FHDA Communication Suite June 25, 2012
FHDA Communication SuiteAction Items and IssuesRef 2/12195/16/12Activity/IssueJune 25, 2012DateNeededByPriorityDocument Exchange EnvironmentOn-goingLowSharonWe anticipate that there will be items unique to FHDA and furthertraining is/will be made available at additional cost. What is therecommendation for formal training for our sys admins andapplication admins? It is unclear what training will be made availableto the 'application' administration role and who will have the role ofmanaging the resources (conference rooms and the moderators ofthose resources, if any) and the District calendar - holidays etc.6/30/12ModerateProjectAgendaDecided on Backup method –6/22/12Critical6/29/12CriticalLead/ Verified/Owner ressVartan JackDeployment/User ExperiencePendingVartan anTom - We have decided that the Zenith appliance is the appropriatesolution for implementing a data backup & recovery process for theExchange platform. Assume you will work with STA on acquiring theappropriately sized appliance for the FHDA/Exchange platform.It is my understanding that our support agreement with STA containsobtaining STA professional services assistance from STA to install andconfigure the Zenith if we determine we need their help – pleaseconfirm.Zenith Backup Appliance Decided.6/20/12 - Ryan and Vartan to work on a backup work-around untilZenith can be installed.205/16/12ProjectAgendaStress testing of I/O and overall performance is required before goinginto final testing and production. Vartan suggests using MicrosoftJetstress utility .aspx. Using matrices Tom has used in the pastand tools available in Exchange. A series of measurements will beapplied and results available for review on 5/25/12.Vartan - Discussed with Tom and team briefly 6/4/12. We agree it isimportant, but we are short on resources right now. Adding anotherSTA body doesn't help because Ryan and Norbert are also tied upwith projects.6/20/12 – A work group will meet next week to decide on matricesand desired results.Page 1 of 12TomNorbert,Ryan,VartanApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef aronActivity/IssueJune 25, 2012DateNeededByPriorityLead/ Verified/Owner TestedBy:Update documentation with changes for trainingOn-goingModerateSusanOptions is managing cell phones - and one thing you can do is addyour phone and then remotely WIPE all contents on your phone. Thisis HIGHLY dangerous for a novice ryStatusDeployment/User ExperienceIn-ProgressDeployment/User ExperienceCompletedDeployment/User ExperiencePendingJack – 6/21 - I researched the item below. Yes this option wipes themobile device clean not just Exchange data. Every article or selfservice help guide I read refers to reloading information from yourphone backup such as iTunes, the cloud, etc. I would suggest an FAQbe written for this item stated caution should be used if this option isselected. However, I think it is a valuable tool to have if a device islost or stolen. For iPhones and iPads this service is available throughiTunes and iCloud.565/29/12SharonDistrict Holidays - will there be a District Group Calendar available forall to view? Or will a template calendar be set up as the basis foreveryone's calendar so the District holidays show up? It was like thisin Meeting Maker - Add to Crosswalk doc - research method beforeadding to Crosswalk or documentationPage 2 of 12Vartan Sharon,Susan,ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef ssueComparing Meeting Maker Department Calendars with DepartmentEmail accounts - remove duplicates - add Meeting Maker Dept.accounts to Tom Roza's Deployment lists. This is done to match themigrating group. Next list due: 6/22/12June 25, 2012DateNeededByPriorityLead/ Verified/Owner TestedBy:CategoryStatusOn-goingCriticalSharon JosieDeployment/User ExperienceIn-Progress6/22/12ModerateVartan Sharon,Ryan,Fred,Norbert,TomDeployment/User ExperienceCompletedChien to Sharon – 621 - During this morning's Banner student weeklymeeting, both colleges are concerned about their departmental emailaccounts, they mentioned some of them are mission critical accountthey use to communicate to students regarding their registrationannouncement and issues.I know you are in the process sending and collecting this list fromboth colleges, and that is what I told both colleges, I also told them ifwe did not have the list or miss some of the accounts, they will stillhave access to the accounts in the legacy system. Once the account isset up, you will be the focus point to let them know the newpassword to login to the account.Tom is going to contact you to coordinate the list, any other issues,please let me know.816/1/12ChienRyan - Since our mail attachment maximum size was lowered downto 2MB, errors will occur during the importing of messages thatexceed this limit. I had about 20 errors related to this. I am guessingDaniel used email extensively to receive or transfer files.Vartan – 6/15/12 - Limits have been increased verified by Sharon andTom. Leave item opened and state that CH1 will new the samesettings for load balance scenario.6/20/12 