File Share Project

FAS File Share Engagement Council

Fileshare.harvard.edu

HUIT Communications and Collaboration Services (CCS)

FAS Engagement Council August 14, 2019 10:00am – 11:00am 1414 Mass Ave, Rm. 561

• Co-chair report: Mary Ann Bradley & Susan DeLellis

• Project Updates: Susan DeLellis

• Level 4 File Management Options: Laurie Gamble

• Microsoft Teams Demonstration: Chris Viklund

• Desktop Upgrade Status: Paige Manning & Matt Reader

• FAS Migration Schedule Status: Maureen Berry & Laurie Gamble

Agenda

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From the July 10, 2019 Session

Co-Chair Report

• Departmental account & Desktop profile feedback

• FAS Migration Schedule Draft & Feedback

• Desktop Upgrade status

Recap from the 7/10 Session

• Continue with FAS migration schedule

• Level 4 File Management Options

• Microsoft Teams Information and strategy

Follow–up Items

File Share FAS Engagement Council

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• Co-Chair Report: Mary Ann Bradley/Susan DeLellis

• Project Dashboard & Updates: Susan DeLellis

• Level 4 File Management Options: Laurie Gamble

• Microsoft Teams Demo: Chris Viklund

• Desktop Upgrades: Paige Manning & Matt Reader

• Migration Schedule Status: Laurie Gamble

Agenda for Today

FILE SHARE PROJECT DASHBOARDINDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF 8/12/2019

2,074 1,8342,753

1,034299

1,427

5,327

1,099

0 0 0 00

1,0002,0003,0004,0005,0006,000

Users Migrated orDeleted

Data Migrated orDeleted (GBs)

Items Migrated orDeleted ('000)

Data Deleted (GBs)

Project Migration Metrics to Date

CA FAS GSE

FAS Project Summary Stats

36 Users Migrated 263 Users Deleted328 Data Migrated (GBs)

1,099 Data Deleted (GBs)269 Items Migrated (‘000)

5,058 Items Deleted (‘000)50 Users Trained

50333

237

0 50 100 150 200 250 300 350

FASCA

HKSGSE

FAS CA HKS GSE

Project Training Participation

4

5

780

4,059

5,512

10,351

0

299

2,074

2,373

0 2,000 4,000 6,000 8,000 10,000 12,000

GSE

FAS

CA

TOTAL

GSE FAS CA TOTAL% Total Users Migrated or Deleted 0% 7% 38% 23%Users Migrated or Deleted 0 299 2,074 2,373Total To Be Migrated or Deleted 780 4,059 5,512 10,351

(22%)

(38%)

(7%)

Project Migration Progress to Date – Users Migrated or Deleted

FILE SHARE PROJECT DASHBOARDINDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF 8/12/19

• FCOL Migration (Phase 1) completed successfully on 8/05.

• Deletion Schedule for non-employed (inactive) FAS accounts:

– First batch submitted for deletion 7/31 (complete)– Second batch scheduled for 8/14– Individual shares with NO usage scheduled for 8/21

• Transition plan in development for the move from Skype for Business to O365 Teams (fall/winter). The Microsoft Teams app is on the HUIT Portal Manager for download if required in the interim.

• Discussion with Research Computing re: potential user administrative files and approach to self-identify these files.

• Be sure to visit fileshare.harvard.edu for new project content and information on migration schedules and training!

Project Updates

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Level 4 File Management OptionsUse Case Recommendation Advantages Disadvantages

Individual Credit Card storage/use

Last Pass (Vault)– Digital Records Storage, Sharing with others

• Self Service • For limited information • Targeted sharing by

information owner

• Very limited scope • Not to be used as a data

repository

Store Level 4 Data where there is no need to upload or download information to desktop

Level 4 SharePoint Site • Data secured in central repository

• No additional cost • Secure access from virtually

anywhere • Can collaborate and co-author

with others on Level 4 documents

• Robust search capability • Self-service permissions • Max. Individual file size 15GB • Max. total space for site

collection: 25TB

• Self-service permissions • Cannot sync to desktop • Cannot share externally • Level 1-3 information would

be subject to Level 4 limitations if stored in the same SharePoint library (no external sharing and no sync to desktop)

Storage of Level 4 Data where there is a need to upload or download information. (i.e. personally-identifiable information that needs to be downloaded)

Level 4 Network Shared Drive (Standard Storage – SOX4)

• Data can be uploaded /downloaded directly to/from mapped network drive without impact to local drive

• Data secured in central repository

• Centralized Permissioning • No File size limit

• Requires VPN connection • Fee for service model • Limited Search capability • No co-authoring available • Call to HUIT helpdesk to

expand storage capacity

Data transfer, backup, or archive

Encrypted Thumb Drive • Data is not exposed to network or desktop

• Limited accessibility

What is Microsoft Teams?• Secure, chat-oriented collaboration tool that brings together several

O365 apps into a single workspace.

