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File Share Project
Central Administration+ File Share Engagement Council
HUIT Communications and Collaboration Services (CCS)
CA Engagement Council Dec. 10, 2018 1:00pm – 2:00pm 124 Mt. Auburn St. Rm. 3318
• Co-Chair Report
• Project Updates and Early Adopter Lessons Learned: Susan DeLellis
• Initial Feedback on Desktop upgrades: Matt Reader
• Central Admin Draft Migration Schedule: Barbara Loblundo
• Questions & Feedback: All
• Next Steps: Susan DeLellis
Agenda
22
From the November 5, 2018 Session
Co-Chair Report
• Project Updates and Project
Website Walk-through:
• File Retention policies and
guidance
• OneDrive Training and
Adoption Sneak Peak
• Departmental Reports and
Migration Process
Recap from the 11/5 Session
• Refine Departmental Reports
• Develop Draft Migration Schedule
• Migrate Early Adopters and test processes
Follow–up Items
• Project Updates and Early
Adopter Lessons Learned:
Susan DeLellis
• Initial Feedback on Desktop
upgrades: Matt Reader
• Central Admin Draft
Migration Schedule:
Barbara Loblundo
• Questions & Feedback: All
• Next Steps: Susan DeLellis
Agenda for Today
File Share CA Engagement Council
3
• HUIT Early Adopter group migrated successfully on 11/14 to OneDrive
• User files summary reports by Department sent to all Department Contacts
• Detail user file reports available for distribution
• Initial Proof of Concept customers identified for the Group/Departmental pilot:
Labor RelationsCampus Services EH&SCenter on the Developing ChildHarvard Kennedy School & GSE
Project Updates
4
• Working with the professional schools on a Microsoft O365 Teams pilot to understand academic and administrative use cases and how Teams may fit with group/departmental file management
• Now tracking migration progress on fileshare.harvard.edu
• Reminder: All Central administration and HUIT Supported Schools using Secure File Transfer service have transitioned to Accellion Kiteworks; Legacy Accellion service will be decommissioned the morning of January 9, 2019 (communications in progress)
Project Updates
5
• HUIT Early Adopter Migration Stats:
• 19 HUIT users• 108,264 files/folders and 125.5 Gigs of data• 6 ½ hours total spread across 4 Virtual Machines (1.625 hrs/machine)• 1 file error due to a non-printable character in the file name• 3 users attended training
• Importance of evangelizing and driving the desktop upgrades
• Confusion over whether users should manually migrate their files by hand
• Assemble and distribute error reports early for proper remediation
• SharePoint Administrator shows up as “shared with” for files during the migration
6
Early Adopter Migrations Lessons Learned
End User Migration Survey Feedback
A five question end user Qualtrics survey was sent to users following their migration for feedback on the migration process
Only 2 users completed the survey as of 12.5.18: Survey Feedback is positive thus far
• 100% of respondents said they had an overall “great experience” with the migration• 100% of respondents said the communications were “very clear”• 50% of respondents felt there were too many communications while 50% felt is was the right number.• 100% of respondents said it was “easy” to configure OneDrive on their computer.
We will continue to survey groups and incorporate feedback into the process
7
Early Adopter Migrations Lessons Learned
Office 365 ProPlus Upgrade:• Distributed user communication to Central Administration (CA) on 11/1• Initiated upgrade notification on 11/6• 1,006 upgrades have been completed ~42% of target audience
Windows 7 to Windows 10:• Software Center pop-up notifications windows for CA self-service ready users starting 12/19• Working with departments on upgrade plan for ineligible machines and old hardware • Monitoring deployment refresh schedule
8
Central Administration Desktop Upgrades Status
2560
1027
CA Windows 7 & Windows 10
Windows 10 Windows 7
12521
11755
730
0100200300400500600700800
Self-Service NeedsEncryption
Update
Ineligible Self-Service
Old Hardware Refresh
CA Windows 7
Migration Schedule methodology
• Avoided blackout periods
• Windows upgrades; O365 upgrades; computer refresh schedule
• Maximum of 200 GB per migration
• Two migrations per week
• Department migration dates will be posted on the project website:
fileshare.harvard.edu
9
Central Administration Department Draft Migration Schedule
December 2018• Center on the Developing Child 12/18
February 2019• FAD 2/11 & 2/13• FAD/BFP 2/13• Office of Sponsored Research 2/25• Risk Management and Audit Services 2/25• Office of Treasury Management 2/25• Harvard News Office (HPAC) 2/27
March 2019• HUPRESS 3/4• Nieman 3/6• RAD 3/11• Laspau 3/13• HUMAG 3/25• Memorial Church 3/27
April 2019• Center for Aids Research 4/8• Global Health Institute 4/10• OHR 4/22 & 4/24• HPPM 4/29
10
Central Administration Department Draft Migration Schedule
May 2019• HILLEL 5/1• Capital Projects 5/6• Loeb: Governing Board 5/8• Trademark 5/13• Faculty Development & Diversity 5/13• Global Health Education & Learning 5/15
June 2019• AAD 6/5, 6/10, 6/12• HUIT 6/17 & 6/19• Office of Administrative Systems 6/24• Advanced Leadership Initiative (HBS) 6/26• Harvard Stem Cell Institute 6/26
July 2019• HUL 7/8• Mass Hall 7/10• Marshall's Office 7/15• Commencement Office 7/15• Office of the Assistant to the President 7/17
September 2019• Joint Center for Housing Studies (GSD) 9/16
11
Central Administration Department Draft Migration Schedule
• Departments to Approve & Finalize Migration Schedule – All
• Continue Department Communication and File Cleanup – All
• Continue Central Admin Desktop upgrades - All
• Execute Phase 0 Department Migration (Center on Developing Child) – 12/18
• Questions & Feedback?
Next Steps & Feedback
12