File Share Project

Central Administration+ File Share Engagement Council

HUIT Communications and Collaboration Services (CCS)

CA Engagement Council May 13, 2019 1:00pm – 2:00pm 124 Mt. Auburn St. Rm. 3318

From the March 13, 2019 Session

Co-Chair Report

• Project Updates

• Experience Sharing

• Migration Schedule Update

• Desktop Upgrades Status

Recap from the 03/13 Session

• Finalize all Department Migration dates

• Department leads continue with project communications and File Cleanup

• Continue & encourage desktop upgrades

Follow–up Items

• Project Updates & Stats:

Susan DeLellis

• Group and Departmental

Shares introduction and

concept: Susan

DeLellis/Barbara Loblundo

• Migration Schedule:

Barbara Loblundo

• Desktop Upgrade Progress:

Matt Reader & Paige

Manning

Agenda for Today

File Share CA Engagement Council

2

• Project Updates: Susan DeLellis

• Group and Departmental Shares introduction and concept: Susan DeLellis/Barbara

Loblundo

• Migration Schedule Update: Barbara Loblundo

• Desktop Upgrades Status: Matt Reader/Paige Manning

• Questions & Feedback: All

Agenda

FILE SHARE PROJECT DASHBOARDINDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF 5/5/2019

1,822 1,6792,025

968

97605

321 499

0500

1,0001,5002,0002,500

Users Migrated orDeleted

Data Migrated orDeleted (GBs)

Items Migrated orDeleted ('000)

Data Deleted (GBs)

Project Migration Metrics to Date

CA FAS

CA Summary Stats

363 Users Migrated 1,459 Users Deleted

711 Data Migrated (GBs)968 Data Deleted (GBs)751 Items Migrated (‘000)

1,274 Items Deleted (‘000)243 Users Trained

7243

0 50 100 150 200 250 300

FASCA

FAS CA

Project Training Participation

4

5

2,875

5,512

8,387

97

1,822

1,919

0 1,000 2,000 3,000 4,000 5,000 6,000 7,000 8,000 9,000

FAS

CA

TOTAL

FAS CA TOTAL% Total Users Migrated or Deleted 3% 33% 23%Users Migrated or Deleted 97 1,822 1,919Total To Be Migrated pr Deleted 2,875 5,512 8,387

(22%)

(33%)

(3%)

Project Migration Progress to Date – Users Migrated or Deleted

FILE SHARE PROJECT DASHBOARD

INDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF 5/5/19

92%

69%

84%

84%

84%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Training Assesment% who recommend session to all colleageus

OneDrive App% rating a 4 or 5 out of 5, "very easy"

Frequency of Communication% saying who responded "just right"

Clarity of Communications% rating a 4 or 5 out of 5, "very clear"

Overall Experience% rating a 4 or 5 out of 5, "great experience"

Migration Feedback from Central Admin+ Customers

6

Narrative Feedback:

• Well communicated and planned

• Hardest aspect is understanding the sharing options available.

Survey Feedback:

Group-Departmental Storage Introduction and Scope

7

Commonly or historically referred to as:

G: Drive Sox1 Sox3 Sox4 Groups Superion VNX Batman

Typically labeled by department name:

HAM-GEN-B HPPM-GEN-G RAD-GEN-F UIS-TELECOM

• Phase II of this project (ITCRB proposal this fall) is to tackle the group/departmental data on our public network shares and move it to a next generation services

• It would be helpful as part of our “Proof of Concept” piloting in this area, to start to scope this project a bit with this group

Current State Group- Departmental Storage (G: Drive)

Expensive.

Out-dated features

Drives relocated to the Science Center.

8

• Much of the data is “stale” or “abandoned”• Charged per gig/mo.• Storage is growing at 11%/yr.