Varten to verify limits, some still are getting attachmentsrejected. However, we are not sure they were received after thelimes were upped.Page 3 of 12ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef ueLoad Balancer Direction from technology meeting : Needs to be separated and isolated; currently using Microsoft loadbalancer software. Zeus is a better option (hardware).o Will need a server platform for second Zeus load balancer; haveuniversal license with EIS load balancer. (Norbert is assigned to buildit)o Put ports onto load balancer.o Change DNS pointer; remove load balancer – will need controloutage window. (Tom and Lisa)o Norbert will begin building server platform.June 25, 2012DateNeededByPriorityLead/ Verified/Owner ogyIn-Progress6/29/12ModerateSharon John V.Deployment/User ExperienceIn-ProgressSharon John vDeployment/User ExperienceIn-ProgressDeployment/User ment/User ExperiencePendingNorbert,Ryan,Tom,VartanZeus Load Balancer and licensing in procurement process.896/4/12Kim Winn Firefox 8 on Apple - cannot open attachments - Needs verificationtest and possible FAQ also check other browsers.926/4/12VictorBaliguatOWA new email, click on address book; search for name, right click6/29/12on name on right side of address book window and cannot copy andpaste into the email TO address box; see item 49 John Vandercookand browser froze. In Safari, right click on name and opens a newemail message to send to the individual Safari did not freeze withSafari version 5.0.6 - Firefox upgrade or Safari - Needs verification testand possible FAQ also check other browsers.Moderate936/4/12John V.OWA Firefox 12 on a Mac 10.5.8- new email, clicked on address book,typed name to search in box, double-click on highlighted yellow andthe browser froze. - Needs verification test and possible FAQ alsocheck other browsers.6/29/12Moderate996/4/12Terry Rowe Under Firefox 10 on a Windows 64 bit 7, Java script error - under6/29/12Options in OWA - If click on Organize email, it creates an error,Groups, Settings etc. too. For everything but the account tabproduces an error. Java was just upgraded, version 10; doesn't occurunder Firefox 12 - Needs verification test and possible FAQ also checkother browsers.ModerateSharon Matt,Terry1016/4/12Jose Rueda Not all District Blackberry smart phones are the same. Jose'sblackberry set up asked for and Email Account. The only thing thanworked was his first name. - Possible FAQ someone needs toresearch.ModerateSharon6/30/12Page 4 of 12ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef ByDateNeededByPriorityJosieXP and Firefox 12 and IE and could not scroll to see emails in the list.Hernandez When viewing an email in the window at top are blue up and downarrows to go to next and previous emails -doesn't work. - Needsverification test and possible FAQ also check other browsers.6/29/12ModerateJosieXP and Firefox 12 - could not change the pane views in OWA fromHernandez right, left, bottom. - Needs verification test and possible FAQ alsocheck other browsers.6/29/12TomActivity/IssueJune 25, 2012Exchange Directory has two entries for email account and@email.fhda.edu is displayed for account, not @fhda.eduJun 7: There are two entries in the Exchange directory for this personin addition to the problem with the email address. Advised Matt andVartan on which Directory entry needs to be removed; the@email.fhda.edu problem remainsJun 7: Sharon LO advised that all contractors are being assigned anExchange account with the format V lastnamefisrtname - thisexplains why there are two addresses in Exchange/GALJun 8: Advised Vartan & Matt to retain email account with V formatand delete the otherLead/ Verified/Owner TestedBy:CategoryStatusSharonDeployment/User ExperiencePendingModerateSharonDeployment/User ationIn-ProgressLowSharonDeployment/User ExperiencePendingRyan,Norbert,VartanFrom Tom – 6/21 - The email account for Kaveh has been properlyconfigured and migrated.1146/9/121146/14/12Pat Hyland From: Jack Raubolt [mailto:jack@rauboltconsulting.com]Sent: Monday, June 11, 2012 5:52 AMTo: 'PJ Hyland'; 'Sharon Luciw'; 'Vartan Chukhadarian'; 'Chien Shih';'Ryan Anthony'; 'Norbert Debler'; 'Thomas Roza'Cc: 'Pat Hyland'; 'Rob Schaeffer'Subject: Production Critical - Fw: Super User - Email calendarconversion pre-launch noticeImportance: HighChienWebmail legacy system web site information update, our current web 7/15/12site has many outdated information regarding the webmail sign inprocess and/or general reference to the legacy web mail accountoperations (ugly name maintenance for example), this needs to bechanged after all users are converted.Page 5 of 12ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef /29/12ModerateCan Exchange Detect Spam from compromised account?6/30/126/14 - Update from Vartan: Actually that is what Abaca is for. Thatproduct without question should have those kinds of alerting featuresbuilt in the system. As for Exchange, we can tighten up the TransportServer Security and setup some logs, but this sort of work is verytricky and will take some time to provision. The problem is