O365 Mail Users Forum - California · PDF fileThoroughly review list of mailboxes that you...
26
O365 Mail Users Forum Thursday, February 23, 2017
Transcript of O365 Mail Users Forum - California · PDF fileThoroughly review list of mailboxes that you...
O365 Mail Users Forum
Thursday, February 23, 2017
Roll Call
O365 Reminders
CDT O365 Service Descriptions
CDT O365 Migration Updates
O365 Lessons Learned
ProofPoint Exit Status
Group Discussion and FAQ’s
Closing Remarks
Agenda
Mark EubanksCalCloud Services Branch, CDT
Introducing…
O365 Migration Reminders
Migration Services SR’s to submit to CDT for O365 Required
o Licensing Procurement
o Migration with Migration Vendor included
o Global Address List (GAL) Connect and Configure
o Network Configuration for GAL
o MS Shared Premier Services ( if dept. doesn’t already have it)
Optionalo Network Modifications
o DNS Changes
o Shared ADFS
o CDT O365 Tenant Management Services
o Proofpoint
o MS Premier Training
Just prior to completing migration to O365 Stop Service SR to end CES and CA.Mail billing is required
Service End Dates CES contract ends Oct 12th 2017
CA.mail Sunsets Dec 31st 2017
O365 Support is via the O365 support line or escalated via Premier Support
Important links to O365 Info
https://access.ca.gov/FAQ_O365.htm
http://www.servicecatalog.dts.ca.gov/services/email/ces/overview.html
O365 Migration Reminders
6
O365 License Procurement Process
7
Migration Services Procurement Process
Available CDT Services
Statewide O365 TM (TBD)
o Budgeting purposes ($2.00 per user per month)
Statewide Shared ADFS o (0.99 per user/per month)
Statewide Shared GAL o (0.26 per user/per month)
O365 Service Descriptions
CDT O365 Tenant Management Service Description
Shared ADFS services
Exchange Admin PowerShell/Exchange scripting
Distribution Groups
Message tracking/trace
SPAM/Virus Management Support (EOP tenant)
Assist with the O365 Office suite
Outlook Support & Mailbox Management– (configuration and troubleshooting)
Enterprise Mobility Suite support
Mobile handheld support for Apple and Android
Each department would utilize the OTech service desk to initiate Tenant Management assistance
O365 Service Descriptions
Fully managed CA.Mail customers to
O365 Federating OTech CES.Local & SBCS domains with
new O365 Cashared.ca.gov domain will allow small departments to consume O365 services by either.
O365 Service Descriptions
CDT Shared ADFS Service Description Set-up (documentation for both sides)
Maintenance & Support of ADFS infrastructure
Trusts/Set-up/Troubleshooting
Two-Factor Authentication available on request
O365 Service Descriptions
CDT Shared GAL Service Description AAD Configuration
GAL Maintenance o Support/Patching CAshared.ca.gov domain
• GAL Sync o Monitor and support
• Support for AAD Connector to the OTech Cashared.ca.gov domain.
• FAQo Contacts are created/managed in each dept. O365 tenant
o Each dept. contacts are not part of the Shared GAL
o Dept. users, groups and resources from the local dept. AD AND configured in AAD are sync’d in Shared GAL
O365 Service Descriptions
Overall Status
25 Departments completed migrationo 75,417 Mail boxes
O365 Migration Updates
CES Migration Status
CES o 22 departments (68,617 mailboxes) have been
migrated.
Scheduledo DCA scheduled 3/6/17
o DHCS scheduled 3/13/17
o CDPH scheduled 3/17/17
O365 Migration Updates
CA.mail Migration Status
4 departments (6,700 mailboxes migrated)
Scheduledo CUIAB scheduled 3/4/17
o OSI scheduled 3/17/17
o DOR scheduled 3/24/17
o DIR scheduled 4/7/17
Frank Espinosa [email protected]
Single point of contact for CA.Mail migrations
O365 Migration Updates
CDSS Susan Slaven& Planet Technologies Kyle Green
Introducing…
Thoroughly review list of mailboxes that you want migrated long before the migration occurs to cut down on re-migrations when you're busy with post-migration support
Identify whether or not there are any project teams working closely with other departments/agencies to communicate to them how migrations will impact collaboration
Identify "Power Users" and be cautious before rebuilding their Outlook profile, take note of everything they access
Make sure service desk knows this isn't supposed to be necessary
Arm your support staff with the reference documents exported from CA.Mail to confirm/verify permissions
Shared mailboxes being accessed like a user mailbox will be impacted once converted to shared These are hard to identify
Start prerequisite & discovery tasks early, need to identify and potentially clean out old pre-CA.Mail attributes with a Vendor's assistance
Lessons Learned
Lessons Learned
What went well
Intune was deployed to all mobile devices and went extremely well
User communications really helped prepare the end users for what to expect and how to get support
Post-migration triage teams helped day-of support
Dennis BarnesCSRA (CES Prime Vendor)
Introducing…
Exit options have been chosen by all
Departments
Issue: Dept. that choose to export their own data
are exporting all at the same time
The queues are full of large exports
o This prevents departments with small urgent (PRA)
exports from being processed. In a timely fashion.
o Appliances are congested causing performance issues
The appliances:
Process Jobs FIFO (first in first out)
Current Proofpoint export Issue
Backend resources are over-consumed due
to the high volume of manual exports being
performed.
Due to the high volume of these exports,
CSRA will be coordinating the manual
exports for those who are doing it
themselves.
Manual Export Process
CSRA Coordinating Strategy
There are a total of 6 applianceso 2 will be reserved for urgent eDiscovery requests, small exports
only
o 4 will be dedicated to departments performing bulk (Large) exports.
• CSRA will assign one department to one appliance and that
appliance will only be used by that department until they
complete downloading all data
• Once a department is finished, CSRA will assign another
department that appliance until all departments cycle through
their exports
CSRA will monitor the queues to ensure only the
department assigned to that appliance are using it.
Manual Export Process
The below best practices must be followed to
ensure departments complete the exports as
quickly as possible.
All export jobs should be less than 500G
After export is finished, download files and
delete them from Proofpoint GUI immediately.
When your department is assigned an appliance
please ensure you have jobs queued and are
exporting at all times, please monitor closely.
Proofpoint Best Practices
CSRA needs departments to cancel all current large jobs, if your department has urgent need for small exports, an appliance will be provided
CSRA needs all departments attempting to manually export their Proofpoint data to email [email protected]
Provide the following within the email: Indicate export type, legal holds only, all user data
The best time to export
Point of contact for your department
Schedule will be developed and communicated via email on Monday 2/27/17
Next Steps
The options are:
All Data
Litigation holds only
Specific users
Date range
• Early next month departments will receive AT for
exporting data from Proofpoint to Microsoft.
• If export by disc is preferred, contact
Proofpoint – Vendor Export
