Daily Bulletin - Phase 1 - Monday, May 14

posted May 15, 2012, 6:18 AM by Rita Girardi   [ updated May 15, 2012, 6:37 AM ]

We will provide daily updates after each major phase of the project until technical issues and support issues return to a moderate level. The Phase 1 migration occurred this past weekend. This email details the activities completed during the first business day of operation.

The following units migrated to Google this weekend:
  • Academic Affairs
  • Facilities and Operations
  • Finance
  • Ford School of Public Policy
  • Human Resources
  • Law School
  • President’s Office, Provost’s Office, Secretary’s Office, VP/Government Affairs Office
  • Public Goods / Cultural Connections
  • School of Art & Design
  • School of Education
  • School of Information
  • School of Music, Theatre, and Dance
  • School of Social Work
  • Taubman College of Architecture and Urban Planning
  • University Library

Number of users migrated: 4,952
Departmental resources (e.g. conference rooms) migrated and/or created:  357
Departmental accounts (e.g. departmental mailboxes) migrated and/or created: 186

Migration Summary
Initial mail migration began on Thursday, May 3 and was completed by Wednesday, May 9.  Daily delta migrations were completed on May 10 and May 11.  Calendar migrations for those with large calendars began at 5:00 pm on Friday, May 11.  Google migration activities for the rest of the faculty and staff began at 8:00 pm.  The entire process completed around 7:30 am on Saturday.

Due to a problem with the migration reporting tool, statistics for the number of emails migrated (and accuracy rates) are not available at this time.  This information will be added it to a future daily report.

Transition Desk Summary
DateTransition Desk Tickets
Sat, May 1232
Sun, May 1329
Mon, May 14195

Google Guide Summary
Student Google Guides and ITS and Unit Staff Google Guides were on-site at 33 locations on Monday. The number of on-site support personnel ranged from one to five depending on the location and unit preference.

Additionally, project team members and Unit IT Staff were at Fleming and the Law School on Saturday, May 12 from 10:00 am to 2:00 pm.

Over 226 faculty and staff were provided assistance by Google Guides. The topics of the support questions that were covered included:
  • Email: 176
  • Calendar: 104
  • Mobile device set-up: 66
  • Collaboration tools: 23

Executive Support Summary
As part of the roll-out, each unit identified executives and other key personnel that needed special face-to-face consulting as part of the roll-out.  Most units provided their own executive support, but the project team provided Executive support for the following units:
  • Architecture and Urban Planning
  • Art & Design
  • School of Social Work
  • Clements Library
  • Office of Financial Aid
  • Fleming Offices (including President, Provost, CFO and others)

Overall, the migration of data and the support of users went very smoothly this weekend.  The biggest issues that were faced included:

  • Incomplete migration of some large calendar events
    27 of the 150 large calendars experienced an incomplete migration on Friday night / Saturday morning.  It was confirmed that most of the missing events were from secondary or non-core calendars.
    • Corrective Action.  Instead of re-migrating the calendars, instructions were provided to these users and/or their administrative assistants to complete a comparison of the old Exchange calendar with the new Google calendar and add any missing events.
  • EECS email did not migrate to user account
    One user with EECS email did not successfully have all of the EECS email migrate to the Google account.  The problem was due to an incorrect setting on one of the servers.
    • Corrective Action: The setting was modified and mail was re-migrated. The re-migration was completed by Sunday at 7:00 pm
  • Resource calendars migrated from Meeting Maker are not showing events.
    Calendars migrated from Meeting Maker are not appearing on the resource calendar in Google.  These meetings are however appearing on the people’s calendars.
    • Corrective Action:  Analysis is still underway.
  • Some users received declined conference rooms invitations
    This issue occurred for a limited number of resources and was related to previously declined calendars.
    • Corrective Action:  The owner of the resource needs to go into the calendar and accept the meeting invites.  
  • Slow processing in MCommunity
    The Friday night migration ran longer than expected because handling of “sub-org movement” in MCommunity was slower than expected.
    • Corrective Action: Additional analysis will be required prior to the June 18 migration to better optimize the sub-org movement.
  • Some users did not get migrated over the weekend
    Before each migration, the project team provides each unit a list of users that is derived from various sources - HR data warehouse, MCommunity, and unit lists.  Unit representatives review this list to make sure it is complete.  Despite this process, people are sometimes missed.  Approximately 25 faculty and staff have been identified as being missed this weekend.  
    • Corrective Action:  A mini-migration will be performed over the next week or so to migrate these individuals to Google.  The actual date will be determined on Wednesday, May 16 when the total numbers of users for the mini-migration have been identified.
  • Sponsored Affiliates cannot self-migrate yet
    Due to a problem with the migration tools, self-migration was not enabled for Sponsored Affiliates this weekend.
    • Corrective Action:  The Sponsored Affiliates will be loaded into the Migration Assistant later this week.  A communication will then be sent out to these Sponsored Affiliates to perform their self-migration at that point.

Although there are no major open issues, there are enough minor open issues to warrant a Day Two report on Tuesday.