1. Data Migration Plan

2. Topics Data Migration Plan Changes Tools for Migration Notification
Team Members
Testing the Migration
What We Need
Changes
Notification
Day of Migration
After the Migration
Schedule Migration
Topics we will be covering today

3. Data Migration Plan Why is it necessary to migrate the data
What data will be migrated?
How will the data be migrated?
When will the data be migrated?
Roll back plan
Pilot test plan
Why is it necessary to migrate the data?
The data is being migrated because existing servers that are currently hosting the company data are obsolete and need to be retired.
What data will be migrated?
The employees home folders and department/group data will be migrated
How will the data be migrated?
It will be migrated from the old server to the new network storage (filer).
When will the data be migrated?
Your data will be migrated during the time you schedule with the migration team.
Roll back plan?
After the migration takes place IT will verify that it is available and can be accessed before updating the profiles on the desktops. The data is not being moved; it is being copied to the filer allowing IT to roll back if needed. The data will remain in the former location for a period of time but hidden from everyone to avoid confusion.

4. Tools for Migration DFS Links Robocopy Scripts Department worksheet
Checklist
Department Migration List and Schedule
Technician Users Schedule
DFS Links
DFS is a service that provides a single point of reference and a logical tree structure for file system resources that may be physically located anywhere on the network. Using DFS to share network resources across the network provides the following benefits.
By using DFS one can organize resources.
It facilitates navigation.
Facilitates administration.
Preserves permission.
Robocopy Scripts
This is the tool the team is using to transfer the data from the old server to the new storage device (filer)
Department Worksheets
This worksheet is used to collect the information on the employees in the department and their home folders. Also to keep track of the group data where data is and where it will be migrated to.
Checklist
There are two checklist the Admin checklist and Helpdesk checklist.
These are used to check off the steps while migrating the data and update the profile on the desktops
Department Migration List and Schedule
The department migration list will list the companies departments and schedule migration time. It will also keep track of the group data that hasn’t been migrated.
Technician and Users Schedule
This will be used to schedule the technicians' visit to the desktops.

5. Team Members Phyllis West – Project Manager
Margy Day – IT Director – Stakeholder for Management for project
Vinh Ly – System Administrator
Michael Su – Manage Helpdesk
Team Responsibilities

6. Testing the Migration Pilot test conducted on IT and Facilities
Migrated Finance, Accounting and Purchasing
Migrated Human Resources and Environmental Health and Safety
Migrated Executives, Investor Relations, and Business Development
Pilot Test
A test was performed using IT and Facilities Department as a pilot test. IT used this as a trial run for the robocopy scripts, checklist and paper-flow, length of time the data took to migrate, and made a note of the level effort and elapse time for visiting desktops. Based on this test , IT determined that the data should be moved overnight due to the length of downtime, and desktops visited first thing in the morning.
Data Migration completed
After the pilot test the next departments that were migrated were Finance, Accounting and Purchasing. The data migration ran smoothly and the team discovered ways to perfect the process.
The data has already been migrated for Human Resources and Environmental Health and Safety.

7. What We Need Migration options Department/Group folders
Migrate during the day
Migrate at night
Migrate during the weekend
Department/Group folders
Schedule Migration (Date and Time)
Point-of-contact person in your department
Schedule when employees arrive in the morning
Priority list to visit desktops
Choose a migration options.
During work hours
Employees will be down during the migration
Helpdesk will need to visit each desktop
Migrate at night – (preferred solution)
The data will be migrated at night
Desktop will be visited in the morning.
Access to and home folders while waiting for a technician
Weekend migration (lease viable solution)
Passwords will need to be changed for all employees to get access to each desktop.
(This is not a good solution for security purposes).
No interference with work.
Helpdesk will visit each desktop before the your employees return to work.
Department/group folders
Discussion on permission to the group folders and location.
Schedule Migration
Arrange a time and date that is convenient for your department’s migration
Point-of-contact person
Go-to person for the team and your department.
Schedule when employees arrive in the morning
Priority list to visit desktops

8. Changes Navigation to servers Update profile Map Drives Shortcuts
Embedded shortcuts
Navigation to servers:
Employees will no longer be using the server names to locate date. The links are virtual and need to be access through the map drives which will now be used for navigation.
Update profile:
After the data is migrated a helpdesk technician will visit each desktop to update employees profiles. The updates includes changing map drives and desktop shortcuts to the new location for the data and other maintenance.
Embedded shortcuts:
All shortcuts will need to be updated. Any shortcut that is in folders/subfolders and references a link to data that has been moved will need to be deleted and re-created. This can either be completed by your employees or a technician. Sometimes this is not discovered until you use them again. Should you find a shortcut that needs to be re-create please put a helpdesk ticket in so we can assist you.

9. Notification Email date and time to employees in department
Send schedule to employees for desktop visits
Send Migration Questions & Answers document.
Notification:
A will be sent out a week before the migration to inform employees about the migration. At this time please let us know if something has come up and this is not a good time.
Another will be sent the night before the migration with the Migration Question and Answers.
The day before the migration a schedule will be sent to inform your employees when to expect a technician at their desk to update their profile.

10. Day of Migration What will happen the time of the migration
Visit all the desktops
Employees be available during desktop visits
Day of Migration
The data will be migrated according to your migration option. After the data is migrated technicians will visit all the desktops to update the profiles according to the schedule. We are asking that employees be available while the technician are doing the updates so employees can verify their data.

11. After the Migration Contact point-of-contact person
Verify that everybody is able to access their data in the department
Everything is running smoothly
Any other questions
After the migration
We will contact you and your point-of-contact person to make sure everything is running smoothly and address any problems or concerns you have about the migration.

12. Questions?