File Share Project

FAS File Share Engagement Council

Fileshare.harvard.edu

HUIT End User Services

FAS Engagement Council June 10, 2020 10:00am – 11:00am Zoom URL tbd

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

• Project Updates and Announcements: Susan DeLellis

• Planning and Scheduling Status: Laurie Gamble & Maureen Berry

• Organizational File Planning & Assessments: Michelle Tutunjian

• O365 Tips & Tricks and Using SharePoint Training: Chris Viklund

• What’s New for You from HUIT: O365 Expiration Policies, Filemaker Server Migrations

Agenda

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From the April 8, 2020 Session

Co-Chair Report

File Share FAS Engagement Council

3

• Skype for Business Transition status

• Migration Schedule

• Organizational File Planning

• SharePoint Training Input

Recap from the 4/8 Session

• SharePoint Training Development

• Microsoft Teams Adoption

• Organizational File Assessments

Follow–up Items

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

• Project Dashboard & Updates: Susan DeLellis

• Outreach & Migration Schedule Status: Laurie Gamble & Maureen Berry

• Organizational File Planning: Michelle Tutunjian

• O365 Tips and Tricks & SharePoint User Training: Chris Viklund

Agenda for Today

4

1,085

4,050

5,583

10,718

994

2,520

5,567

9,081

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

GSE

FAS

CADM+

TOTAL

GSE FAS CADM+ TOTAL% Total Users Migrated

or Deleted 92% 62% 100% 85%

Users Migrated orDeleted 994 2,520 5,567 9,081

Total To Be Migrated orDeleted 1,085 4,050 5,583 10,718

(85%)

(99%)

(62%)

Project Migration Progress to Date – Users Migrated or Deleted*

(92%)

FILE SHARE PROJECT DASHBOARDINDIVIDUAL F ILE MIGRATIONS (ONEDRIVE) AS OF JUNE 4, 2020

* Does not include HSPH. Includes GSE Phase II.

5,567

3,1955,269

1,7312,520

6,595

12,264

4,451

994 1465 1909388

02,0004,0006,0008,000

10,00012,00014,000

Users Migrated or Deleted Data Migrated or Deleted(GBs)

Items Migrated or Deleted('000)

Data Deleted (GBs)

Project Migration Metrics to Date

CADM+ FAS GSE

1043436

53333

26410

1

0 200 400 600 800 1000 1200

TotalFASCA…

HKSGSEHLSGSD

HMS

Total FAS CADM+ HKS GSE HLS GSD HMS

Project Training Participation (OneDrive)

MICROSOFT TEAMS TRAININGFILE SHARE PROJECT CURRENT AS OF JUNE 4, 2020

1030405

23381

59102

3345

2524

1067

0 200 400 600 800 1000 1200

TOTALCADM

FASHMSHDS

HSPHGSEGSDHKSRADHLS

HSDMHBS

TOTAL CADM FAS HMS HDS HSPH GSE GSD HKS RAD HLS HSDM HBS

Microsoft Teams Training Participation by School

5

Updates and Announcements

• Skype for Business (SfB) shut down - planned for the evening of June 12 with a final reminder email send out to active SfB users and leadership teams on June 5 (shown on next slide).

• O365 Tips & Tricks and O365 Using SharePoint online training courses now live!

• Jabber Soft-phone Expansion Complete - Replaces desk set with a softphone application on mobile or desktop device using your Harvard published phone number. Jabber for Multi-line allows for multiple line coverage.https://phone.harvard.edu/jabber-softphonehttps://phone.harvard.edu/jabber-multi-lines

• eFax Exploration (Cloud Fax solution coming soon) – simplified fax service using existing fax numbers, supports L4 data. Targeted a cost below that of an analog line. Can setup a future demonstration for the group if interested.

• New University-wide Adobe contract - new Adobe Enterprise license expands product availability and coverage while providing an overall cost-savings to the University. To realize the full benefit of the expanded license, users are asked to sign-out of all Adobe applications and websites and sign-back-in in the same manner you have in the past. More information to come.

