January 2008 Mtg

04/12/23 UIS Project ICE! 1

Project ICE!Project ICE!Department Coordinator Meeting

January 10, 2008, 9:30am – 11:00am60 Oxford Street, 3rd Floor Lecture Hall

Visit our Website at www.ProjectICE.harvard.edu for more information

Visit our Website at www.ProjectICE.harvard.edu for more information

Project ICE! Updates – Susan DeLellis, UIS

ICE! MAC/Entourage Migrations – Courtney Harwood, DLS

Application Account Migrations & Calendar Migration – Tim Gleason, UIS

CWD Training Update – Ilena Williams, CWD

Calendar Resource Data Collection Forms: Open Forum – M. Baird, UIS

http://www.projectice.harvard.edu/



Project ICE! Updates

Presented by: Susan DeLellis, UIS


Where We Are to Date

Just about 2,400 users migrated from CaMail to ICE! thus far

All major Groups migrated at this point: AA&D, ADG, OAS, Pres. Office & Affiliates, Faculty Club, VPA, VPF, RAD,

Laspau, OTD, Neiman, GSD, UIS, HRES, HU Press, UOS,FAD, OGC, OSP, OTM, HR,Credit Union, Outing & Innings

We’ve hit our commitment to complete the majority of Mail Migrations from CaMail to ICE! by the end of December

General cleanup and Macintosh’s will cutover this month

New IdM release implemented in December (includes future dated roles)

Planning heavily for the Calendar Migration – tentative date is set


Project ICE! Updates and New Information

If testing goes as planned, the Calendar Migration from Meeting Maker to ICE! will take place the weekend of March 28, 2008

DLS will meet with all Departments to communicate the migration over the next few months – DLS will ask for two specific things from each Dept:

A prioritized list of PDAs that need to be converted for your Dept. Calendar Data Collection Forms

DC’s should have received the Calendar Data Collection forms before the holiday break – also located on www.projectICE.harvard.edu

DCs must fill out one form per Conf. Room, Resource or Tracking Calendar

Forms are due for submission to Molly Baird no later than 1/31/08 via email to [email protected], fax 6-2279 or mail- 60 Oxford St, rm 100H

Questions re: the forms should be sent to [email protected] If we do not receive information on these resources from your dept., they will

not show up in ICE! Calendaring


mailto:[email protected]



Project ICE! Updates and New Information

There will be no charge, at this point, for any departmental Calendar resources or conference rooms setup on ICE! Service - remember these are individual mailboxes/accounts

Because calendar resources are mailboxes – it’s important to remember to clean them out too! Resource admins in your areas please remember to do this periodically – these must be managed

The Maximum Number of Recipients for ICE! Mail was increased from 100 to 300 (on 1/3/08) – this is the number of email addresses you can mail to at one time (per message)

New information posted on www.projectice.harvard.edu includes Calendar Migration End User Fact Sheet, ICE! Calendar Data Collection Form, Instructions, Sample and updated FAQs



Questions?

Thank you!


ICE! MAC/Entourage Migrations

Presented by: Courtney Harwood, DLS

Mail MigrationHigh-level Process

1. Identify dates for migrations

2. Communication

3. Coordinate training class with migration date

4. Schedule DLS pre-migration visit for data collection

5. Migration

6. Post-migration Support


Work closely with Department Coordinators to:

1. Identify dates for migrations

– Determine dates that are convenient for departments

• May need to create small migration groups for large departments

2. Communication

– Once dates have been approved by departments

• Regular notifications to users about the upcoming migration

• Migration process and technical information

3. Coordinate training class with migration date

– Users go to training at migration time

– All classes held at FAS Mac Lab in Science Center

– Basic calendar training included


4. Schedule DLS pre-migration visit

– Pre-migration information gathering on each mail account

• Gather user profile information:

– Size of mailbox

– Any additional personalities configured

– Type of mailbox

– Shared (multiple users checking the account?)

– Type of client

– PDA device


5. Migrations

– Schedule in coordination with training times

– Configure and run EMailchemy tool based on user profile

» Each migration can be different based on this information

– Tech check list for each user for quality assurance

– Entourage documentation and a confirmation left for each user

– PDA devices will need to be resynchronized with the user present post migration (very few PDA’s on Mac side)

6. Post migration

– Technicians will be on-site the day after migration for user support

– Help Desk phone support

Entourage Calendaring

• “Big Bang” – all users will be migrated at once over the Project ICE! Calendar Conversion weekend, tentatively planned for March 28, 2008– Continue to use MM until migration, not Entourage Calendar

• Basic Entourage calendaring will be covered in CWD training classes

• Super users will need to attend a specialized class in March

• Note – GAL cannot be accessed with Entourage client outside of Harvard subnets without VPN– Suggested alternatives to using VPN are:

• OWA• Harvard’s Online Web Directory• Technical team is assessing alternate methods to access the

GAL with Entourage when outside Harvard managed subnets


Application Account Migrations

Presented by: Tim Gleason, UIS

Email Enabled Application Migration

• Applications that use e-mail in some fashion and utilize CAMail will need to be adjusted.

