Partnering with Microsoft to Deliver Student E-mail

Mark DoeringManager, Systems and Programs

Richard SchumacherManager, Technology Initiatives

Who Are We?

Largest community college system in Missouri serving an area of about 700 square miles; created by area voters in 1962

League for Innovation institution Four campuses Three education centers Transfer, career and developmental

programs Non-credit continuing education courses Various workforce development initiatives

St. Louis Community College

25,000 credit students each semester 48,000 non-credit each year 28,000 workforce development students 90 credit programs 57 workforce development programs 2,000 faculty 4,000 employees

STLCC Infrastructure

SunGardHE Banner ERP system Single forest, single domain Active Directory All administrative, and most student/library

workstations are running Windows XP(almost all others are OS X) – 8,000+ desktops

All employees login through AD accounts All employees have Exchange mailboxes Growing use of Blackboard Goal is to eventually authenticate all students

through individual AD accounts

STLCC Student E-mail Issues

Students Many do not have an e-mail account Many do not update their Banner (student ERP)

information when they change e-mail accounts Want .edu e-mail address

Faculty and Community Relations Want a standard, reliable student e-mail address

Administration STLCC OneCard ID requires an e-mail account College wants a way to build an ongoing relationship

with, and a means to contact, alumni

Student Input on E-mail

.edu address to take advantage of specific services and offers

Lots of storage

Works on multiple common platforms Windows , Mac, Mobile IE, Firefox, Safari, Opera

Reliable spam management Effective spam and virus filtering Personally controlled safe and block lists

Student E-mail Options

•Students select and use their own e-mail provider•No consistency, hard to track, varying reliability, unknown delivery, some students never get one

Do nothing

•Software and storage costs, staffing requirements•Use existing Exchange system or a webmail system•College domain name and provisioning controlIn-House

•“Free” vs. pay-per-account systems•Concerns on privacy of data, advertising•College domain name and provisioning control

Hosted

Technology Considerations

Limited IT server support staffing Limited help desk support staffing Limited capital for student e-mail / data storage Banner is the trusted source for all student info Already have Exchange infrastructure in place,

sized only for employee accounts (200MB/1GB) Already have district-wide AD authentication in

place, DCs were sized for student accounts Already plan to use Microsoft ILM (MIIS) for

student AD account provisioning

Microsoft Live@edu Program

A set of online communication and collaboration applications hosted by Microsoft 5GB Hotmail (or Exchange) Inbox 5GB SkyDrive 1,000 document Office Live Workspace with SharedView

(beta) Personal web/blog/discussion site and blogging tool IM, SMS (Alerts), and Mobile access Works on common platforms (Windows/Mac,

Firefox/Safari)

Uses College domain name and branding Students get a professional @my.stlcc.edu address for life

No ads for students in e-mail interface

Scoping and Planning

Gather Requirements

Develop Taxonomy

and Governance

Hardware and Software Deployment

System and Content Design

Usability Testing and

Documentation

Marketing and

Awareness

Rollout and Training

Student E-mail Decisions

Accounts are for current, registered, credit students

Accounts are created when they register Account ID created by Banner (3rd Party ID) Windows Live account displayed in Banner

Self-Service (along with other e-mail addresses) Student may forward e-mail Accounts are marked as “Alumni” when student

has not registered for three Fall or Spring terms Accounts will be optional (personal use) at first,

becoming the official e-mail address in Fall 2008

Other E-mail Decisions

All Windows Live individual accounts will use the @my.stlcc.edu domain name

Windows Live accounts are also to be provisioned for all employees

Employee accounts would be part of the disaster recovery plan – to be used for communication in the event of the loss of our primary data center and Exchange system

The official employee e-mail address will remain the College hosted Exchange server one – @stlcc.edu

Live@edu Data Requirements

Sign-in name (mbialystock@my.stlcc.edu)

Birthdate

Offer ID (current student or not)

Temporary (first-time) password

Deployment Options

ILM 2007 or MIIS 2003 Provides rich directory synchronization

eduExpress Desktop application for one at a time or batch

provisioning No automatic directory synchronization Trial or pilot use / infrequent updates