6

Skype for Business Shutdown Final Email Communication

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Dear Colleague:

This is the final reminder of an important update for users of Harvard’s Skype for Business service.

What is happening?Harvard’s Skype for Business service will be shut down on June 12 at 6:00pm, and all users will be transitioned to Microsoft Teams. After this date you will no longer be able to access Skype for Business.

Why?Microsoft is retiring Skype for Business and replacing it with Teams, which brings file sharing, chat, and meetings into a single app to make it easier to collaborate with colleagues.

What do I need to do?You can start using Microsoft Teams today:

• In your web browser: Go to https://teams.microsoft.com and sign in using your HarvardKey. • In the desktop client: Follow these instructions to download and access Teams.

If you have recurring meetings scheduled in Skype for Business, you should move them to Teams before June 12:• Learn how to move your meetings to Teams• Learn how to access your contacts, conversation history, and other data

Where can I get help?• For questions, contact susan_delellis@harvard.edu• For help, visit the IT Help Portal to chat or submit a ticket, or call the HUIT Service Desk at (617) 495-7777.

More information• Get started with the basics of using Teams [PDF]• Register for a virtual class on how to use Teams [Harvard Training Portal]

Thank you, HUIT End User Services

Skype for Business (SfB) Transition Planning

User Resources

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Resources

• Microsoft Teams HUIT Service Catalog• Microsoft Teams Getting Started User Guide• Microsoft Teams Naming Conventions• Skype for Business Transition to Microsoft Teams• Using Microsoft Teams for Online Meetings • Microsoft Teams Quick Start Guide• Using Skype for Business and Microsoft Teams Together• SfB to Teams Transition Poster (print on 11x17, portrait)• Register for HUIT Microsoft Teams instructor led Training• HUIT Collaboration Tools Summary

Updates and Announcements

• Newer Knowledge Articles posted to support remote work:

• Using Microsoft Teams for Online Meetings• Access a Harvard University SharePoint Site or MS Team as an HBS user• Microsoft Teams Quick Start Guide • Scanning documents to OneDrive using the OneDrive iOS and Android apps• Add a password to an existing Zoom meeting• Enabling participant screen sharing in Zoom

9

FAS Migration Schedule – Active Shares

April / May Completed

• SharePoint updates:• MCB SharePoint:

a) Events Planningb) Post Doctoral Affairs

_________________________________• OneDrive Updates:• History #3 (Professor in Japan)• Animal Resources• Admissions & Financial Aid Pilot 5/20• Miscellaneous “Individual” Depts 5/27

_________________________________• File share monthly deletions: 500

a) FAS Home Drive- 116b) Library FAS-Depts- 384

Work-in-Progress

• SharePoint Updates: Active Engagement• MCB SharePoint: Graduate Programs• English Department• Athletics SharePoint: Finance• Music Professor Wolf: Storage solution for Video files________________________________________• OneDrive Updates:• Admissions & Financial Aid (6/22)• Athletics (6/24)• Anthropology• OEB, MCZ, Herbaria• CCB• IQSS / HMDC• Sociology (TBD)• Mem Hall Ops (Fall)• Harvard College Library________________________________________• File share monthly deletions (TBD)

10

Next Steps: FAS Outreach

Next Steps:• Analyze departments with shares under qty of 5:

- Check for “active” or “no longer employed” status in MIDAS. - Target remote migrations for the active - Support via virtual training through Harvard portal & 1-1 Zoom sessions as needed- Add to the “To be deleted” file for no longer employed at Harvard

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Next Outreach Planned: a) Human Evolutionary Biologyb) Bok Center for Teaching & Learningc) Museums (HMSC, Peabody, Semitic)

FAS Organizational File Planning – Update Organizational Files Planning Underway:

• Molecular & Cellular Biology – (May/June 2020)• Rockefeller Center for Latin American Studies – (TBD)• History of Art and Architecture (July 2020)• Ethnicity, Migration and Rights (TBD)