• Please consider the functions of your business applications carefully. You may be unaware that some of your applications may be using email.

• Application email use can be categorized as:– Send only: Applications that only send email and do not retrieve email

need to be reconfigured to use a different email server. The standard server used for this purpose is mailhost.harvard.edu. Systems that exclusively send email should be using this address. This does not require a CAMail account.

– Receive and Send: Applications that login and connect to CAMail to retrieve messages from a mailbox. These applications may also use CAMail to send messages as well. These messages are then normally displayed within the application and some action taken on them. These applications have a CAMail account.

• Previously reported enabled email application owners were contacted during the first week of January 2008 to confirm applications and to begin the process of the migration.

Approaches

• The majority of applications that were identified were in the ‘send only’ group.– Simple change to alter the SMTP relay to be ‘mailhost.harvard.edu’– Verify an accurate ‘Reply To Address’

• Applications that ‘Send and Receive’ messages using CAMail will require a new ICE!mail account.

– Establish a Shared Mailbox account enabled either secure POP3 or secure IMAP4 protocols.

• Accounts setup process similar to generic departmental email addresses used today.

• Secure protocols are required– Change the outbound connection to use the SMTP relay for ICE!mail.

• Do not use mailhost in this case• Requires authentication using SMTP Auth connections

– Modify the Harvard alias or change the forwarding from CAMail depending on the address

Next Steps

• Meeting with Application Owners in January. Either on the phone or in person to assess to individual impact and provide options. Outline the process for creation of ICE! application accounts.

• Define the overall timeline for the local email enabled application migrations

• Convert systems as soon as possible

• The scheduled called for all user accounts to be migrated off CAMail by January 2008.


Calendar Migration

Presented by: Tim Gleason

Calendar Migration Scope

Who, What, Where, When’s of the Migration from Meeting Maker (MM) to ICE! Calendaring

Who: All Central Admin. (DLS supported) MM users of the CAMMS Server (approx. 2,000 users)

What: MM data from May 2006 to the present and 2 years forward will migrate into ICE!; includes meeting titles, locations, date/time, recurrences, notes, participants, reminders, conference rooms & resources; Does Not include labels, proxy lists, groups, master schedules, work hours, quick lists & calendar groups

Where: Migration primarily occurs at back end – no touches required at desktop; cradle sync PDAs will require a desktop visit to reconfigure

When: If all our testing goes as planned, Calendar Migration will occur over the weekend of March 28, 2008 - use of mail during this period is discouraged

ICE! Calendar Functionality

Full integration w/ Outlook, Entourage (MAC) and OWA Web Client

Full PDA integration with Windows Mobile and Blackberry devices (see PDA Chart in the appendix for more detailed information)

Similar desktop functionality to MM in the sense of scheduling meetings, tasks, calendar views, shared calendars, delegate (proxy), shared/busy, reminders, notes, conference rooms & resources

Meetings (groups) in the past are converted to single user Appointments (additional info will be added about participants)

Harvard Holidays will be published into ICE! Calendars

Biggest changes: Calendar invites come via email and are part of the ICE! mail box Users will “want to see” people’s names in the Directory (GAL) for easy

invites to meetings – re-visit privacy settings Users should “invite” conference rooms/resources to the meeting as

locations or resources (not invitees)

Calendar Migration PreparationWhat you can do to prepare

Department Coordinators:

Please fill out fill out Calendar Data Collection forms for Conference Rooms, Resources and Tracking Calendars in their Departments- due no later than 1/31; for questions contact Molly Baird at [email protected]

Provide DLS with a PDA Migration Priority list for Handheld users in your Department that require configuration changes

Users: Clean out unwanted contacts & To-Do list items in MM Print your MM calendar for a hardcopy reference prior to migration Register and attend Outlook/Entourage Calendar Training – CWD is

offering hands-on, lecture based and on-line classes


Calendar Migration PreparationWhat you can do to prepare

Users: (continued)

Login to MM just prior to migration to receive the latest copy of your calendar for off-line access (after the migration)

Users note that all Palm based PDA devices and Blackberry devices that used to sync with MM will require a desktop visit from DLS after the migration weekend – your Department Coordinator will provide DLS with a prioritized list for conversion

Calendar Migration EventWhat to expect during the Conversion Weekend

MM will be taken off-line at approx. 6:00pm on the Friday of the Migration Weekend

Users are asked not to use ICE! email if possible during this event to preserve system resources for the migration– no email will be lost

Wireless BES Service and Exchange Active Sync will be disabled during this event

Calendar items from May 2006 to the present and 2 years forward will be imported into ICE! Service

Meetings in the past will be transformed to standalone appointments (they will retain their attendee and other associated information)

See chart on “what calendar data is converted” in the appendix of this presentation

Post -Calendar MigrationWhat you should do Monday Morning

On Monday morning after the conversion, all client calendars are functional – there is no change to your existing desktop login process

MM client can be used in “work-off-line” mode to compare information

Setup/modify delegation permissions, work hours, master schedules and quick lists in Outlook calendaring

Verify conference rooms, resources and events in your new calendar

Palm based PDA devices and Blackberry devices that were configured to sync w/MM via a cradle will require a desktop visit from DLS for re-configuration

