e mail, calendar, and contacts transition project · 2014-05-21 · email data protection &...
TRANSCRIPT
The Blue Print
Employees (Faculty, Staff and
Student‐Employees)
Students
Office365 Mailbox
• Employees: May opt‐out of ECC and may forward to Personal Email Address after Acknowledgement.• Students: May request a Mailbox. GT Email Address goes to the GT Mailbox instead.
GT Email Address• Received During Registration• Format: [email protected]• Forwards to Personal Email Address
On Premise Exchange Mailbox
• Employees with security clearances and that handle export controlled data.
• Campus units who elect to use it as a pay‐for option.
Note: All GT accounts will have a persistent [email protected] that will be a deliverable email address.
GT Email Address• Format: [email protected]• Forwards to Personal Email Account
Alumni
Office 365 + Hosted Exchange = One GT
Unified Mail Processing
Advanced Anti‐Virus/Anti‐Spam
Campus‐Wide Free/Busy Calendar
ReportingEnhanced Security
Greater ReliabilityExchange Online Protection
• New Phishing Protection• Additional Anti‐Virus/Anti‐Spam
Protection• Account Level Junk Mail Controls
Calendar Scheduling Free/Busy Information for
Everyone
• 99.9% Financially Backed Uptime• 3 Redundant Copies of GT Data• Enterprise Class Change
Management Processes
• Hosted Solution for Our “High Security” Employees
• Independently Verified Compliance Certifications
• Advanced Encryption Methods• User Access Controls and Auditing
• Mail Routed Centrally First• Distributed Through GT Provided Systems• Centralized Allowed and Block Lists
Benefits
• Larger Mailboxes – 50 GB• Integrates with OneDrive for Business, Lync Online, & Office Suite• Increased Security and Reliability• Support for Office 2013 (without needing a plug‐in)• Improved Access from Mobile Devices (iOS, Android, Windows)• More Control over Your Anti‐Spam Filtering
Mile High View
6
• Spring‐Summer: • Campus Directory Consolidations & Data Clean‐up
• Summer: • Early Adopters & Piloting Departments• Student Choice for Incoming Class
• Fall:• Policy Adopted & Enforced• Department Engagements, Planning, and Scheduling• Student Choice for Existing Students
• October‐December:• Department Migrations
The Project
ECC Transition Project Website:http://oit.gatech.edu/email‐calendar‐and‐contacts‐ecc‐transition‐project
• Overview• Resources• Submit Feedback
Email Data Protection & Compliance Policy
• Who, What, & When Email Messages can be Automatically Forwarded outside of or Removed From Georgia Tech systems
• How to Process & Store Email Messages covered under Export Control standards (ITAR & EAR) and under Security Clearances
• Who, What, & When Email accounts (mailboxes or email addresses) are provisioned, managed, transitioned, and removed
• Georgia Tech Category III – Sensitive data can be stored securely in Office 365. You are still responsible for guarding the disclosure of that data. (http://security.gatech.edu/DataCategorization)
Student’s Email Lifecycle
•Personal Email Service•[email protected]
Student At Admissions
•Receives their GT Email Address ([email protected])•Automatically Forwards Email to Personal Email Account•[email protected] to [email protected]•Student can send‐as [email protected]
Student During Registration •Continues to Use their GT Email Address
•[email protected] and/or [email protected]•Forwards Email to Personal Email Account
•Opts in to a GT Mailbox•Office 365 Mailbox
Student Throughout Their Tenure
•Graduates and Continues to Use their GT Email Address ([email protected])•Forwards Email to Personal Email Account•Such as [email protected] to [email protected]•Student can send‐as [email protected]
Alumni
Available Email [email protected]
Enhancements from Today• Empowers Students to Use The Email Account That
They Know • On boards Students to the GT Experience Faster
with Less Required Interaction• Simplifies the Student’s Experience
