Google Migration Implementation Plan/Schedule

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Kerry Armstrong
8 years ago
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1 Google Migration Implementation Plan/Schedule Introduction In December of 2011, Wheaton College finalized the contract with Google to migrate our and calendaring to the Google Apps for Education suite. The target date for full migration is Spring semester The work will involve migrating accounts and Meeting Maker calendar accounts. This document outlines the implementation process and schedule. The implementation is divided into four phases: 1. Planning/preparation (November 2011-February 2012) 2. P r e - Pilot project for LIS, /LIS, Leadership Team (March 6, 2012 March 16, 2012) 3. Migration of accounts and listservs (Summer 2012-Winter 2013) 4. Migration of calendar accounts (Spring 2013) End user training will be provided throughout the implementation process. Specific calendaring needs will be addressed in departmental meetings, with tailored process plans developed for departments with special concerns. Project team Roy Galang Brian Gibson Mark Parlan Sue Morgado Jessie Durand Leanne Wood Project Lead Technical/Migration Technical/Migration Marketing/Training/Support Marketing/Training/Support Team Leader Google Migration Implementation Plan/Schedule Page 1 of 6

This document outlines the implementation process and schedule. The implementation is divided into four phases: 1. Planning/preparation (November 2011-February 2012) 2.

2 Phase I: Planning/preparation Tasks for this Phase Develop scheme for creating user accounts Set up test domain account Test provisioning on test account Test Google Apps product suite Test DNS resolution from all network locations to Google Apps Test ICMP connectivity from all network locations to Google Apps Test TCP/UDP reliability from all locations to Google Apps Open firewalls to Google Apps ports Develop scheme for importing/creating passwords Develop scheme for data migration Develop scheme for mail architecture & delivery Set tentative Go Live dates Develop scheme for marketing Develop scheme for training Enable contact sharing Confirm Go Live dates Determine ownership Decide user groups/services Choose name for service & collaboration suite Customize/upload logo Customize login page Customize support contact information Create informational flyers and posters Informational website Client Services training/certification Customize documentation Modify provisioning methods Modify migration strategies Confirm mail architecture plans Create Google accounts for all Wheaton users Develop scheme for creating user accounts Set up test domain account Test provisioning on test account Test Google Apps product suite Project Team Test DNS resolution from all network locations to Google Apps Test ICMP connectivity from all network locations to Google Apps Test TCP/UDP reliability from all locations to Google Apps Open firewalls to Google Apps ports Network/Steve Google Migration Implementation Plan/Schedule Page 2 of 6

Google Apps ports Develop scheme for importing/creating passwords Develop scheme for data migration Develop scheme for mail architecture & delivery Set tentative Go Live dates Develop scheme for

3 Develop scheme for data migration Develop scheme for mail architecture & delivery Set tentative Go Live dates Project Team Develop scheme for marketing Website/Marketing team Develop scheme for training Confirm Go Live dates Early adopters: fall 2012 Decide user groups/services Community: Spring 2013 Customize support contact information Create informational flyers & posters Informational website Client Services training/certification Customize documentation Modify migration strategies Confirm mail architecture plans Project team Website/marketing team Project team Campus-wide blast Sue W. Create Google accounts for all Wheaton users Google Migration Implementation Plan/Schedule Page 3 of 6

informational flyers & posters Informational website Client Services training/certification Customize documentation Modify migration strategies Confirm mail architecture plans

4 Phase II: Pilot project for IT & Google Ambassadors and marketing for full migration To test the efficacy of the migration plan and documentation, there will be a two part pilot project of the App suite. The first part will involve the LIS, Technology Infrastructure Department. A second pre-pilot group will involve LIS, Leadership Team members. Tasks for this phase: IT staff informational blast to campus announcing migration Test pilot IT Help Desk training news item for IT website targeted Google Ambassadors Test pilot Google Ambassadors Administrator informational campaign IT staff informational blast to campus announcing migration 3/6/12 3/16/12 Test pilot IT Department Help Desk training News item for IT website targeted Google Ambassadors Test pilot Google Ambassadors Administrator informational campaign Google Migration Implementation Plan/Schedule Page 4 of 6

Tasks for this phase: IT staff informational email Email blast to campus announcing migration Test pilot IT Help Desk training news item for IT website Email targeted Google Ambassadors Test pilot

5 Phase III: Migration of accounts and listservs The current plan as of December 2011 is to have a single migration of all accounts. All accounts will be migrated will in January Desktop clients, such as Thunderbird, will have to have their account settings changed, either by the end user or by appointment with an IT staff member. It could take up to one business day for all mail to migrated. New s will be immediately routed to the Google account once the end user has opted to migrate. Tasks for this phase: News item for IT website blast Set up monitoring tools blast All users migrated for Mail & Docs Complete provisioning Change DNS over to Google News item for IT website Marketing team blast Sue W. Set up monitoring tools blast All users migrated for Mail Complete provisioning Change DNS over to Google Google Migration Implementation Plan/Schedule Page 5 of 6

It could take up to one business day for all mail to migrated. New emails will be immediately routed to the Google account once the end user has opted to migrate.

6 Phase IV: Migration of calendar accounts The current users of our calendaring system, Meeting Maker, are primarily staff, with some scattered faculty and student employees or interns. In order to keep the transition as simple as possible, the decision was made to transfer all calendar data. This should keep staff from having to maintain two separate calendars during the transition. The planning committee has also decided to complete the migration before commencement in May in order to avoid some of the busier meeting times of the year as much as possible. Users will have to manually export their data from Meeting Maker and import it into Google Calendar. IT staff will assist with this process, and will be available to aid with the transition. Tasks for this phase: Departmental workflow meetings Departmental training Develop Screencasts/Helpsheets Calendar information on website News item for IT website blast to Meeting Maker users Migrate calendar data Departmental workflow meetings Departmental training Develop Screencasts/Helpsheets Calendar information on website News item for IT website blast to Meeting Maker users Migrate calendar data Google Migration Implementation Plan/Schedule Page 6 of 6

The planning committee has also decided to complete the migration before commencement in May in order to avoid some of the busier meeting times of the year as much as possible.

Google Migration Implementation Plan/Schedule

Google Migration Implementation Plan/Schedule Introduction In May of 2011, Lewis & Clark College finalized the contract with Google to migrate our email 1, calendaring 2, and non LiveWhale web services