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

2. Purpose and Intended Outcome
Provide an update on the Collaboration program:
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

3. 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 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 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

4. 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 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

5. 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

6. 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

7. Discussion Items and Next Steps
Continue in-flight work
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