Student Choice• Continue to Receive Other Office 365 Services: OneDrive for Business, Lync Online, & Office Pro Plus
• Incoming New to GT Students will have their [email protected] automatically forwarded to their personal email address on record during registration (starting July 1st)
• Will have the options through PassPort to:• Change where their [email protected] forwards to after a verification step• NEW: Setup a third party provided mailbox (Gmail, Yahoo, Outlook.com)• NEW: Setup a Georgia Tech provided mailbox through Office 365 • Change their primary GT e‐mail address to a personalized GT address
• These choices will be rolled out to existing students in a phased approach over Fall 2014
• All student employees will be required to have a GT provided mailbox, and their Zimbra mailboxes will migrate with their departments
TEC Membership
• Committee Chair Ron Hutchins (CTO)
• ResearchRaj Vuchatu, GTRIAdam Allred, CoCNick Perez, GTRCMichelle Powell, OSPDon Cochran, Grants & ContractsJeff Jenkins, GTRI
• CollegesRama Sivakumar, CoARandy Carpenter, CoCDidier Contis, CoEMichael Sewell, CoBLew Lefton, CoSSteven Hodges, IAC
• Professional EducationJeff Fischer, Director
• GT GlobalMike McCracken, Asst Dean
• Campus At‐LargeRich Loftus, OIT‐EISDave Leonard, OIT‐ARTMichael Young, IRPMJim Pete, Campus ServicesCarol Gibson, ControllerClay Fenlason, Educational TechChris Helms, LibraryZachary Hayes, Registrar’s OfficeSteve Sywak, Facilities
STIC Representatives
• Committee Chair Jim O’Connor (CIO)
• EVP for ResearchRavi Bellamkonda (AVP)Jilda Garton (VP)Lisa Sills (Deputy Director GTRI)
• ProvostPaul Kohn (VP‐Enrollment)Susan Cozzens (VP‐Undergrad)
• Campus “At Large”Catherine Murray‐Rust (Dean)Bill Schafer (Dean of Students)
• CollegesSteve French (CoA)Charles Isabell (CoC)John Leonard (CoE)Mike Cummins (Scheller)Lew Lefton (Sciences)Peter Brecke (Ivan Allen)Nelson Baker (PE)
• EVPs for Admin & FinancePaul Strouts (Campus Services)Pat McKenna (Risk Mgmt)Jim Fortner (Finance)Scott Morris (HR)
ECC Transition Project Team
• OIT• CyberSecurity• GTRI• SGA Representative• Faculty Representatives• Office of Strategic Consulting
• Office of the President• Office of the Registrar
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• Alumni Services• College of Architecture• College of Business• College of Computing• College of Engineering• Enrollment Services• Ivan Allen College• Facilities• ITG
Office 365 Exchange Online
• No more Quota Management – 50 GB of space for User Mailboxes• Pay‐for option for unlimited space; ~$24/user/year
• Supported Mailbox Types: User, Resource, Shared, and Team Site• Supported Authenticated Protocols: OWA, MAPI, EAS, IMAP, and SMTP• Message Size & File Attachment Size Limits – 25 MB• Sending Specifications
• 10,000 Messages a Day• 500 Recipients Per Message; a Sympa List is 1 recipient• 30 Messages in a Minute
• Retention Policies• Junk Mail – 30 Days• Deleted Items – 30 Days• Recovered Deleted Items – 30 Days• No more Mailbox‐Day/Time Restorations
• Message Hops – Only Redirect a Message Once
For more specifications, please see this TechNet article. We are utilizing “Education A2”. http://technet.microsoft.com/library/exchange‐online‐limits(EXCHG.150).aspx
Feature Limitations
Quota 50 GB
Message Size 25 MB
Rate Limiting 10,000 msg/day500 recipients/msg
Deleted Item Restoration Period
60 Days
Note: Sympa Lists & the Outbound Service will still be available for non‐authenticated and bulk distributions.
Security
A full security report will be posted on the public website in the future.
Privacy Features• Customer data is not used for advertising.• Customer controlled information sharing is built‐in to
every Office 365 service.• Georgia Tech owns and retains all rights, title, and
interest to our data.• Data is segregating between Microsoft’s consumer
services and Office 365 services.• Our data is completely portable.
