File Share Project

Central Administration+ File Share Engagement Council

Fileshare.harvard.edu

HUIT Communications and Collaboration Services (CCS)

CADM Engagement Council

Jan. 13, 2020 1:00pm – 2:00pm 114 Mt. Auburn Rm. 406

• Celebratory Milestone! CADM+ User File Share Migrations Complete!

• Project Updates and Skype for Business Transition Planning: Susan DeLellis

• Support Services Early Adopter Program Status: Matt Reader

• CADM Organizational File Planning: Barbara Loblundo

• Organizational File Hub Site Design and Demo: Michelle Tutunjian

• Tips on Sharing SharePoint Sites: Chris Viklund

Agenda

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Co-Chair Report

File Share CADM+ Engagement Council

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Congratulations to all on a job well done!

• CADM+ User file share migrations complete (deletions in progress)• OGC remains for future attention• @$75,000/year in savings for CADM and Affiliate departments

A special Thank You to Amy for her leadership and support

• We wish you well in your next chapter – you’ll be missed!

Some Summary Lessons Learned

• A good portion of the project was about cleanup: 83% users deleted, 54% data deleted • OneDrive Training has helped greatly with adoption (@50% participation rate)• The bigger nut to crack is with organizational (departmental) files

Zoom Video Conferencing – For faculty, staff, and students

Get your free Pro account today• Host meetings with no time limits• Collaborate with up to 300 participants at a time• Connect from any device from any location

Zoom training is available now – Sign up today!• Go to the Harvard Training Portal to

v Attend an instructor-led or online classv Watch a training videov Ask me anything sessions

o Open forum to share ideas or get quick help

Need Help?• Zoom 24x7 Support: https://support.zoom.us• Local IT Help desk or https://huit.harvard.edu/ithelp

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FILE SHARE PROJECT DASHBOARDINDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF JANUARY 9 ,2020

5,567

3,195

5,269

1,7311,708

4,3845,140

3,558

543 1971134

310

1,0002,0003,0004,0005,0006,000

Users Migrated orDeleted

Data Migrated orDeleted (GBs)

Items Migrated orDeleted ('000)

Data Deleted (GBs)

Project Migration Metrics to Date

CA FAS GSE

CADM+ Summary Stats

988 Users Migrated 4,579 Users Deleted1,464 Data Migrated (GBs)1,731 Data Deleted (GBs)2,070 Items Migrated (‘000)3,199 Items Deleted (‘000)

500 Users Trained

794237

5002319

510

0 100 200 300 400 500 600 700 800 900

TotalFASCA

HKSGSEHLSGSD

Total FAS CA HKS GSE HLS GSD

Project Training Participation

5

6

847

4,050

5,583

10,480

543

1,708

5,567

7,818

0 2,000 4,000 6,000 8,000 10,000 12,000

GSE

FAS

CA

TOTAL

GSE FAS CA TOTAL% Total Users Migrated or Deleted 64% 42% 100% 75%Users Migrated or Deleted 543 1,708 5,567 7,818Total To Be Migrated or Deleted 847 4,050 5,583 10,480

(73%)

(100%)

(38%)

Project Migration Progress to Date – Users Migrated or Deleted*

(64%)

FILE SHARE PROJECT DASHBOARDINDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF JANUARY 9, 2020

* Does not include HSPH

76%

91%

85%

87%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

OneDrive App% rating a 4 or 5 out of 5, "very easy"

Frequency of Communication% saying who responded "just right"

Clarity of Communications% rating a 4 or 5 out of 5, "very clear"

Overall Experience% rating a 4 or 5 out of 5, "great experience"

Migration Feedback from All Customers

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Narrative Feedback:

• Well communicated and planned

• Hardest aspect is understanding the sharing options available.

Survey Feedback:

90%

93%

100%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Pace of the course was "just right"

Topics were presented "very clearly"

Would recommend session to colleagues

Training Feedback from All Customers

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Narrative Feedback:

• Attendees are excited about the mobility features (mobile app, ease of use from home, etc.)

• Attendees liked bringing their own laptops to the sessions.

• Attendees respond well to the blend of demonstration and hands-on learning.

Survey Feedback:

Skype for Business (SfB) to Microsoft Teams Transition Planning

Project Updates

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• Targeting Spring of 2020 to fully transition SfB to Teams

• Introductory Email sent to CADM SfB users, this File Share group and internal HUIT support personnel on 12/18/19 (full text shown on next slide)

• HUIT has completed the push down of the Teams app to desktops (@95%)

• Microsoft Teams Training classes scheduled out through April 2020

• We are recommending if you have recurring meetings currently scheduled in Skype to convert them to Microsoft Team meetings now (KBA forthcoming on how to do this)

Skype for Business (SfB) to Microsoft Teams Transition Planning

Project Updates

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Resources

• Microsoft Teams HUIT Service Catalog• Microsoft Teams Getting Started User Guide• Microsoft Teams Naming Conventions• Skype for Business Transition to Microsoft Teams• Using Skype for Business and Microsoft Teams Together• SfB to Teams Transition Poster (print on 11x17, portrait)• Register for HUIT Microsoft Teams instructor led Training• HUIT Collaboration Tools Summary

Skype For Business Transition Introductory Email sent 12/18/19

Sent to members of the CADM+ File Share Engagement Council, CF&A Leaders Team, HUIT Support Staff and existing CADM users of Sfb in the past year

DearColleague:

IntheSpringof2020,HarvardUniversityInformationTechnology(HUIT)willtransitionMicrosoftO365SkypeforBusiness(SfB)toMicrosoftTeams. WearemakingthischangeasMicrosofthasannouncedtheyarediscontinuingSkypeforBusinessasaservice.