On the list:• FAS Admin Operations – (on hold)• English Department – (on hold)• Bok Center• Social Sciences• Hutchins Center for African American Studies• Davis Center• Government• Romance Language and Literature• Germanic Language and Literature• Faculty Affairs• Instructional Media Services

Completed:• Science Dean’s Office 12

O365 Tips & Tricks Concept

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We’re excited to tell you about a new resource that we’ve developed for the Harvard community. The O365 Tips & Tricks page offers useful information about OneDrive, SharePoint Online, and Microsoft Teams in a nontechnical format. On the site we’ll:

• Publish a regular digest with Tips and Tricks for OneDrive, SharePoint, and Microsoft Teams• Relay updates about new features in O365

• Share use cases from around campus on how your colleagues are these tools• Inform you of new training opportunities being offered around campus

O365 Using SharePoint Training & Demo

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SharePoint Online provides a range of collaboration tools for projects and teams including secure, centralized document management and sharing.

Come to this introduction course to learn how to navigate a SharePoint Online team site, learn about policies and governance at Harvard, and see how this service can help improve your work!

Regular sessions are available on the Harvard Training Portal.

Register now!

What’s New for You from HUITO365 Abandoned Group Connected Sites

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An ongoing process to identify groups and connected sites with no active owners for SharePoint, MS Teams, and Planner will be implemented in the late summer/fall timeframe. The process will work as follows:

Proposed Process:• For groups with less than 25 members: Email will be sent to members requesting recommendation for

two owners• For groups with 25 members or more: Email will be sent to CCS; CCS will reach out to IT partners to help

identify owners (current scope @19 instances)

Next steps:• Share initial reports with IT partners for their departments• Implement above process

15

What’s New for You from HUITO365 Expiration Policies

To improve life cycle management of O365 groups and sites HUIT is considering implementing O3665 Group expiration policies. Expiration Policies:

• Apply to group connected SharePoint sites, MS Teams and Planner instances.• Auto-renew groups with activity in the last 45 days• Every six months, send an auto-email notification to owners of groups with no activity in 45 days,

requesting group renewal§ Owners receive 3 or 4 email notifications on the following Schedule:

o 30 days prior to expiration, 15 days prior to expiration, 1 day prior to expirationo Group expires if no response; owners receive notifications that the group has been deleted.

Owners can recover the group w/in 30 days.

Current Estimated Scope:

• 9000 Groups, 890 groups with no owners (494 have no members)

What’s New for You from HUITESM Support Services FileMaker Server Migrations

Objective: Offer dedicated FileMaker support and service to the ESM-supported FileMaker community, at a cost savings.

Goal: Migrate the ESM supported FileMaker databases to Soliant Consulting Inc. servers, working in collaboration with the Soliant team to maintain an end-user focus and minimal disruption to the HUIT supported community.

Status: The project team is analyzing the current ESM FileMaker supported environment and finalizing cost savings in preparation for FY21 migrations.

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What’s New for You from HUITMicrosoft Office 365 Apps for Mac

Microsoft will be ending support for Microsoft Office 2016 on Mac October 2020. This means Microsoft Office 2016 for Mac will no longer receive important updates.

High Level Plan: HUIT has initiated a project to identify eligible computers to upgrade to the Microsoft 365 apps for Mac. Targeted customers will receive a communication with self-service instructions on how to complete this change.

Impact: For most customers, upgrading from Office 2016 for Mac to the Microsoft 365 applications should be straight forward. Users will be asked to run a task from the self-service software portal and sign into the Microsoft 365 apps with their HarvardKey.

Benefits: The Microsoft 365 apps are consistently updated with new features and enhancements that improve integration with Microsoft 365 online tools like OneDrive, SharePoint, and Teams.

Status: The project is entering its final stages of testing. Communications will soon be shared with the FAS communication committee for initial review.

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Questions & Feedback?

Thank you!