Reliability• Redundancy
• Physical redundancy at server, data center, and service levels• Data redundancy with robust failover capabilities
• Resiliency• Active load balancing• Automated failover
• Monitoring• Internal monitoring built to drive automatic recovery• Outside‐in monitoring raises alerts about incidents• Extensive diagnostics provide logging, auditing, and granular tracing
• Human Backup• Automated recovery actions with 24/7 on‐call support• Team with diverse skills on the call provides rapid response and resolution
• Consistent Communication• Transparency requires consistent communication through email, RSS feeds,
and the Service Health Dashboard
• Distributed, Isolated Services
• Simplification & Standardization
• Continuous learning through Post‐Incident Reviews
World‐Wide Uptimes
Financially backed uptime of 99.9% per month
100
Downtime = Any period of time when end users are unable to send or receive email with Outlook web client.
Updated Terms of Service & SLA for ECC
• My GaTech (Zimbra)http://oit.gatech.edu/service/mygatech/my‐gatech‐email‐
calendar• Office 365 (SharePoint, Lync)
http://oit.gatech.edu/service/mygatech/office‐365
Suggestions for Changes: ECC Project Feedback Form
Web Client
Use foldersCreate new folders to keep track of your messages by project, person, or task.
Switch viewGo to your calendar, people, or sites in one click.Filter your messages
Find unread messages, messages sent directly to you, or with message flags. Use the sort by option to sort by date, from, to, subject, flagged and other options..
Take action on a messageReply, forward, or IM the sender all within the Preview Pane.
Go to Outlook Web AppGo to your email by selecting Outlook.
Desktops/Laptops – Reconfigure Clients
System Requirements
Internet Explorer Current or Immediately Previous Version
Mozilla Firefox Current or Immediately Previous Version
Google Chrome Latest Version
Safari Latest Version
Office Suite 2013, 2011, 2010; Requires Service Packs within 12 mths of release
IMAP & EAS Clients Any IMAP or EAS client that is RFC compliant and supported by its manufacturer
Operating System Any OS that is supported by its manufacturer.Some features may behave differently on various OSs.
http://technet.microsoft.com/en‐us/library/office‐365‐system‐requirements.aspx
Mobile – Reconfigure ClientsAccount Type Features
Exchange Accounts Email, Calendar, Contacts, Tasks
IMAP/SMTP Accounts Email
Mobile Device Apps
iPhone; iPad Built‐in AppsLync MobileOneDrive (for viewing only)Office Online Web Apps (for editing)No Office Mobile; Pay‐for Available
Android Phone; Tablet
Built‐in AppsLync MobileOneDrive (for viewing only)Office Online Web Apps (for editing)No Office Mobile; Pay‐for Available
Windows Phone; Surface
Built‐In Apps through Office Mobile (if available)Lync MobileOneDrive for Business through Office MobileOffice Online Web Apps
Others Built‐in Apps for IMAP or Exchange Mail
Hosted Exchange 2013 On‐Premises
• Hybrid Deployment• Allow Calendar Sharing of Free/Busy• Online Mailbox Moves
• Limited User Access• Employees with Security Clearances• Employees who handle Export Control data
• Pay‐For Option Available • More details in the Fall
• May be impacted by Data Leak Remediation• No Automatic Forwarding Outside of Environment
Feature Limitations
Quota 5 GB Online Mailbox15 GB Archive Mailbox
Message Size 25 MB
Rate Limiting GT Outbound Service
Deleted Item Restoration Period
45 DaysAdditional data backup options available
Cisco IronPortsExchange Online
Protection
Mailbox Blocked & Safe
Senders
Junk Mail Folder(SCL 5,6)
Local Client Filters
Inbox (SCL: ‐1,0,1)
New Spam and Anti‐Virus Protection
• Additional Layers of Protection
• New IP Reputation Lists – Stops the Spam• New URL Reputation Lists – Stops the Phishing• Heuristic Based Actions – Remediates Incidents Quickly• Reduces GT’s Chance of Being Blocked by Others
Transitioning to Office 365
• Who Is Migrating• Faculty, Staff, Student Workers, Group Accounts, Shared Accounts, Rooms & Resources
• What Is Migrating• Email, Calendar, Contacts, Tasks
• Email Addresses• Your Email Address is Staying the Same• You can only have 1 Primary SMTP Address
• There are workarounds to this limitation
