Status of Exchange deployment Alberto Pace for the IT/IS group Desktop Forum, April 3 rd 2003

From last meeting (October 2002) u Mail Migration task force created, representatives from all divisions ( u Meeting once or twice every month u General place to coordinate and discuss organizational and technical issues

Migration status u More than 1600 today u From 180 users end of October

Migration strategy u Mainly division by division but u Volunteers from other divisions welcome u Users allowed to delay their migration u Currently focused on IT, SPL and AB divisions u ST, AT, EST in the pipeline

Migration workflow u Very little changes for the users not interested in the new features u Main change: Mail Password = NICE password u Pine users must use pine version 4.44 u default on LXPLUS and on recent CERN linux distributions u However, users are interested in the new features (see later)

Migration workflow (2) Ask for migration MailAccept / Delay form

Migration workflow (3) u u Migration Form u u User accepted migration. u u Accessible directly from MMM homepage.

Migration statistics 630Users migrated alone (!) 294Users migrated following workflow 13Users asked to delay their migration 148Users did not respond 310Users requested Office XP installation 323Mail password synchronized. 241Nice password synchronized. 294Total users: migrated following workflow. 166Total users: migrated after Ask for migration mail 72Total users: migrated after first reminder mail 56Total users: migrated after many reminder mails 58Total users: asked for a delay. Statistics have been made on the last 924 users of the service. All other users (>800) have migrated “alone” before the official migration workflow was available. These users have not been counted in the statistics.

Once mail is migrated u Users can continue to use mail as before (no changes) u … or use the extra features: u Web interface ( u Secure communication u Anti-Spam filters u Calendaring and collaborative tools u To use some of these features, the mail client needs to be reconfigured u Some support issues

Migration task force report u Users are migrating “faster” than planned u Several action taken to ensure smooth migration u Training sessions for the local support staff Training sessions u Recorded seminars for end-users Recorded seminars u Improved end-user documentationdocumentation u Technical documentation for support staff Technical documentation u Road Show and live seminars u 20 and 27 March, AB division u April 3, SPL division u April 8, ST division u April 10, AT and EST u EP forum foreseen

Migration Task Force Report (2) u Some division are interested in using the collaborative features u calendars, shared mailbox, task assignments, workflow, follow-up, etc… u They need to deploy Office XP mail client u Do all changes in one go u The current migration is ‘server side’ to (only) allow willing users to use the new features u Reinstalling the mail client requires user support u Contacts / Local mail should be migrated from local files into the mail server u We have invested lot of effort in documentation, seminars and local support training for these migrations

Non responsive users u 15 % of the users do not respond to migration mail u Remember: The mail allows users to delay the migration u A large majority of these are unattended mailboxes u Remember: CERN has 15’000 mailboxes but only 2’700 staff members u CERN computing rules enforce the statement that users MUST be responsive to service mails u We cannot migrate a mailbox when passwords are not synchronized u Remember: we do not know users’ passwords u Proposal (for the long term): u After several (more than 4) unanswered mail (spanning several months), the user’s password will be reset and the mailbox migrated. u This will de facto block the account. The user will have to contact the helpdesk to have his password changed back to a known value.

Conclusion u Good collaboration with Task Force members u Migration on going, smoothly u 25 % of “Active users” already migrated u Zero users have expressed the wish (or the need) “to go back” to the old service u On going work to improve the migration to Outlook XP on Windows u Remember: not mandatory u Only for users willing to do so