CHECK Conference Ft. Hays State University May 26, 2010

Migration from GroupWise to Zimbra: K-State Libraries’ Case Study

Renee Gates, K-State Libraries, IT CoordinatorLisa Loberg, K-State Libraries, Desktop Support CoordinatorTammy White, K-State Computing & Telecom Services, Senior Systems AnalystScott Finkeldei, K-State Office of Mediated Education, Asst Director of IS

Introduction

K-State needed a GroupWare productK-State Libraries had been on GroupWise for 10+ years

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Background Information: University Goal and Process

University goal was to ensure a modern web-based client that allowed email / calendaring client connectivity

First time that K-State has an email / calendar and collaboration suite that ALL K-Staters are using 2 committees formed – reps from all areas

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Background Information: University Goal and Process

E-mail only to start Comfort levels Currently 2 systems How to handle calendar mail messages

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Background Information: Hoopla, Hoops, and Hurdles

Close involvement with New Administration and campus at large New President, Provost, and IT Leadership Open forums, IT Tuesday, college and department meetings, etc.

Special permission to host off-site Lawyers, Board of Regents, and State Security, confidentiality, and intellectual property

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Background Information: Hoopla, Hoops, and Hurdles

Why did we choose to host off-site? Software as a Service (SaaS) is the new norm Expense of Maintenance and Support of infrastructure

Hosting offsite hurdles Zimbra product team

Define process for data security and recovery, workflow management, tech support escalation, upgrade and configuration management

Mergers and changes Zimbra sold to VMWare and Yahoo ends hosting Re-negotiate hosting with Merit

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

The Libraries’ Role

University early adopters from Library Library needed to migrate all services togetherSome GW users migrated manually A proposal

Pilot group Set expectations

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Naming Conventions University wide Collaborative Efforts Groundwork

Public vs. internal Appointment options Group account setup, shares Contact groups vs. distribution lists 2 month timeline

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Planning for Library Transition

Room Availability and Web Forms

Web pages and forms Room availability Internal Room/Equipment Requests

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Technical Migration ConsiderationsAutomated vs. ManualWhat migrates (e-mail, calendar, tasks, contacts,

trash, shares, etc.)Hurdles

Shared resources: ACLs and ownershipRecurring appointments

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

In House Preparation - LisaFriday FundamentalsTraining Bites

15 minutes multiple offerings

Checklists

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

In House Preparation

After effects – follow up, issues, reportingQ & A sessions

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Success Preparation Communication Training Follow up

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study

Q & A•Renee Gates regates@k-state.edu•Lisa Loberg lloberg@k-state.edu•Tammy White tammy@k-state.edu

Migration from GroupWise to Zimbra:

K-State Libraries’ Case Study