Collaboration Program CIO Council Update 5/1/2017 Monday 2:10 Smith 561

Purpose and Intended Outcome Provide an update on the Collaboration program: Email and Calendar objective update Personal file sharing (OneDrive update) Planning for program closure in June Intended Outcome Feedback on OneDrive approach Validation on program closure objectives Input into development approach for group file sharing

The Vision for Collaboration Key Performance Indicators Collaboration Vision The Vision for Collaboration To enable Harvard students, faculty and staff to easily communicate, share information and collaborate on school or work related activities within and outside of Harvard from anywhere at any time using their preferred device. Objectives Guiding Principles Key Performance Indicators • Reduce the existing number of email calendaring and file sharing systems across the University • Provide office tools that allow easy access to University-wide contact and calendar information for all members of the community • Enable collaboration functionality regardless of location or device • Recommend and support solutions for sharing files within and outside of Harvard • Recommend tools that support the online collaboration and networking of project teams and communities of interest • Existing tools leveraged where applicable • Support collaboration with multiple communities internally and externally • All solutions will focus on the user experience • Enable choice where appropriate while balancing considerations such as: simplicity for users, cost to IT support, interoperability, etc. • Lower overall costs to support email across the campus • Easier to schedule internal meetings across the University • Easier for students, faculty and staff to identify and work with potential partners across Harvard • Easy to use and less costly methods for sharing and accessing documents and files between partners inside and outside of Harvard

Email & Calendar – Office365 Migration Status School or Unit Faculty/ Staff Student Central Admin1 ✓ FAS GSAS College Google HMS/HSDM HDS ◒ GSD HGSE SEAS HKS HLS HSPH HBS2 In process migrations: HUHS HLS – In pilot, target completion Sept 2017 HKS – Pilot complete, target completion AD provisioning and email migrations Dec 2017 HDS, GSD, HGSE, HSPH graduate students – target completion June 2017 for next academic year HUHS completing migrations now, HUPD out of scope due to regulatory requirements HBS self-migrated to a separate tenant

Personal File Sharing (OneDrive) Deployment Status Escalating deployment plan to build user adoption to new Harvard tools Service Available – October 2015 Make it easy(easier?) - June 2016 Drive adoption and replace legacy technology – May 2017 ? ? ? User User Adoption User Desktop Laptop Personal File Shares Focus Groups Documentation / mso Self-service materials for new and converted users Standard part of HUIT desktop deployment, currently deployed to 7k computers Parallel communications and training campaign HDS pilot Save $$ and improve user experience

Estimated Annual Savings HDS Pilot Results Migration Process 91 users migrated over 3 weeks in 20 user batches Backend ShareGate migration direct from file shares to OneDrive Legacy file share changed to read-only after migration 105,652 files and folders, total of 71.5 GB migrated User Impact Desktop software upgrades pushed through tools, requires reboots Users asked to scan legacy drives using Identity Finder prior to migration Files not available during overnight migration Separate white glove process for faculty Lessons Learned Desktop client installs are difficult and time consuming With multiple faculty computers, other patches and upgrades also a pre-req Identify Finder scan most difficult and time consuming for users Self-service manual migrations are not feasible at scale Use case and migration process not a match for all organizations “…the production OneDrive migrations for HDS staff went very smoothly.  We had very few support tickets following each staff migration wave and have received positive feedback from our community on the move of their files from the legacy fileserver to OneDrive.” – Dan Hawkins Estimated Annual Savings $20,000

Discussion Items and Next Steps Continue in-flight work Email migrations Campus Service U:/ drive migrations Central Admin adoption strategy Collaboration program close-out Finalization of remaining deliverables and plan to complete Capture of feedback and lessons learned Transition to operations planning Develop adoption strategy for Dropbox, group and department file sharing