Migrating to Connect

Jamie SonsiniOffice of Information Systems & Technology

February 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.edu

ISC-Adm1@ucsb.eduisc.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?