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 [email protected]•Lisa Loberg [email protected]•Tammy White [email protected]
Migration from GroupWise to Zimbra:
K-State Libraries’ Case Study