What does Active Directory/Exchange mean to us?

Overview

This past year, the Technology Leadership Committee (TLC) initiated an investigation into the core computing environment in use on campus. The goal was to determine if the current networking and desktop platform served the University both for the short term and in the future.

A core-computing subcommittee evaluated the existing networking environment, standard desktop configuration, and desktop management tools. Based primarily on the fact that Novell is no longer considered a first-tier vendor and that Microsoft's technology provides a better integration platform, it was recommended that an implementation team be formed to investigate the feasibility of moving the campus to a Microsoft-centric computing platform.

• Replacing the Novell network and servers with Microsoft Active Directory networking platform and Microsoft-based servers.
• Revised desktop environment.
• Replacing GroupWise email and calendaring with Microsoft Exchange server and Outlook.

New Information

The shared data migration is complete! The only data left to migrate is each users H: drive. H: drive data will be migrated as we rebuild each staff members PC and migrate it into AD.

We are currently working on "packaging" software so we will be able to push it through the network to each PC. Below is a link of software that will be availble in Active Directory. If a particular application is not on this list it does not mean that it won't be availble, but it will need to be installed by an LITS staff member.

The list is available here: Software List

For "non-standard" software please print, complete, and return the form available at: G:\LIB\Shared\IT Services\Forms\special software request.doc to Library IT Services.

A copy of the presentation from the all staff meeting is available here: All Staff Meeting Presentation The notes from Friday, April 4th are available here: Meeting Notes

A copy of the tentative migration schedule is available here: Tentative Migration Schedule

A list of steps you can do to prepare is available here: Preparation Steps

Please check this page often for updates.

Last updated April 7, 2008

Benefits to the Library

While these sound like reasonably simple changes, they do have widespread ramifications for the library's users and the Information Technology Services. It is our belief (and the consensus of the campus IT community) that the benefits of such and environment will outweigh the pain we will undergo while transitioning to the new environment. The benefits to the library include:

• A more modern email environment that integrates better with the mobile technology that is becoming more prevalent on campus.  Microsoft Outlook is used in conjunction with the Exchange email servers to provide our Email and Calendaring environment.
• Improved integration with enterprise applications. Currently, few vendors support the Novell NetWare and/or GroupWise environments. Support for Microsoft’s Active Directory and Exchange email environments is inherent in most enterprise-grade applications.
• Faculty and staff will be provisioned directly from Peoplesoft. This means that as soon as a new employee is entered into the Peoplesoft system a network account will be automatically created with predefined rights and permissions. This greatly will reduce the time it takes to get a new employee set up on our systems.
•  The Windows desktop will be standardized. We will have greater control over what can be installed on the Windows desktop. A part of the campus security initiative includes implementing the ability to control what software can be installed thereby reducing the risk of running unauthorized or dangerous software in our environment. This will greatly reduce the threat of viruses, worms and unauthorized access to systems through hacking.

Potential interuptions

The implementation of this new environment does present some issues. These include:

• Increased need for training.  With both a new desktop and email environment in place, the Library’s users will need to undergo some level of training to acclimate to the changes.  The biggest change for users is Email, as Outlook will be our new Desktop Platform.  Training classes are being proposed as part of the migration process.
• Initializing each user's computer from scratch. In order to ensure the proper roll out of the new environment, it can only be implemented from a clean computer. As a result, every staff computer will be rebuilt and the user’s current profile will be left behind.
• Transitional Environment. It would be impossible to migrate all the library’s users and computers at the same time. While we would be grateful if this work could be accomplished in a week, that is unrealistic and it is much more likely that the work will take several months.  During this time, the library will need to find ways to deal with a situation where some of us are working with the new environment and others are still using the old environment.  For example, performing a busy search performed when some personnel are using Outlook and others are using GroupWise is not possible.

Additionally, while the University has invested in technology to migrate user’s data from one network/email environment to the other, this technology does not work perfectly and there will be some items that will need to be corrected manually. As an example, the University purchased an application to migrate a user’s email, address book, and schedule to Outlook. Unfortunately, no software will convert a user’s rules and proxy access. We will need to make an effort to document this information and recreate it in the new environment.

• Time-line: LITS will begin migrations this summer with the process completed by July 1, 2008.

Preparation

To ease the migration, each staff person should do the following:

• Backup work related data stored on C: to your H: drive
• Make sure to let us know if you have Firefox or Netscape bookmarks before we begin.
• If you use OCLC Connexion, write down the location of your .DAT file.
• Write down the location of your .mex file if you use Macro Express.
• In Outlook – copy your signature (if you use one) to a text file on your H: drive. Also, note if any additional mailboxes open in addition to your own.
• All items saved on your desktop (files, links, shortcuts) should be moved to your H: drive before your migration.
• Clear off the space around your computer.

• Change your Novell password, to match your NetID password. To enable staff to work in both systems during the migration process, your current Novell account password must match your new AD account password. Set your Novell account password to match your new NetID password. Instructions for changing your Novell account password can be found in your Staff Computing Guide, or ask your Technology Associate for assistance.
• Sift through all of the files you have saved on your local computer hard drive and on your network home and shared drives (H:\, G:\ drive).
  • Copy large sized digital images or other non-business related personal files to USB Drives (External Hard-Drives, Flash Drives, CDs, etc.)
  • Delete all non-business related files.
  • Delete all business related files that are no longer needed
  • If there is a special need, LITS can assist to copy files to CD.  For assistance just send an email request to lisd@syr.edu.
• Discontinue using Netscape and migrate to Firefox. Netscape is not currently supported and will not be available in the new environment. We suggest that you migrate to Firefox now. Firefox will be the alternative browser to Internet Explorer in AD. Firefox bookmarks can be transfered to the new environment.

New Security Policies

At the same time that we are migrating to this new environment, stricter computer security standards will be implemented.  This is an initiative from the Chancellor’s office. ITS (and the TLC) has been tasked with developing a comprehensive information technology security plan.  This plan will have wide-ranging effects on the way the library’s staff work with technology.  The plan includes such items as:

• Locking down computer desktops, preventing users from installing software on their own or significantly altering a computer’s configuration.
• Blocking certain application traffic across the network. For example, unsecured instant messaging and peer-to-peer file sharing may be blocked.

Additional Information

Additional information will be forthcoming soon. LITS will require the assistance of the Library’s employees in determining schedules, identifying trouble areas and documenting the progress. An overview of the SU Active Directory Project is available on the SU AD Web site at http://suad.syr.edu.