DLS helpdesk & support available @ 495-8411

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APPENDIX: ICE! PDA Functionality Chart

Feature Treo 700w or 700wx

Treo 700p Treo 650 (not supported after 6/30/08)

Blackberry 6250 and greater

Handheld OS Windows Mobile 5.0

Palm OS Palm OS RIM OS

DirectPush Yes Yes No Yes

E-Mail Yes Yes Yes Yes

E-mail attachments

Yes Yes Yes Yes

Contacts Yes Yes No Yes

Calendar Yes Partial Partial Yes

Tasks Yes No No Yes

GAL Lookup Yes Yes No Yes

Policy enforcement

Yes Yes No Yes

Remote Wipe Yes Yes No Yes

Local Wipe Yes Yes No Yes

CAIT Desktop Standards Committee PDA Handheld Policy:http://www.uis.harvard.edu/support_services/policies.php#_PDA_Device_Policy

http://www.uis.harvard.edu/support_services/policies.php#_PDA_Device_Policy

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APPENDIX: What Calendar Data is converted?

Meeting Maker ICE! Mail

Activities Appointment

Future Meetings Meeting

Past MeetingsAppointment with meeting details

Contacts Contacts

To-Dos Tasks

Banners All Day Event

Holiday All Day Event


Questions?


Center for Workplace Development (CWD) Training Initiatives

Presented by: Ilena Williams, CWD

CWD Training Initiative

Outlook Mail Training Update Current Training Initiative Tips and Tricks Training Advanced / Topic Specific WebEx Training Sessions

Entourage Mail / Entourage Calendar Training Training Initiative Table of Contents

Outlook Calendar, Notes and Tasks Training Initiative Table of Contents

Outlook Mail Training Update

Current Training Initiative 1468 people trained

online training - 76 completed 190 initiated Additional Open Training Sessions

Thursdays - January 10th, 17th, 24th, and 31st

From 9:30 – 12:00

CWD will offer free Outlook 2003 Mail Training

Bi-monthly while in demand Create a waitlist to determine demand Explore enhancing the Outlook Mail 2003 On-line Tutorial


Outlook Tips and Tricks January 11th From 2:00 - 4:00 January14th and 18th From 9:30 – 12:00 and 2:00 - 4:00

Note – All classes are now full! Provide advanced coverage of material taught in the current

Outlook Mail Training Naming Flags Categories Advanced Find and Sharing Contacts Adjustments to Screen Rules and Alerts Archiving

Open Questions


Advanced Topic Specific Training Sessions Targeted WebEx Sessions

Possible Subjects Include:Performing a Mail MergeCreating a Custom Form /TemplateSharing Mail

Address BooksSharing Folders / PermissionsJoint Accounts / Multiple MailboxesSending Mail As Someone Else

Other Subjects?

February Timeframe

Entourage Mail and Calendar

Training Initiatives Hands-On Delivery

Training January 8th through February 7th 2:00 – 4:30Tuesdays - Thursdays

Combined Mail and Calendar Training 2 ½ hour SessionsHeld at FAS Science CenterRegistration through DLS (Courtney Harwood)

Potential for an additional Entourage Calendar session or two come March

Entourage Mail & Calendar

Introduction to Entourage 2004 Sending a Message Managing Mail Handling Junk Email and

Locating Messages Archiving and Saving Mail Personalizing Your Mail Managing contacts Working with Contacts Setting Message Options Working Remotely Sharing Folder Information Customizing Entourage

Scheduling Events Scheduling Meetings Using Notes and Tasks Using Links and Projects Viewing & Managing Someone

Else’s Calendar

Entourage Mail & Calendar 2004 Training Seminar - TOC

Outlook Calendar, Notes and Tasks

Training Initiatives March Delivery

On-Line Tutorial

Hands-On Training Registrations via HarvIE Basic Sessions Resource Administrators and Staff Assistants

Lecture Based Training Possible Registration via HarvIE Internet Access to Lecture via Conference Rooms

Thoughts?

Outlook Calendar, Notes and Tasks

Outlook Calendar 2003 Training Seminar

Table of Contents Scheduling Appointments Scheduling Meetings Using Tasks Using Notes Viewing & Managing Someone Else’s Calendar

Questions or Comments for the CWD Training Initiative?


ICE! Calendar Resource Data Collection FormOpen Forum

Presented by: Molly Baird, UIS

Data Collection Q&A sessions

Please bring all of your questions/clarifications regarding the Resource Collection form

WebEx online Q&A session Monday, January 14, 2008, 2:00-3:30pm https://harvard.webex.com/harvard/j.php?ED=101698007&UID=0 Call-in toll-free number (US/Canada): 866-469-3239 Call-in toll number (US/Canada): 650-429-3300 Meeting Number: 680 362 555

In-person Q&A session Tuesday, January 15, 2008 , 2:00-3:30pm 60 Oxford Street, room 210

Please send questions to [email protected]

https://harvard.webex.com/harvard/j.php?ED=101698007&UID=0



Questions?

Thank you!

Documents

January 2008 Mtg