Moving Forward with Google – 7/13/2016

Moving Forward with Google

Progress on Improving Calendaring and Communication in the Libraries.

During the last month we have completed moving 108 staff to Google Apps and are continuing to schedule the last 30 or so staff. The ITS Torgersen Conference room, the Library Boardroom, R&I Conference room, the Multipurpose room, SCALE-UP Classroom, and both Library 207A and Torgersen 3310 classroom calendars are present in Google.

MoveCalChartWe have been contacting staff weekly to schedule the migration. Please be attentive and work with ITS Desktop staff in order to get everyone moved over as quickly as possible. Students have been contacting Exchange Calendar-only users to complete your calendar move and check your configurations. We are nearly done with this phase of the process.

Some users have tried to move their email without our assistance. We caution you to wait until your scheduled time before moving email from Exchange to Google. We really do need to assist you. If you have a Full Exchange account, your account status must be updated from Full Exchange to Exchange Calendar Only. We have a process and a contact with 4Help who is helping us do this in a timely manner to coincide with the moving of your email. Other processes also must be done in sync with the move, so it is best to wait until we are ready for you to go during your scheduled time. Full Exchange users must be available on a Friday and the following Monday in order for the process to be completed. We will have a mid-week migration for those of you who are not available on these days.

A very painless way to move to Google, if you can handle searching the archive to retrieve old email communications, is to switch to Google Apps without moving old email. Just use the Weboutlook/Outlook client to get to old archived email. This way there is nothing to migrate except calendar entries, if that.

Remember, the less email you have the quicker the migration will go. If you have less than 3,600 emails your migration could be done in a day!

We thank you for your patience and cooperation with our students as we continue to move forward with our goal of improving calendaring and communication in the libraries.

One more thing to add. Resource accounts have not been reviewed in a long time. We were hoping to move these accounts along with the administrators, owners and users of these accounts. These resource accounts (PACE accounts) in Exchange need more attention in order to make them more efficient and effective in Google Apps. So we have decided to make Resource Account migration a separate project, phase 2 of the Google migration.

During phase 2 Resource Account migration, we will identify email account owners, user groups, official and alias account names, operations and functions of accounts, and account administration. New resource accounts, called GAE accounts, will have better definitions, administration and an auditing process to keep step with changing library services.

Remember, things that you can be doing to help lessen the time it will take to migrate your email. Those things can be found in the – Moving Forward with Google 4/29/2016 post.

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Moving Forward with Google – 6/13/2016

Moving Forward with Google

Progress on Improving Calendaring and Communication in the Libraries.

This week we completed moving the Dean’s suite to Google Apps and scheduled and began moving about 20 more staff. The ITS Torgersen Conference room and the Library Boardroom calendars have been moved to Google.

In total after this weekend we will have moved 49 staff out of 149. (Remember, not all staff are Full Exchange users). Students have been contacting Exchange Calendar-only users to complete your calendar move and check your configurations. These updates have been going slower than expected.

We have heard that some users have tried to move their email without our assistance. We caution you to wait until your scheduled time before moving email from Exchange to Google. We really do need to assist you. If you have a Full Exchange account, your account status must be updated from Full Exchange to Exchange Calendar Only. We have a process and a contact with 4Help who is helping us do this in a timely manner to coincide with the moving of your email. Other processes also must be done in sync with the move, so it is best to wait until we are ready for you to go during your scheduled time. Full Exchange users must be available on a Friday and the following Monday in order for the process to be completed. Please work with us to have this done.

Some users are deciding to switch to Google Apps without moving old email and just using Weboutlook/Outlook to get to old archived email. This way there is nothing to migrate except calendar entries, if that. This is a very painless way to move to Google, if you can handle searching the archive to retrieve old email communications that you may need!

Remember, the less email you have the quicker the migration will go. If you have less than 3,600 emails your migration could be done in a day!

Our experience so far has shown us that each of you are truly unique in how you work with email and calendar. No migration yet has not had some new nuance that we have to add to our support arsenal during this migration. (If it’s not one thing it’s another!)

We thank you for your patience and cooperation with our students as we continue to move forward with our goal of improving calendaring and communication in the libraries.

One more thing to add. Resource accounts have not been reviewed in a long time. We were hoping to move these accounts along with the administrators, owners and users of these accounts. These resource accounts (PACE accounts) in Exchange need more attention in order to make them more efficient and effective in Google Apps. So we have decided to make Resource Account migration a separate project in parallel with the Google migration. This only means that we may not move the resource account for the group at the same time that it’s users are moving.

Remember, things that you can be doing to help lessen the time it will take to migrate your email. Those things can be found in the – Moving Forward with Google 4/29/2016 post.

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Moving Forward with Google 5/31/16

Progress on Improving Calendaring and Communication in the Libraries.

ITS Desktop & Commons Technology staff has been working furiously to make this improvement to calendaring and communications a reality. We have hired extra student help to aid us in our transition.

Students started working on May 16th, and many of you have met them already as they are involved heavily in the first phase of the Google transition. David Okoth, Teresa Lin, Sathya Subramini and Hardi Siregar will be wearing library issued name tags for identification. These students will be calling our first group of Google transitioners to schedule time to check Google settings and configurations. Thank you for cooperating with them and having patience with them as we move forward. Our first group that we have identified are Exchange-Calendar Only Google Email users. These users will have the least impact personally to their email and can be switched easily just by making some configuration changes and importing events from Exchange-Calendar (if it’s used at all) into Google Calendar.

Thank you for providing information through the Desktop email survey that we submitted in April. We are using some of this information to help identify groups of users to move at one time. You also, may have or will receive a call from us if you use a resource account. A resource account is another email account that you may have access to, along with others in your department or other library staff. It also may be how you receive comments, suggestions and/or requests from users via web page forms or other inquiry mechanisms. We call them PACE accounts in the Exchange world. They are known as GAE accounts or Google App Engine accounts in the Google world. Most of you provided us with this information in the survey, however we have way more accounts listed that show users but no owner. We will be contacting you to verify the validity of these accounts in hopes to reducing this number (76) greatly!

Another type of resource account is a calendar account. We have several calendar resources used to schedule classrooms (ScaleUp, MPR, 207A and 3310) and conference rooms now at 5 total (ITS Torgersen, Special Collections, Technical Services, 6th Floor Boardroom, Research & Informatics) conference rooms and a few other resources. Calendars in Exchange work differently from calendars in Google. Google has a Room account status for calendars and delegation for administration. We will be adding our five conference rooms to the Rooms pulldown that you see when scheduling an event.

Note: We will be moving library conference rooms from exchange to google as we migrate the manager of that room. When you receive an email stating that a conference room calendar has been shared with you, that will serve as the official announcement that the calendar has been moved to Google.

As a heads up to everybody, Tyler and Elise have requested that they be migrated as soon as possible. Therefore, their group will be the first to move starting June 3rd. (Tyler, Elise, Brian, and Julie?) Who’s next? We will be reaching out soon to the next groups, to schedule the best date and time for your migration.

Remember, things that you can be doing to help lessen the time it will take to migrate your email. Those things can be found in the previous – Moving Forward with Google post.

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