FAS IT Stakeholders

10/26/15

Sara Oseasohn

FAS Technology Renewal Schedule

my.harvard: available now to faculty, students, staff; *new features

rolling out in October/November (grades, plan of study:

declaration/change of concentration)

Replaces over 40 systems, applications, paper-based processes

Canvas: available now to faculty, teaching staff, students

Replaces Course iSites platform (iSites decommission: July 2016)

Office 365 for Harvard: migration continues in October for faculty,

staff Replaces FAS NaviSite email (FASmail)

HarvardKey: available November 12 for faculty, students, staff *screen

changed on September 22 Replaces PIN system and provides unifying

credential for access

Harvard Phone: available 2016 for faculty, staff

Replaces current 25 year old telephony system

August September October November 2016

my.harvard

Canvas

Fall start-up Office 365

my.harvard new

features

HarvardKey Harvard Phone

2

my.harvard

• 10,000+ students successfully completed 53,628

course/group enrollments during study card period (including

sectioning transactions and add/drops)

• 10,886 electronic study cards signed

• Advisors reported more “spread-out” advising appointments;

less “pile-ups”

• 1% of students did not register by deadline; in-line with prior

years

• Additional features rollout later in semester:

– Declaration of concentration

– Grading

– Plan of Study

3

Canvas

4

• 98% of all fall semester FAS course websites published on

Canvas

– 1,378 published Canvas sites

• Approaching 100% of course websites University-wide using

Canvas

Tech Renewal Community Support

In addition to regular communications, training, and Fall Start Up

activities, we tried some new ways to support the community

Demo Days

• 8 Demo Day events: 4 over the summer; 4 in late August/Sept

• Over 300 total attended, at least 1 representative from each

academic department; 40+ faculty in attendance

Fall startup “Here to Help”

• 5 “Here to Help” mobile support stations around campus

my.harvard town halls

• In partnership with Registrar’s Office, ran once a month over the

summer

• 500+ total attendees

5

The Benefits

HarvardKey is a unifying credential that enables access to the Harvard

resources you use every day using a single login name and password.

• Successor to Harvard’s current PIN System

• New, mobile-responsive user experience for the login screen and account

management suite (looks great on tablets, too!)

• Secure password (which never changes unless you decide to change it)

• Supports optional two-step verification (boosting your security)

• Log in to network, email, and Web applications with your HarvardKey

• Supports the HUIT goal of “One Identity for Life” for any person —

regardless of role — including seamless support for changes between

roles, Schools, etc.

FAS users can claim their HarvardKey starting on Nov. 12

66

Two-Step Verification

• HarvardKey holders can choose to use two-step verification if they wish

for all HarvardKey Web applications

• We are using using Duo Security as our two-step verification provider

• In the future, some security-sensitive applications may be configured to

require two-step verification — set it up now so you’re prepared later

(you don’t have to activate right away)!

7

8

Office 365 Tools: Working Smarter

Adoption Plan

Convert email & calendar as quickly and with least disruption as possible. After critical mass: create and execute rolling plan for collaboration tools

Email & Calendar

• 50GB of storage on your new cloud-based email

• Access to a university-wide directory for calendar scheduling

File Sharing & Storage

• 1TB of space (soon to be unlimited).

• Share (and control) documents with folks both inside and outside of

Harvard University.

• Store work files across multiple devices. Use this to store work files

across multiple devices.

Apps for Online and Home Use

• The latest versions of the Microsoft Office suite of tools is available for

download on up to 10 personal devices.

• You can also work on documents from cloud-based versions of

applications like Word and, PowerPoint, and Excel.

9

Office365 Email & Calendar: Proposed Schedule

Phase Groups Status Forecasted Start Forecasted EndPre-early adopters HUIT, Libraries, BOK Center, HAM Complete

Early Adopters Admissions & Financial Aid, Dean's Office, Administration & Finance, RAS, Arnold Arboretum, East Asian Languages & Civilizations, Office for the Arts, Animal Resources

Complete June 2015 Aug 2015

SEAS Complete Sept 2015 Oct 2015

Phase 1 GSAS Starting October 2015 November 2015

Phase 2 College, DCE Forecasted December 2015 December 2016

Phase 3 Arts & Humanities Forecasted January 2016 February 2016

Phase 4 Social Sciences Forecasted February 2016 April 2016

Phase 5 Sciences Forecasted May 2016 July 2016

Phase 6 Remaining Groups

Yenching Institute, Athletics, Harvard Museums Science & Culture, Other

Forecasted July 2016 Sept 2016

Dates are estimates based on historical migration rates and can fluctuate for multiple reasons:> Additional black-out dates> Desire to move faster or slower from individual groups> Reschedules or difficulty committing to a schedule

Schedule forecast solidifies as follows:> 3 months prior, generally socialized> 2 months prior, detailed with Department Administrators> 1 month prior, fixed

Standard iSites Migration

10

Course iSites are typically recreated each year. Not so with standard iSites, which are

important administrative tools, used for public facing communication, administrative

functions and private collaborations

But the iSites platform will be retired on July 1, 2016.

Good news: FAS has retired or migrated 71% (848/1,196)

Responsible for one of the remaining 348? Contact kathleen_stuart@harvard.edu

11

This series of Demo Days will focus

on HarvardKey and the new features

of Office 365, beyond email and

calendaring.

HarvardKey: demo of the

University's new

authentication system

Office 365: demo of new

collaboration and file sharing

tools

iSites migration information

Lunch will be provided, all are

welcome. Please feel free to forward

this invitation.

Friday, Oct. 30, 12-1PM:

Thompson Room, Barker Center

Monday, Nov. 2, 12-1PM:

Geology Museum, 102

Wednesday, Nov. 4, 12-1PM:

Maxwell Dworkin, 119

Friday, Nov. 6, 12-1PM:

William James,105

Locations may change due to room scheduling

conflicts, participants will be notified in advance.

Sign Up Now

http://huit.harvard.edu/demo-days

Thank you!

12