ARCHITECTURE & INFRASTRUCTURE COMMITTEE MEETING AGENDA FRIDAY, JUNE 14, :00 10:30 AM FAC 228D

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1 ARCHITECTURE & INFRASTRUCTURE COMMITTEE MEETING AGENDA FRIDAY, JUNE 14, :00 10:30 AM FAC 228D I. 9:30 10:00 Video Captioning Task Force Update (Linda Millstone, Julienne VanDerZiel) II. 10:00 10:30 Maintenance Designation Changes (Julienne VanDerZiel) III. 10:30 11:00 Office Update (Pei Chen)

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10 ITS is suggesting a change to the current maintenance designations. These changes will help clarify the nature of the maintenance and simplify communications. The new designations proposed are: Maintenance Type / SLA Scenario Impact Criteria* SLA Planned (Outage or Non- Disruptive: used in description) Regularly scheduled, reoccurring and routine maintenance May or may not impact production: Outages are not anticipated unless noted otherwise in the maintenance announcement - Minimum of 5 day notice - Non-business hours strongly preferred - Ideally falls within SLA maintenance Disruptions not included in SLA calculation if disruption announced Non- Disruptive Emergency One-time activity, with no expected impact to Production Production is down or One-time activity, expected to impact Production access Will not impact production Production is impaired or down from a user perspective, or there is high risk it will be. Users will be impacted. May or may not happen during business hours window - Less than 5 days notice (or use Planned) - Non-business hours preferred; business hours discouraged but possible - ITS directorship defined approval level - Required to address immediately Not included in SLA - If a disruption does occur, the Type turns to Emergency and will be included in SLA calculation Disruptions included in SLA calculation * UT Austin business hours: M-F 8 a.m. - 5 p.m.

11 MICROSOFT OFFICE365 PROJECT UPDATE JUNE 2013 Project Overview The goal of this project is to migrate UT Austin s on premise Exchange service (AEMS) to Microsoft s Office365 services, before the next round of hardware refresh (due Dec of 2013). It is also noted that Microsoft has officially announced the end of support for Exchange 2007 and 2010, so an upgrade to 2013 will be necessary if done locally. At this time, while Office365 is an enterprise level cloud solution that offers a complete set of business productivity services, only Exchange based and calendaring is within scope of this project. Since the last update to the AIC for this project in May 2013, ITS has started with the campus wide migration. We are now providing an update on our progress. Accomplishments since last update Completed Migration plan by department and communicated to user community Completed several user info sessions providing background, actions and current issues Collaborated with TSC s and IT Helpdesk to ensure they are ready to support users Have continually refined FAQ s to make sure of a smooth user transition Started campus wide migration Monday Tuesday Wednesday Thursday Friday Total Migrations by day for week beginning 6/ Migration timeline: Week beginning Monday: Phase II migration (campus wide) 4/8 4/15 4/22 4/29 5/6 5/13 5/20 5/27 6/3 6/10 6/17 6/24 7/1 7/8 7/15 7/22 Communications to users Migration User support and Issues Tracking User Support structure: First level: Departmental Technical Support Contact (TSC) Second level: IT Helpdesk Third Level: Catapult consultants working as part of level 3 support Issues Tracking: Existing list of known issues being tracked relating to user experience or overall service changes. Support cases opened with Microsoft as necessary. 1 Microsoft Office365 Project Update May 2013

12 MICROSOFT OFFICE365 PROJECT UPDATE JUNE 2013 Currently identified issues: Issue 1 Sluggishness within Office365 Impacting user experience Alternatives/Actions Microsoft recommended solution is to change to cached mode with download shared folders checked. Consider recreating the Office365 profile. Usually takes about 48 hours for Microsoft to properly index the user s data, so if still having slow performance after that, address with TSC. Case opened with Microsoft - pending 2 Search errors Related to indexing of new data being migrated to Office365. See above. Case open with Microsoft pending 3 Calendar and Resource issues Permissions shared calendar with group assigned permission assigned does not migrate properly. Meetings not showing up. Incorrect time zone - affects meeting times/reminders Solution: Re-creating the profile (documented in FAQ) Also take into consideration calendars could be on two different domains. Permissions are a bit different within Office365. Reapplying permissions might be necessary. Case open with Microsoft pending. 4 Large items 25MB Solution: If found during migration, automated process will create a.pst file and skip the large items. Users will be notified later with instructions on how to access those items to copy them to their local machine 5 Public Folders Migration Will defer to post-migration for data not critical in day to day operations. If business needs indicate, this will be prioritized as appropriate. TSC/Owner will need to notify us of folders to migrate. ITS will set up the high level structure and give you access. TSC/Owner is responsible for copying over data and assigning permissions. 6 Digital Certificates for encryption Have raised this issue to Microsoft. 7 Listing of accounts without departments Have received feedback to ownership of some all others will be migrated at the very end of Phase 2. 8 OWA not signing out correctly As with all cloud services, closing the browser is the best way. However, an internal development is currently being worked on to address Office365 only issue. Will deploy after being reviewed by ISO. 2 Microsoft Office365 Project Update May 2013