1. Migrating to Connect Jamie Sonsini Office of Information Systems & Technology February 2013

2. Department Roles/Responsibilities All-In Departments Department Connect Administrator – DCA Connect Administrative Portal – CAP Calendar-Only Departments Account Actions - Technical Support Staff End-User Support & Training

3. CAP Example

4. Email Migration

5. All-In Departments I-Mail Customers Academic SenateAthletics Budget and PlanningCapps Center Chicano Studies InstituteCollege of Creative Studies Extended Learning ServicesInstitutional Advancement MESAOffice of Academic Personnel Office of Education Partnerships Office of Equal Opportunity & Sexual Harassment Office of Executive Vice ChancellorOffice of the Ombuds OIST Administration OIST Computing Infrastructure (IS&C) Orfalea Center Summer Sessions

6. All-In Departments IC-Departmental EMail Customers Bren School of Environmental Science & Management Center for Black Studies Department of EconomicsDepartment of Geography Earth Research InstituteEducation Abroad Program Institute for Social, Behavioral, and Economic Research Office of Academic Programs Office of the ChancellorOffice of Research Office of Technology and Industry Alliances Marine Science Institute Materials Research Laboratory

7. Email to All-In User Jane.Doe@ucsb.edu Jane@Dept.ucsb.edu Connect Inbox

8. Department Email Retain Departmental Email Domain Additional Domains Connect Service Options Regular Accounts UCSB Person with UCSBNetID UCSB Person without UCSBNetID Functional Accounts Delivery Aliases (Route to Single Address) Mailing Lists (Delivery to Multiple Addresses)

9. @ UCSB.EDU Individual Accounts First.Last@ucsb.edu Suggestions to Department Self Assign Tool – Eventual ly Functional Accounts Name: DeptID-UniqueID@ucsb.edu ISC-FrontDesk@ucsb.edu FrontDesk@oist.ucsb.edu ISC-Adm1@ucsb.edu isc.admin@oist.ucsb.edu DeptID = UCSB Subdomain

10. Folder Migration Special Folders Inbox Drafts Sent Items Deleted Items (30 Day Retention) Junk E-Mail (60 Day Retention) Calendar & Contacts – Renamed Translate Department Folder Naming Stan dards NO Local Workstation Files!

11. Migration Limitations Account Limit: 25 GB Individual Email: 25 MB (with Attachments) Folder Limits Number of Messages < 100,000 Nested Folders < 256 Levels of Nesting

12. Address Books Individual Address Books Migration Instructions (Connect Web Site) Mulberry Thunderbird Outlook Google Contacts Global Address List (GAL) Connect Users - @ucsb.edu Others – UCSB-Mail Address (UCSB Directory) Students - Will NOT be in the GAL

13. Client Configuration Desktop Clients IMAP Clients Thunderbird with Lightning & EWS Outlook (Windows & Macintosh) Apple Mail & iCal Handheld Devices Android iPhone Windows Phone Blackberry Mail

14. Migration Sequence of Events Department Address Reconciliation Department Clean Up & Folder Preparation Coordinate Migration Date with Department Department Prepares for Migration Communication Regarding Schedule & Events Client Installation/Configuration On Migration Date Disable Access Folders Migrated Overnight/Weekend Access Enabled on Connect Day After Migration Communicate with Department - Issues/Problems? Post Migration Account Requests Service Notices (Email, Twitter)

15. Calendar Migration

16. Calendar User Migration All–In Users Automatically Migrate Calendar-Only Users Opt in Process Assigned @ucsb.edu Email Address Local Exchange Users Automatically Migrate

17. Calendar-Only Individuals From… California Nanosystems InstituteCollege of Engineering College of Letters and Science Graduate School of Education Institute for Theoretical Physics Instructional Development Institute for Terahertz Science and Technology Library Nat'l Center for Ecological Analysis & Synthesis Office of Information Technology Solid State Lighting & Energy Center

18. Calendar Resource Migration List of Oracle Resources to Department Room Resources vs Equipment Resources Resource Naming Conventions DeptID-Type-Identifier ISC-ROOM-SAASB4101WW@ucsb.edu ISC-COMPUTER-DELL1300@ucsb.edu ISC-VACATION-OSG@ucsb.edu DeptID = UCSB Subdomain

19. What is Migrated*? Calendar Data & Tasks Title, Times, Invitees, Attachments, Details, Reminders, Importance, Access, Location, Ownership & Attendance Holidays - Not Permissions – Not Designates – Not Personal Notes - Not Oracle Calendar Contacts – Not *Migration – Will NOT Overwrite Calendar Data

20. Recurring Meetings Pre Migration Exceptions Pre Migration No Exceptions Post Migration Exceptions Individual Meetings Post Migration No Exceptions Individual Meetings Pre Migration Recurring Post Migration Recurring Meeting

21. Terminology - Meetings Oracle Calendar Server ItemResulting Outlook or Office 365 Item MeetingAppointment Access LevelSensitivity Additional DateNo equivalent in Outlook Attachment ConflictsCaution Message DateStart Time DescriptionMessage Body Duration & End TimeEnd Time FrequencyRecurrence Pattern Importance LevelImportance Includes Sat. Sun. HolidaysMapped as part of recurrence pattern. Location People/ResourcesAttendees. Reminders On/OffReminder Start and End Dates (Recurring)Appointment Time Start Time Tasks for UserTasks Reply: I will attendResponse: Accepted Show time as: Busy Reply: I will not attendResponse: Declined Show time as: Free Reply: I will confirm laterResponse: Tentative Show time as: Tentative Reply: I will attend; I will prefer another timeResponse: Tentative Show time as: Tentative Reply: I will not attend; I will prefer another timeResponse: Declined Show time as: Free TitleSubject Option/TentativeNo equivalent in Outlook

22. Terminology - Day Events & Daily Notes Oracle Calendar Server ItemResulting Outlook or Office 365 Item Day Event / Daily NoteAppointment, All day event Access LevelSensitivity Additional DateNo equivalent in Outlook DateStart Time FrequencyRecurrence Pattern Includes Sat. Sun. HolidaysMapped as part of recurrence pattern. People/ResourcesAttendees. Reminders On/OffReminder Start and End Dates (Recurring)Appointment Time TitleSubject

23. Migration Sequence of Events Department “Clean up” Prior to Migration Proposed Schedule to All Departments Migration (Across a Weekend) Friday - Disable Oracle Calendar Access (5 PM) Calendars Migrated Connect – Inserted by CalMover Student Tenant – Inserted by CalMover Local Exchange – PST Files to System Administrator Connect Available During Migration (Be Careful) Monday - Issues/Problems? Missed accounts? - We have 1 week to fix!!

24. Questions Timeline?