Command Line Application Entire directory is sent each time a change is

made

Data Processing Plan

Banner process runs in batch after COB Create 3rd Party ID in Banner

This becomes the AD samAccountName This becomes the Windows Live account prefix

Create Windows Live address in Banner Import Banner information into

Microsoft ILM ILM provisions AD account and imports

changes to metaverse ILM provisions Windows Live account

Initial Startup Preparation

Add PIDM (Banner unique record identifier) to existing employee AD accounts

Verify AD PIDM entry and display name against Banner student and employee records, make corrections

Load Banner 3rd Party ID with existing AD samAccountName, matched up by PIDM

Have Banner generate 3rd Party IDs for all other person records

Add MX record for @my.stlcc.edu

Processing Implementation

Identity Lifecycle Manager

Active Directory

Exchange

MA MA

MA

Metaverse

CSV File

Extract Data

Banner

Identity Management

CSV•Object=Person•Display Name•Name•Given Name•Initials•CN•samAccountName •PIDM•Birthdate•Student ID •Status Indicator

Metaverse

•Object=Person•Display Name•Name•Given Name•Initials•CN•UIDWindows Live ID•PIDM•Birthdate•“A” numberTempPassword•Status Indicator

Active Directory

•Object=User•Display Name•Name•Given Name•Initials•CN•samAccountName •ExtAttribute PIDM•ExtAttribute BD•ExtAttribute AID •ExtAttribute Status

Windows Live

•Object=PassportUser• • • • • • SignInName• •Birthdate• TempPassword•OfferID

Windows Live MA Configuration

Some of the “additional parameters” values are required (ignore the “optional” in the manual): Language Country Birthdate Timezome Brand ID Offer ID Region code

College Co-Branding

Clicking the College logo presents a drop-down menu of key College web links

College branding appears in mail now, will be extended by Microsoft into other products later

Project Status

Provisioning student AD and Windows Live accounts since January 12, 2008 – the initial run processed 26,089 student accounts

Existing employee AD records were updated to allow Windows Live provisioning

Daily updates of deltas

As of this week, over 38,580 Windows Live accounts have been provisioned

Student overview and help information is at http://www.stlcc.edu/studentemail

Promotion and Marketing

Website with: Overview Getting Started FAQs Documentation

Signs and Posters Flyers Ads in printed

schedule Faculty

communications

Info on my.stlcc.edu Windows Live

Windows Live Home

Windows Live Mail

Windows Live Spaces

Windows Live Writer

Windows Live SkyDrive

Microsoft Office Live Workspace

Anywhere Access Save 1,000+ Microsoft Office documents in one place Access them from almost any computer with a Web browser Open and save files directly from Word, Excel, and

PowerPoint No more flash drives or sending yourself documents via e-

mail

Share with Others Invite people to your workspace You control who can view, comment, and edit your

documents Stop manually merging versions from multiple people

Organize a Study Group Work together on assignments and share notes from class Keep a shared schedule and task list for your group

Microsoft Office Live Workspace

Future Plans

The @my.stlcc.edu e-mail account will be the official communications channel with students starting with the Fall 2008 semester

Sungard Banner UDC will provide student and employee updates to ILM in near real-time

ILM will provision Active Directory and Windows Live accounts in near real-time from the Banner UDC data stream

New version of ILM provides self-service password reset capability for AD and Windows Live accounts

Lessons Learned

With ILM, it was just as easy to provision AD and Windows Live accounts as it would be to just do Windows Live

CSV file has to be in a folder created by the MA on the ILM server

No hyphens (-) or apostrophes (‘) in Windows Live user names / AD samAccountNames

Multiple support groups at Microsoft ILM / MIIS Windows Live Program Windows Live MA Windows Live MA Error Message Interpretation

Summary

Low cost way to offer student e-mail

E-mail is easily branded for the institution

E-mail and lots of other functionality at no cost to the student

Directory integration requires ILM / MIIS

Resources

STLCC Windows Live Informationhttp://www.stlcc.edu/studentemail/

Microsoft Live@edu FAQshttp://get.liveatedu.com/Education/Connect/

FAQ/

Student information on Live@eduhttp://my.liveatedu.com/ (Silverlight)

Microsoft Live@edu Bloghttp://edublogger.spaces.live.com/

Contact Us

Mark Doering (Banner Questions) Manager, Systems and Programs mdoering@stlcc.edu 314-539-5078

Richard Schumacher (Microsoft Questions) Manager, Technology Initiatives rschumacher@stlcc.edu 314-539-5351

Presentation is available online at:http://www.stlcc.edu/presentations/