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

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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

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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

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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

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