply: I will not attend Response: Declined Show time as: Free Reply: I will confirm later Response: Tentative Show time as: Tentative Reply: I will attend; I will prefer another time Response: Tentative Show time as: Tentative Reply: I will not attend; I will prefer another time Response: Declined Show time as: Free Title Subject Option/Tentative No equivalent in Outlook
Terminology - Day Events & Daily Notes
Oracle Calendar Server Item Resulting Outlook or Office 365 Item Day Event / Daily Note Appointment, All day event Access Level Sensitivity Additional Date No equivalent in Outlook Date Start Time Frequency Recurrence Pattern Includes Sat. Sun. Holidays Mapped as part of recurrence pattern. People/Resources Attendees. Reminders On/Off Reminder Start and End Dates (Recurring) Appointment Time Title Subject
Migration Sequence of Events• Department “Clean up” Prior to Migration• Proposed Schedule to All Departments• Migration (Across a Weekend)
Friday - Disable Oracle Calendar Access (5 PM)Calendars Migrated
• Connect – Inserted by CalMover• Student Tenant – Inserted by CalMover • Local Exchange – PST Files to System Administrator
Connect Available During Migration (Be Careful)Monday - Issues/Problems?
• Missed accounts? - We have 1 week to fix!!
Questions
• Timeline?
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