User Provisioning(Gmail at Chabot-Las Positas)

presented by

Eric StricklenSenior Programmer Analyst

Session Number 9

Gmail at Chabot-Las Positas

• Luminis portal project initiated Fall 2006• Naming the portal “The Zone” • Installation started with support services Spring

2007 – target Summer/Fall 2008• Started to use Sun email• Decision to switch to Google Apps Education

Edition (Gmail) in February 2008

Gmail at Chabot-Las Positas

Goals for “The Zone”• Reorganize web information for individual users

(as recommended by audit report)• Collapse information from several of our

Chabot & Las Positas college websites• Provide student email accounts• Use “The Zone” to improve communication

between groups

Gmail at Chabot-Las Positas

Why Google over other products?• API and adapter available to tie in with Luminis

portal• Free• Students familiarity with Google• Minimum maintenance for CLPCCD staff

Gmail at Chabot-Las Positas

Key Points • Choose third-party name (which becomes the students

email address)• Apply third-party naming policy to

goktpty.F_Generate_External_User• Choose domain name for Google to use (we went with

zonemail.clpccd.edu)• Work with distance ed (Blackboard) group to figure out

how to make “The Zone” work with Course Management System (CMS)

Gmail at Chabot-Las Positas

Key Points (continued)• Pick an email code for GOREMAL (LUMN)• Make sure the Banner “INTEGMGR” user has

SELECT, UPDATE and INSERT on GOREMAL and SELECT on GOBTPAC

• Decided NOT to allow students to update the email in Self-Service Banner (SSB)

Gmail at Chabot-Las Positas

Key Points (continued)• Using only single domain for district, instead of

separate domains (one for each college)• Decided to only start with students 1-year back• Only providing this service for students (no

staff, faculty or administrators)

Gmail at Chabot-Las Positas

Installing the Gmail Adapter• Went with SunGard support services (Paul Feighan

& Makarand Kulkarni)• You have to initiate a request with Google

http://www.google.com/a/help/intl/en/edu/index.html• You can request both a test domain and

one you will use for production (30k is default starting max)

Gmail at Chabot-Las Positas

Installing the Gmail Adapter (continued)• Took approximately 2 weeks to install• Still had some post procedures to work out• Did pilot testing in Fall 2008• Went full bore in Spring 2009

LDI_PERSONEvent

Change in Person

Info

Create/UpdateEventQueue

LMB

Adapter 2.xFor

Google

Create/UpdateTopicEntry

BannerTable

(GOREMAL)

GoogleAPI 2.x

CreateGoogleEmail

Zonemail.clpccd.edu

Basic Flow for Creating Google Email Accounts

Banner Luminis Google

Gmail at Chabot-Las Positas

Gotchas using Gmail• Was using only zonemail accounts for Blackboard –

changed to allow students to enter new Blackboard email via SSB

• Google did not allow both direct logins and SSO – chose to NOT use SSO until Google allows for both

• Many files involved in configuration for version 1x of adapter – version 2x of adapter was not as bad

Gmail at Chabot-Las Positas

Gotchas using Gmail (continued)• Need way to let students know what their email

was – copied “Update Email” link in SSB and added it to both “The Zone” and to SSB

• Surprised by 2.0 API change on Google side in August – upgraded to version 2.0.4 of the adapter from Sungard in September

Gmail at Chabot-Las Positas

Gotchas using Gmail (continued)• Needed better way to communicate/market

changes for student email to students and faculty

Gmail at Chabot-Las Positas

Banner Tables & ProcessesICGORODM – used to resync data via LMBICGORLDI – used to build XML files for batchGTVEMAL – setup email code (LUMN)GORRSQL – build rule for defining STUDENT role

in “The Zone”GOREQNM – set what events to process (needs

LDIPERSON active)

Gmail at Chabot-Las Positas

Banner Tables & Processes (continued)GOAEQRM – Event queue statusGOATPAC – used to reset PINGOATPAD – also holds source ID and email

addressGORICCR – rules for Luminis (mainly need to

review ELEARNING:ACTIVE_TERM)GORIROL – stores Luminis roles

Gmail at Chabot-Las Positas

Banner Tables & Processes (continued)GORPAUD – stores Third-Party ID (for

GORPAUD_CHG_IND = ‘I’)GOBSRID – stores the source IDsGURIROL – resyncs Luminis roles and source IDsGOAEMAL – Email formGOREMAL – stores emails

Gmail at Chabot-Las Positas

Screen Shots

Gmail at Chabot-Las Positas

Other ITS staff involved

Jeannine Methe – CTOCathy Gould – Senior Programmer AnalystRachel Ugale – Admin AnalystKatherine Tollefsen – Help DeskAmanda Pisani – Help Desk

Gmail at Chabot-Las Positas

Questions???

Gmail at Chabot-Las Positas

Contact info:

Eric StricklenSenior Programmer Analyst - ITS Dept(510) 723-6602estricklen@clpccd.edu