• Successor to Skype for Business, enabling peer to peer and group chat, video conferencing, and a view to your calendar.

What do I need to know about Microsoft Teams?• Can access by web or app with virtually identical experience.

• Fully supported on mobile devices.

• Can create individual Teams with file space, persistent chat, video calling, and much more.

• Teams and they’re data are owned by the department.

• Persistent chat can reduce the need for emails.

• It’s available for use now.8

Microsoft Teams

9

Microsoft Teams

With new app connections being developed everyday!

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Microsoft Teams Application

• The Microsoft Teams application is considered part of HUITs desktop standards. New computers for both Mac and Windows include the Teams application.

• Microsoft plans to deploy the Microsoft Teams application to existing Office 365 ProPlus production users in January 2020.

– Impact: If we wait for Microsoft to conduct the push, the application will auto-launch on start-up and there will be a large notification window for users to login (Windows).

• HUIT Recommended Approach: Deploy the Microsoft Teams application ahead of Microsoft to give us more flexibility around the deployment settings.

–We will avoid the login notification and initial auto-launch settings.

–The Windows deployment will be silent, but a desktop shortcut will be created.

–The Mac deployment will be very similar to OneDrive. The Microsoft Teams application will be installed in the applications folder silently.

–Our target timeframe for deployment mid-October to mid-November.

–We are planning a DA level communication to FAS

Ready for Self Service

Needs Encryption Update

Ineligible for Self-Service

Does Not Meet Min. Hardware Requirement

Refresh User Story To Remain On Win 7

Total Upgrades

FAS (Excludes HMDC/IQSS)

202 17 52 120 138 64 593

• Ready For Self-Service – computers that have met all hardware and software requirements for upgrade. The upgrade option is available in the Software Center portal for the user to click and run at their convenience and takes approximately 2 hours to complete.

• Needs Encryption Update – computers that need assistance from a HUIT Field Support technician to update encryption to become eligible for self-service in-place upgrade. These field technician visits take approximately 30 minutes.

• Ineligible For Self-Service – computers that do not meet the HUIT requirements for Windows 10 in-place upgrade.

• Does Not Meet Min Hardware Requirement – computers that do not meet the Recommended and Minimum Hardware Requirements for Windows 10.

• Refresh – computers that are scheduled for refresh/replacement by the HUIT Deployment team before December 2019.

• User Story To Remain on Win 7 – project team presented with a case for computer to remain on Windows 7

These numbers fluctuate based on weekly SCCM data and are subject to change.

FAS Windows 7 to Windows 10 Upgrades

11

Requirement Windows 7 to Windows 10

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Subject: Windows 7 to Windows 10 Upgrade Requirement

Dear Colleagues,

We write with an important update regarding your Microsoft Windows operating system. Microsoft is ending support for Windows 7 in January 2020 and requires all customers to upgrade to Windows 10 for ongoing support. Critical security updates for Windows 7 will no longer be provided in 2020. Please follow these important steps to keep your computer supported and secure: • Over the next few weeks HUIT staff will reach out with information on how to upgrade your computer to Windows 10. Please

follow their instructions to upgrade.

• If you have questions or are unable to upgrade, please contact the HUIT Service Desk at 617 495-7777 to request a discussion with a Field support representative who can help identify options.

Thank you for helping us keep your computers supported and up to date, and your information secure.

Sincerely,

Christian Hamer

University Chief Information Security Officer

Charles Kling

Managing Director, Harvard University Information Technology Support Services

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FAS Proposed Migration Schedule – Inactive Shares (no longer employed at Harvard University)

July Deletions –COMPLETED

(7/31)Earth & Planetary Sciences

College

GSAS

Science Division (Staff)

Economics

Statistics

169 Deletions

August Deletions –ON TRACK

(8/14 + 8/21)

Finance

Sociology

Instructional Media Services Groups

Inactive User Shares with no files (8/21)

1169 Deletions

~1300 Share Deletions

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FAS Proposed Migration Schedule – Active Shares

August

8/5: College Phase 1:COMPLETE

25 Share Migrations

September

9/18: Open

9/23 Finance - TBC

9/30 Sci Division Admin; Economics - TBC

## Migrations

October

10/9: GSAS – TBC

10/16: College Phase 2 confirmed

10/21: EPS confirmed

10/23: Statistics -confirmed

10/28: Open

10/30: Open

181 Migrations

November

11/13: IMS groups –confirmed

Sociology-To Be Scheduled (contact

out thru 9.30.19)

~243 Share MigrationsTBC= to be confirmed

Questions & Feedback