• Poor search capabilities• No support for mobility or external sharing• Requires VPN off-campus• Lacks modern features

• Infrastructure moved from 60 Oxford Data Center to Science Center

• Storage service strategy is to move to cloud where possible

Draft: A Conceptual look at Central Admin Departmental Storage

9

Communication

Workforce Transition Training

Clean-up Data� Delete abandoned data� Delete data no longer

needed

Other Storage Services� Future cloud service� Research computing

O365 SharePoint� Flat folder structures may

map well to SharePoint� Department Liaison as

overall administrator� Adherence to governance

structure and policies

Economy or Standard Storage� Direct attached storage� Complex file structures� Video libraries� Archive data

@35 TBs of G: drive

Data

50% Deleted

25% O365 SharePoint

15% Economy or Standard Storage

10% Other

Departmental Storage Assessment Analytics

10

Key Characteristics

• # of Files: 67,960

• # of Folders: 9,405

• Total # of Items: 77,365

Migration Assessment• Max # of Levels: 15

• # of Folders w/175+ Chars: 279

• # of Uniquely Secured Folders: 17

• # of “Core” Permission Groups: 6

Remediation Recommendations• Reduce # of subfolder levels

• Rename long folder names

• Simplify permissions

• Delete unneeded files

December 2018

• Center on the Developing Child 12/18 (complete)

February 2019• HUPRESS 2/11 (complete)• Nieman 2/13 (complete)• Office of Sponsored Research 2/25 (complete)• Risk Management and Audit Services 2/25 (complete)• Office of Treasury Management 2/25 (complete)• Harvard News Office (HPAC) 2/27 (complete)

March 2019• Laspau 3/06 (complete)• FAD 3/11 (complete)• FAD/BFP 3/13 (complete)• HUMAG 3/25 (complete)• Memorial Church 3/27 (complete)

April 2019• Center for Aids Research 4/10 (complete)• Global Health Institute 4/10 (complete)• OHR 4/24 (complete)

Central Administration Department Draft Migration Schedule

11

May 2019• Faculty Development & Diversity 5/15• Global Health Education & Learning 5/15

June 2019• Loeb: Governing Board 6/12• Trademark 6/17• Advanced Leadership Initiative (HBS) 6/17• Harvard Stem Cell Institute 6/26

July 2019• HUL 7/8• Mass Hall 7/10• Marshall's Office 7/17• Commencement Office 7/17• Office of the Assistant to the President 7/17• HPPM 7/22• Capital Projects 7/22

September 2019• Joint Center for Housing Studies (GSD) 9/16

December 2019• AAD 12/2 & 12/4TBD• RAD• HUIT & OAS• Hillel

Central Administration Department Draft Migration Schedule

12

File Share Project Status

13

File Share OneDrive MigrationHardware/Software Requirements

Hardware Microsoft Office Operating System Version

Windows(SCCM reports)

365 ProPlus OS W10(includes OneDrive)

(W10 required for Sync Client)

V1709 for Files on Demand

(Build min 16299)

MAC(JAMF / Casper reports)

2016(Version 10.10 required

for 2016)MAC OS

10.12 for OneDrive10.14 for Files-on-Demand

20 GB available space

Office 365 ProPlus Upgrade:• Last meeting was at 68% (1,650) complete

• Sent upgrade communication on 4/11 - 252 upgrades since last meeting• Currently at 79% (1,902)

Windows 7 to Windows 10:• Working closely with Field Support and Deployment to upgrade all remaining Win 7 computers.• For computers with valid reasons to remain on Win 7 in 2020, establishing security protocols to keep them safe

14

Central Administration Desktop Upgrades Status

• Departments to Approve & Finalize Migration Schedule – Department Liaisons

• Project team to beginning pulling G: drive departmental data/reports

• Continue Department Communication and File Cleanup – Department Liaisons

• Drive Central Admin Desktop upgrades – Department Liaisons

• Encourage users to sign up for Training – Department Liaisons

• Questions & Feedback?

Next Steps & Feedback

15