jenzabar jam 2010 outlook live implementation...

© 2008 Brigham Young University–Idaho

Jenzabar JAM 2010

Outlook Live

Implementation on JICS

BYU-IdahoPhilip Waters

Exchange

AdministratorJohn Taylor Chapel


Why Outlook Live? - Primary Considerations

• Hosted Cost vs. On-Premise Cost

• G-Mail vs. Hotmail Exchange Labs / Outlook Live

• Increase in Storage

• Alumni Lifetime E-Mail

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Hosted Cost vs. On-Premise Cost

• In 2008-2009, BYU-Idaho students and employees

were still on Exchange 2003.

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•Servers needed to be replaced.

•Student 25 MB mailbox quota too small.

•Upgrading students to Exchange 2007 cluster

would have been costly.

•Maintenance costs exceeded100,000/year

more than hosting.


G-Mail vs Hotmail Exchange Labs / Outlook Live

Google Apps and Microsoft Outlook Live

both provided large mailboxes for students,

and were free for current students since we

are a university.

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•Microsoft Outlook Live has an interface familiar to students.

•Google Apps Python is unfamiliar to many of our developers.

•Outlook Live Power Shell is the same technology used in Exchange.

•Microsoft Outlook Live is most compatible with the Microsoft Outlook.

•Supported Microsoft applications licensable at low cost.

Microsoft Images used with permission.


Increase in Storage

Historically, a student’s e-mail quota was 25 MB.

Outlook Live promised 10 GB of e-mail storage, in

addition to “Skydrive” for non-email storage.

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•“Mailbox is full” message prevented students from using their email.

•Class assignments quickly filled mailboxes for entire class section.

•Off-track students had to regularly maintain their Inbox.

•Mailboxes were deleted for graduates, but can be maintained with Outlook Live.

•Primary complaint from students was to little storage.

•Entire zipped student Inbox fit in one G-Mail attachment!

•1/10 comparable on-premise storage would cost BYU-Idaho around $200,000/year.


Alumni Lifetime Email

A long-standing active project had already been

approved to allow BYU-Idaho alumni to keep their e-

mail for life.

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•BYU Provo, Utah use inexpensive email forwarding techniques which proved

problematic.

•Forwarding relay might endanger @byui.edu spam reputation.

•Opt-in forwarding portal would need to exist outside our datacenter.

•Maintaining accounts for all alumni was impossibly cost-prohibitive.


Implementation Challenges / Procedures

• Branding

• Single Sign-On

• Password Sync

• Portal Front Door

• Portal Transition

• Split Domain

• Migration

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Branding

The majority of applications on our campus are

branded with university colors and logos. Outlook

Live provided the ability to add branding to our

interface.

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Single Sign-On

A primary usability objective is for students and

employees to sign on with one credential to all

university applications.

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•BYU-Idaho’s authentication database is a central Active Directory.

•Passport.net’s “Windows LiveID” is a separate credential!

•Outlook Live code maps an Active Directory credential to a LiveID.

•Microsoft certificate allows Outlook Live to trust BYU-Idaho’s local authentication.

•Custom application redirects employees to Exchange and students to Outlook Live.

Darick Carpenter

Software Engineer


Password Sync

Most students use the portal. However IMAP, POP,

Activesync and Instant Messenger users must know a

password. Outlook Live Identity Lifecycle Manager

pushes A.D. password changes to Outlook Live.

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•E-mail Accounts are provisioned when student

creates new university username and password.

•Password changes are detected on domain

controllers by Password Change Notification Service

•Identity Lifecycle Manager forwards password

change to Outlook Live in real-time.

•Students use {email}@byui.edu as their username,

and their password is the same as it is for the portal!


Portal Front Door

A huge percentage of students

visiting the BYU-Idaho portal

came JUST to check their email

and then leave. It was imperative

for university communication

campaigns that we maintain our

new portal as the “front door” to

get to e-mail.

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Portal Transitioning

Between July 2009 and January 2010 multiple

upgrades changed everything about the student’s

online experience.

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Paul Jeppson

Help Desk Manager

•Network and domain upgrades changed student usernames and passwords.

•Email upgrades changed student email interface.

•JICS upgrade changed student portal access and interface.

Custom Single Sign-on web application

streamlined e-mail transition to JICS.•New portal retained old my.byui.edu domain

•Email link on old portal was replaced by single pop-up tab on JICS.

•Help Desk was trained on the new JICS portal and prepared to respond to

student questions.


Split Domain

Students and Employees must both maintain

@byui.edu addresses.

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•BYU-Idaho Legacy applications assume @byui.edu domain.

•Multiple campus applications use email address as primary key.

•DNS MX record for @byui.edu resolves on-campus for both employees and students.

•Spam filtering for employees and students occurs primarily on our edge ProofPoint

spam filters. Secondary filtering for students also occurs on OutlookLive.

•Active directory hides Outlook Live email alias and Exchange hub servers forward

student email to @webmail.byui.edu.

•Student usernames on Outlook Live are [email protected]

•New documentation was written for IMAP, POP, and Activesync email users to

authenticate with WindowsLiveID.

•JICS sign-on maps credentials: DOMAIN\private_username [email protected].

•E-mail addresses are stored in Jenzabar CX, then published in Active Directory, Global

Address Book, Outlook Live Global Address book and www.byui.edu/directory.

mailto:[email protected]

mailto:[email protected]

http://www.byui.edu/directory


Migration

A simultaneous merge of the employee and student

A.D. domains required a very narrow timeline to

migrate student mailboxes.

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•Summer 2009 concluded an overhaul of all networking equipment on campus.

•Network upgrade completion was July 2009, Classes began on Sept 10.

•Over 30,000 domain accounts with student mailboxes had to be migrated.

•Next upgrade window was Christmas 2009.

•Automatic mail migration to new domain was impossible.

•To avoid great expense, software engineers wrote a “mailbox reattachment”

application for Exchange, which constituted the phase one of the migration.

•The second phase of the migration utilized Remote Power Shell scripts to:•Notify the student of the upcoming migration,

•Create an Outlook Live mailbox,

•Create a POP3 connection to download the student’s old inbox,

•Monitor the progress of the migration,

•Modify Active Directory attributes and redirect mail flow,

•Remove Exchange 2003 mailbox,

•Notify the student of a successful upgrade.

Ryan Andreasen

Software Engineer


• Outlook Live saves BYU-Idaho hundreds of

thousands of dollars each year, and is easily

maintained through remote Power Shell scripts and

software utilizing remote Power Shell.

• Our custom e-mail sign-on application is easily

applied to any JICS tab or menu, and works

seamlessly for both Employees and Students.

• BYU-Idaho utilizes Jenzabar CX data to keep

student email address book in sync nightly.

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Conclusion

jenzabar jam 2010 outlook live implementation...

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