CHECK Conference Ft. Hays State University May 26, 2010 Migration from GroupWise to Zimbra: K-State Libraries’ Case Study Renee Gates, K-State Libraries, IT Coordinator Lisa Loberg, K-State Libraries, Desktop Support Coordinator Tammy White, K-State Computing & Telecom Services, Senior Systems Analyst Scott Finkeldei, K-State Office of Mediated Education, Asst Director of IS

Introduction  K-State needed a GroupWare product  K-State Libraries had been on GroupWise for 10+ years Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Background Information: University Goal and Process  University goal was to ensure a modern web-based client that allowed / calendaring client connectivity  First time that K-State has an / calendar and collaboration suite that ALL K-Staters are using  2 committees formed – reps from all areas Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Background Information: University Goal and Process  only to start  Comfort levels  Currently 2 systems  How to handle calendar mail messages Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Background Information: Hoopla, Hoops, and Hurdles  Close involvement with New Administration and campus at large  New President, Provost, and IT Leadership  Open forums, IT Tuesday, college and department meetings, etc.  Special permission to host off-site  Lawyers, Board of Regents, and State  Security, confidentiality, and intellectual property Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Background Information: Hoopla, Hoops, and Hurdles  Why did we choose to host off-site?  Software as a Service (SaaS) is the new norm  Expense of Maintenance and Support of infrastructure  Hosting offsite hurdles  Zimbra product team  Define process for data security and recovery, workflow management, tech support escalation, upgrade and configuration management  Mergers and changes  Zimbra sold to VMWare and Yahoo ends hosting  Re-negotiate hosting with Merit Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

The Libraries’ Role  University early adopters from Library  Library needed to migrate all services together  Some GW users migrated manually  A proposal  Pilot group  Set expectations Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

 Naming Conventions University wide  Collaborative Efforts  Groundwork  Public vs. internal  Appointment options  Group account setup, shares  Contact groups vs. distribution lists  2 month timeline Migration from GroupWise to Zimbra: K-State Libraries’ Case Study Planning for Library Transition

Room Availability and Web Forms  Web pages and forms  Room availability  Internal Room/Equipment Requests Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Technical Migration Considerations  Automated vs. Manual  What migrates ( , calendar, tasks, contacts, trash, shares, etc.)  Hurdles  Shared resources: ACLs and ownership  Recurring appointments Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

In House Preparation - Lisa  Friday Fundamentals  Training Bites  15 minutes  multiple offerings  Checklists Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

In House Preparation  After effects – follow up, issues, reporting  Q & A sessions Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Success  Preparation  Communication  Training  Follow up Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Q & A Renee Gates Lisa Loberg Tammy White Migration from GroupWise to Zimbra: K-State Libraries’ Case Study