• Known Items That Do Not Migrate• Personal Contact Groups/Lists• Calendar Notifications & Tracking Data• Mailbox Settings such as delegation and shares**
• Attachments that are over 25MB• Mailboxes that are over 25GB• Inbox Filters**• Signatures• Zimbra Briefcase
(** OIT will work to automate these transitions)
Your Department
• Each Department is Unique• Zimbra Hosted Departments• OIT, GTRI, Office of Development Exchange Environments• Department Mail Servers
• One‐on‐One Meetings• Outline the Process• Identify Any Special Use Cases• Pick a Transition Window• Deploy a Communications Plan• Provide Necessary “Boots on the Ground” for Transition
Early Access & Testing
• Early Adopters Program this Summer• Target Dates: July 1 – 31st • Call for Participates in June
• Participants will be Surveyed• Weekly• Create FAQs • Identify Known Issues
• Account Lifecycle• License Restrictions• Each User Gets 1 Account
Student’s Email Lifecycle
•Continues to Use their GT Email Address• Such as [email protected] or [email protected]
• Forwards Email to Personal Email Account
•Opts in to a GT Mailbox•Office 365 Mailbox
•Graduates and Continues to Use their GT Email Address ([email protected])• Forwards Email to Personal Email Account
• Such as [email protected] ‐> [email protected]
• Student can send‐as [email protected]
•Receives their GT Email Address ([email protected])• Forwards Email to Personal Email Account
• Such as [email protected] ‐> [email protected]
•Student can send‐as [email protected]
•Personal Email Account• Such as [email protected]
AdmissionsAdmissions RegistrationRegistration
StudentStudentAlumniAlumni
Available Email [email protected]
Enhancements from Today• Empowers Students to Use The
Email Account That They Know • Onboards Students to the GT
Experience Faster with Less Required Interaction
Student’s Email Lifecycle
Student At Admissions
•Personal Email Account•[email protected]
Student During Registration
•Receives their GT Email Address ([email protected])•Automatically Forwards Email to Personal Email Account
•[email protected] to [email protected]
•Student can send‐as [email protected]
Student Throughout Their Tenure
•Continues to Use their GT Email Address•[email protected] and/or [email protected]
•Forwards Email to Personal Email Account
•Opts in to a GT Mailbox•Office 365 Mailbox
Alumni
•Graduates and Continues to Use their GT Email Address ([email protected])•Forwards Email to Personal Email Account
•Such as [email protected] ‐> [email protected]
•Student can send‐as [email protected] Email Addresses
[email protected]@gatech.edu
Enhancements from Today• Empowers Students to Use The
Email Account That They Know • Onboards Students to the GT
Experience Faster with Less Required Interaction
Student’s Email Lifecycle
Student At Admissions•Personal Email Account•[email protected]
Student During Registration•Receives their GT Email Address ([email protected])•Automatically Forwards Email to Personal Email Account
•[email protected] to [email protected]
•Student can send‐as [email protected]
Student Throughout Their Tenure•Continues to Use their GT Email Address•[email protected] and/or [email protected]
•Forwards Email to Personal Email Account
•Opts in to a GT Mailbox•Office 365 Mailbox
Alumni•Graduates and Continues to Use their GT Email Address ([email protected])•Forwards Email to Personal Email Account
•Such as [email protected] ‐> [email protected]
•Student can send‐as [email protected]
Available Email [email protected]
Enhancements from Today• Empowers Students to Use The
Email Account That They Know • Onboards Students to the GT
Experience Faster with Less Required Interaction
Other Transitions• Student to Employee: Recieves
a Mailbox• Student Leaves Early: Does
not keep email address or mailbox
Where?
• Public Project Website:http://oit.gatech.edu/email‐calendar‐and‐contacts‐ecc‐transition‐project• Department Feedback Form:https://hosting.gatech.edu/request/eccfeedback.php• Avenues:
• IT Community Town Halls – Apr 29 & May 6• Communications Toolkit for Departments• Training Classes & Opportunities for Employees & IT Professionals• FASET Information• Campus‐Wide Communications Rollout
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