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O365 Mail Users Forum
Thursday, February 23, 2017
Roll Call
O365 Reminders
CDT O365 Migration Updates
Shared GAL Discussion Distribution lists (DL) how they work
o How they are affected by this migration
External Contacts Clean up process
ProofPoint Exit Status
Group Discussion and FAQ’s
Closing Remarks
Agenda
Mark Eubanks
CalCloud Services Branch, CDT
Introducing…
O365 Migration Reminders
Migration Services SR’s to submit to CDT for O365 Required
o Licensing Procurement
o Migration with Migration Vendor included
o Global Address List (GAL) Connect and Configure
o Network Configuration for GAL
o MS Shared Premier Services ( if dept. doesn’t already have it)
Optionalo Network Modifications
o DNS Changes
o Shared ADFS
o CDT O365 Tenant Management Services
o Proofpoint
o MS Premier Training
Just prior to completing migration to O365 Stop Service SR to end CES and CA.Mail billing is required
Service End Dates CES contract ends Oct 12th 2017
CA.mail Sunsets Dec 31st 2017
O365 Support is via the O365 support line or escalated via Premier Support
Important links to O365 Info https://access.ca.gov/FAQ_O365.htm
http://www.servicecatalog.dts.ca.gov/services/email/ces/overview.html
O365 Migration Reminders
Overall Migration Status 28 Departments completed migration
o 88,445 Mail boxes
CES o 23 departments (81,075 mailboxes) have been migrated
Scheduledo CDPH scheduled 3/28/17
o DCA scheduled 3/29/17
o DGS scheduled 3/28/17
CA.mail Migration Statuso 5 departments (7,370 mailboxes migrated)
o Scheduled CUIAB completed 3/4/17 DOR scheduled 3/31/17 OSI scheduled 4/7/17
Frank Espinosa [email protected] Single point of contact for CA.Mail migrations
O365 Migration Updates
CDT Shared GAL Service Description AAD Configuration
GAL Maintenance o Support/Patching CAshared.ca.gov domain
o GAL Sync
o Monitor and support
o AAD connect Server
o FAQ
Contacts are created/managed in each dept. O365 tenant
Each dept. contacts are not part of the Shared GAL
Dept. users, groups and resources from the local dept. AD AND
configured in AAD are sync’d in Shared GAL
O365 Service Description
Eric Woodford
CalCloud Services Branch, CDT
Introducing…
Download of Shared GAL unnecessarily large
Containing a over 57,000 additional contacts Department specific projects
Non CA.Mail or CES State employee entries (i.e. FTB, GOV)
CA.Mail sun setting, all legacy gal repository will go with it
Shared GAL Cleanup of External Contacts
Anticipating this, CA.Mail has been reviewing message tracking logs for all traffic through our email system for over a year now.
All contacts that have received an email sent from a CA.Mail user, have Custom Attribute 10 stamped with the date they were seen.
Including contacts created by CA.Mail staff, customers and through the CES Admin tool
All 58,000 contacts in CA.Mail have Custom Attribute 15 stamped with “CAMailContact”. About half of these are hidden.
This does not include any objects coming from CES departments.
Shared GAL Cleanup of External Contacts
Export all existing contacts in CDT Tenant space
Grab display name, email address and group memberships
Configure a filter on AAD Connector from Shared GAL to exclude all entries with custom attribute 15, stamped with “CAMailContacts”
Removes these contacts from tenant space
Re-import contacts back into CDT Tenant space
Only imported contacts that either belonged to a CDT group or received email recently
CDT Process to Clean-up External Contacts
Started with 57k contacts from all departments from CA.Mail
29,000 of those contacts were showing in our CDT GAL prior to change.
Filtered down after change to only 1,400 contacts now in CDT tenant space.
Clean-up External Contacts Results
56,773
28,623
1,460
Chris Baad
CalCloud Services Branch, CDT
Introducing…
Distribution List –how to repopulate
E N D U R I N G V A L U E S . I N S P I R E D P E R F O R M A N C E .®
Export Process Update
Dennis Barnes, Sr Project Manager
3/23/2017
16
Export process update
17
Agenda
• Read only archive status
• Manual export status
• Manual Exports – Appliance Assignments
• Best Practices for manual exports
• Departments that chose option 3B - abandon ProofPoint data
• Departments that chose option 2 – Shared/Renew
–Next steps for departments that chose option 2
18
Read only archive status
• On 3/22/2017 journaling to ProofPoint stopped for all departments
• For departments that have not yet migrated legal holds will be applied on all emails accounts in CES
19
Manual export status
• We now have all appliances assigned and utilized at capacity
• Departments can export urgent eDiscovery needs and get exports completed quickly. Appliances for eDiscovery are below:
– 057-SN2MAC5-004
– 057-SN2MAC5-005
• We still have not heard from all departments that choose option 3A. If you do not see your name in queue in next slide email [email protected] with the following questions answered:
–What you are exporting, legal holds, all data, trying to understand how much data you are trying to export?
–When would be the best time for you to export
–Who is the point person for your department for exports
20
Manual Exports – Appliance Assignments
Current appliance assignment
Customer Server
SN2 Server - https://mail.ces.ca.gov/archive
eDiscovery 057-SN2MAC5-004
eDiscovery 057-SN2MAC5-005
DCA 057-SN2MAC5-006
CH1 Servers – Link will be shared when dept. is assigned appliance
CDFA 057-CH1MAC5-004
Wildlife 057-CH1MAC5-005
DOT 057-CH1MAC5-006
• Next in Queue - SLC, DHCS, DRE, MBC, CBA
21
Best Practices for manual exports
• To maximize effeciency the following best practices must be followed to ensure departments complete the exports as quickly as possible.
–All export jobs should be less than 500 GB, the appliances only have 1.8TB of space, any job that is over 1.8 TB will cause the appliance to hang once it consumes all storage
–After export job is finished, download files and delete them from ProofPoint GUI immediately. Once appliance has 1.8 TB of space is used no more jobs will be able to execute
–When your department is assigned an appliance please ensure you have jobs queued and are exporting at all times, please monitor closely.
22
Departments that chose option 3B - abandon ProofPoint data
• ATs were sent out late last week and early this week
• Departments need to sign, attach to SR to OTech
• Email [email protected] with signed AT and SR#
• We will fast track processing of AT
23
Departments that chose option 2 – Shared/Renew
• We reached out to all departments that chose option 2 and asked what data they wanted exported. The options were the following:
– All Data
– Litigation holds only
– Specific users
–Date range
• How many SMTP domains are affiliated with your department and what are they?
• If an Admin runs a search for all your data, how many messages return?
• What will you do with exported data?
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Next steps for departments that chose option 2
• Schedule 30 minute calls with ProofPoint and CSRA and department to review questions on previous slide
• Provide AT in 2 phases
– Phase 1 to engage vendor to begin export and determine actual data size
– Phase 2 to continue export based on accurate data estimate
• Department reviews and signs AT
• Attach signed AT to SR with OTech
• Send [email protected] signed AT and SR#
• CSRA processes AT and we provide schedule to export data
Thank You
