Google Daily Bulletin - Phase 2 - Monday, June 18

posted Jun 19, 2012, 6:00 AM by Rita Girardi   [ updated Jun 19, 2012, 7:11 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 2 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:
  • Athletics
  • Communications
  • Center for Research on Learning and Teaching
  • General Counsel
  • LSA - Language Resource Center, Judaic Studies, Communication Studies, Screen Arts & Cultures, International Institute, History, and Instructional Support Services
  • Office of the Vice President for Research
  • Rackham
  • Ross
  • Student Affairs
  • University Audits
  • University Musical Society

Number of users migrated: 4,074

Departmental resources (e.g. conference rooms) migrated and/or created:  289
Departmental accounts (e.g. departmental mailboxes) migrated and/or created:  278

Migration Summary
Initial mail migration began on Wednesday, June 6 and was completed by Monday, June 11.  Daily delta migrations were completed for the remainder of the week.  Calendar migrations for those with Meeting Maker calendars began at 5:00 pm on Friday, June 15.  Google migration activities for the rest of the faculty and staff began at 8:00 pm.  The entire process completed around 5:00 am on Saturday.
  • Messages (IMAP and Exchange) succeeded/attempted: 47,820,509 / 47,877,381 (12 million more messages than the first major migration on May 14)
  • Accuracy rate: 99.88%
  • Calendar events (Exchange) succeeded/attempted: 2,036,930 / 2,039,608
  • Accuracy rate: 98.87%

Transition Desk Summary
DateTransition Desk Tickets
Saturday, June 1629
Sunday, June 1733
Monday, June 18186

Google Guide Summary
Student Google Guides and ITS and Unit Staff Google Guides were on-site at 47 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 (10:00 am to 2:00 pm ), Athletics and Rackham on Saturday, June 16.

Over 185 faculty and staff were provided assistance by Google Guides. The topics of the support questions that were covered included:
  • Email: 146
  • Calendar: 153
  • Mobile device set-up: 86
  • Collaboration tools: 15

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.  Some units provided their own executive support, but the project team provided Executive support for the following units:
  • Student Affairs
  • Center for Research on Learning and Teaching
  • Office of the Vice President
  • Office of General Counsel
  • Office of the Vice President for Research
  • Office of the Vice President of Communications
  • Rackham
  • LSA - Communication Studies
  • University Audits

Issues
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 Meeting Maker calendars
    About 25 of the 127 MeetingMaker calendars did not migrate completely.  
    After investigation, it was found the affected users had multiple calendars and only their primary calendars migrated, not secondary ones.  The server-side migration tool does not migrate secondary calendars.
    • Corrective Action:  The Meeting Maker client will be used to extract the .ics file and re-import into the user’s Google Calendar.

  • Data in one unit’s resource calendars did not migrate

The data in the resource calendars for the unit did not migrate.  The project team reviewed the Departmental Resources worksheet that was provided by the unit.  The unit inadvertently forgot to mark anything in the column “Migrate Data?” so the data was not migrated.

    • Corrective Action:  The Unit IT staff manually migrated the calendar data from Exchange to Google.  The project team will remind units in future migration groups to complete the columns in Yellow on the Departmental Resources worksheet.

  • Users with Med Affiliation needed approval to be moved out of restricted sub-org

Fourteen (14) people with a med affiliation could not be migrated to Google since approval had not been granted by the individual users to be moved out of the restricted sub-org.

    • Corrective Action: For this phase, users need to provide approval for this move by June 20.  Then these users can be migrated in the mini-migration.  For future phases, the list of users with a med affiliation will vetted in advance of the migration to assure that all approvals have been received for the migration.
  • You’ve Gone Google! messages sent twice to users

On Friday night, about twenty-five (25) users were removed from the “You’ve Gone Google” mail list that was sent out on Saturday morning. After numerous attempts to send out this message, it was successfully sent at 8:28 am. These messages were sent out again on Saturday night at 9:21 pm.  This was caused by the support person responding to the issue and correcting the problem with the mass mailing system.

    • Corrective Action:  The issue with the mass mailing system has been corrected.
  • A small percentage of users did not get migrated and/or did not have all of their data migrated.

This occurs during each migration for various reasons including, but not limited to: users not making selections in the Migration Assistant, users missing from the migration list, applicable options missing from the Migration Assistant, and new faculty or staff hiring into the unit after the Migration Assistant was closed.

    • Corrective Action:  A mini-migration and re-migration have been set-up to be completed by June 28.

Conclusion
Since there are no major or minor open issues, a Day Two report will not be sent on Tuesday.  

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