Morethanjustachatservice,MicrosoftTeamsbringstogetherInstantMessaging,FileManagementandOnlineMeetingsintoasingleworkspaceforfacultyandstaffteamproductivity.

WithMicrosoftTeamsyoucanexpect:

• A commonplatformacrossHarvardforcommunicationanddocumentmanagement• Collaborationwithexternalcolleaguesthroughtheadditionofguestteammembers• On-the-goteamworkwiththeMicrosoftTeamsMobileApplication

Overthecoming monthsyou willreceivemoreinformationontheSkypeforBusinesstoMicrosoftTeamstransition andimpact. Thechangewillbeaseamlessconfigurationchange,withthedeploymentofanewdesktopapplication.OtherMicrosoftapplicationssuchasOneDriveandSharePointwillnotchange. Inthe meantime, tolearnmoreabout MicrosoftTeamsreviewour ServiceCatalog orregisterforano-costinstructor-ledtrainingclassfromthe HarvardTrainingPortal.

AlsocomingsoonwillbemoreinformationaboutZoom,theUniversity’seasy-to-use,video-conferencingtool.PleasevisittheZoomServiceCatalogpage ifyou’dliketolearnmorenow.

Pleasecontactsusan_delellis@harvard.edu withadditionalquestions.

Thankyou,HUITEndUserServices

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Microsoft Teams Instructor-led TrainingRegister for classes on the Harvard Training Portal

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Using Microsoft Teams: Located at CWD 124 Mt. Auburn Street

• Monday, January 13, 2020 from 3:00pm – 4:30pm | Register here!• Monday, January 27, 2020 from 3:00pm – 4:30pm | Register here!• Monday, February 3, 2020 from 3:00pm – 4:30pm | Register here!• Monday, February 10, 2020 from 3:00pm – 4:30pm | Register here!• Monday, February 24, 2020 from 3:00pm – 4:30pm | Register here!• Monday, March 2, 2020 from 3:00pm – 4:30pm | Register here!• Monday, March 16, 2020 from 3:00pm – 4:30pm | Register here!• Monday, March 23, 2020 from 3:00pm – 4:30pm | Register here!• Monday, March 30, 2020 from 3:00pm – 4:30pm | Register here!• Monday, April 6, 2020 from 3:00pm – 4:30pm | Register here!• Monday, April 13, 2020 from 3:00pm – 4:30pm | Register here!• Monday, April 27, 2020 from 3:00pm – 4:30pm | Register here!

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HUIT End User Services Communications Standardization Efforts

– Starting with HUIT Communications and Collab. Services & Support Services

– New Email address for service communication to CADM, FAS & Professional Schools– HUIT_User_Services@harvard.edu (we will be retiring HUIT_Fileshare@harvard.edu)– Standard Message Template and formatting– Updated CADM & School email lists

We’ll also be looking to develop a more Standard Service Delivery Framework

More to come this Spring!

Project Updates

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HUIT Support Services Early Adopter Program

• Thank you all for helping identify Early Adopters! HUIT Support Services will continue to promote the program. It’s never too late to sign-up!

–We have received 30 applications as a result of our outreach.

–Knowledge article about the Early Adopters and the update process

–Application for the Early Adopters program

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• Organizational Files Planning underway with CADM groups – Met with:– Central Admin/Finance– Harvard Trademark Program (HTP)

– Institutional Review Board (IRB)

– Office for Sponsored Programs (OSP)

– Risk Management and Audit Services (RMAS)

– Harvard Public Affairs & Communications (HPAC)

– Radcliffe

Sample Assessment:

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Organizational File Planning

Organizational File Planning – SharePoint Hub Demo• Flat Architecture

o Simulated Hierarchy

• Centralized Navigationo Hub Navigation is shared with all connected sites

• Centralized Search / Content Roll Upo All hub connected content is searchable from hubo Security Trimmed

• Shared Look and Feelo Hub connected sites share Hub Theme

• Distributed Permissions Managemento No inherited permissions, each site managed individuallyhttps://hu.sharepoint.com/sites/MichellesHubSite

https://hu.sharepoint.com/sites/ScienceDeansOfficeHubTest16

Sync SharePoint files and folders with OneDrive app

Syncing files and folders from SharePoint sites is possible using the OneDrive sync app. This will allow you to access your data in SharePoint directly from Windows or Mac OS. It’s as easy as:

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1 2 3

• Every SharePoint location you sync will be listed under “Harvard University” in your Windows Explorer or Finder window.

• This option is disabled for Level 4 SharePoint sites.

• Make sure to check with your local department policies before you sync!

Questions & Feedback

Thank you!