thisconcept of False Positives and things. Do too much and you get toomany alerts and so forth.6/14 - Update from Tom: Abaca cannot detect possible mass spamdeliveries. Outbound email does go thru the Abaca, but it's for thepurpose of developing a profile of who the sender is communicatingwith. Will defer this discussion on configuring this Transport ServerSecurity and setting up some logs until after we get everyoneconverted and the entire platform completely configured (Archiveworking, backup solution in place, etc.).6/20 - Vartan says no, email spamming detection is outside ofExchange.6/20 will research with Abaca and options for other methods.6/21 – Tom: Abaca spam firewall vendor does not have a capability todetect outgoing spam using some form of rate control. They arelooking at this as a future capability. No further action can be takenon this topic given the limitations of both Exchange and Abaca.ModerateOWA Closing at unpredictable times using MacBook Pro and SafariJune 25, 2012Lead/ Verified/Owner TestedBy:CategoryStatusJohn V.Deployment/User ExperienceIn-ProgressTomTechnologyCompletedHave Tech Services check user's MacBook Pro and Safari settings maybe wirelessPage 6 of 12ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef 46/18/121256/21/12Activity/IssueJune 25, 2012DateNeededByPriorityLead/ Verified/Owner TestedBy:Tom - The mailbox server lost connection to the Exchange database - 6/22/12why is unknown at this time. Vartan, another tech from STA, andRyan Anthony worked together to analyze the state of the entireplatform and restarted a number of services to re-establish normaloperations for the platform. That apparently worked since theExchange platform is operational as you already have discovered.Root cause of the original problem is unknown as far as I know.Vartan and his team are continuing problem diagnostic work todetermine root cause and develop permanent corrective action.Vartan - We got a call approximately at 4:30. Tom reported hecouldn't log into Exchange.I called ACE and we quickly realized that somehow MB1 had lost it'sability to contact the Disk which holds the VM Guest information.We restarted it hoping for a quick fix because all of the other systemson the same disk were fine.After reboot we had a conference call with Ryan, Tom and Ace shareSharon I have asked to be on both College Distribution lists in Meeting Maker 7/15/12so I can keep tabs on what is going on with the colleges.How are we setting up Distribution lists and what are rules we aregoing by right now for allowing users to add themselves todistribution lists? This is going to become important come post July6th.Tom 6/18 - I am not aware of any discussions that have been heldsince the Exchange project began where there the topic of ExchangeCalendaring invitation lists was brought up, what “rules” or policiesgovern them, and if there is even a way for people to opt in or optout of an Exchange meeting invitation list.For Jack: This issue cannot be resolved via email – I assume it needsbe dozensan agendaitem atsome formal meetingwithinSTASusan toHaveof theseSynchronizationLog e-mailsmyleadingunreadthefolderon the desktop. I didn't see them in OWA. The first message is dated6/1 at 4:18 PMCarmen Frank Greco not converted to Exchange; can still log into Sendmail6/22/12Redmond 6/21 Update: This person's account was included on the Cent Servesconversion report. The account shows in Exchange directory. Askeduser to confirm they have not been converted.CriticalVartanPage 7 of ogressSharon Ryan,Matt,Norbert,Tom,Chien,SusanDeployment/User ExperiencePendingVartan ShelbyDeployment/User rtanApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesJune 25, 2012Ref yPriorityLead/ Verified/Owner TestedBy:1266/21/12KevinMcElroyI am receiving multiple email alerts from Liquid Office to approveTime Reports for people that do not report to me and are not in mydivision. Please let me know if some one will look into this as I wouldnot want these folks to fall in the n/MigrationIn-ProgressExamples;Jeffrey StefaniniManuel RespicioChristine FliehmanThaomas Armstrong1276/25/12TomEmails sent to students generated by faculty using functions in theLuminis/MyPortal-Banner application are not getting delivered(problem first reported on Jun 22). No faculty have been convertedto Exchange. Need ETS/Programming to work with ETS/Systems andSTA to determine what these emails are not getting delivered. Don'tknow if this is an Exchange Project issue, or something else is causingthis ,Joe rmine why the 3 special email distribution lists are not workingfor Becky Bartindale (centralservices@fhda.edu; Progress1296/25/12TomMahmood Hasan Duplicate Entries in Address BookThere are two email addresses in the Exchange address ationIn-ProgressPage 8 of 12ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef ueCorrecting Kaveh Daryabeygi Exchange AccountThere still seems to be some confusion with what should be setup inExchange for this contractor who works in the ETS Call Center. Hereis the email account information from the Sendmail 3716SendmailName:kd01822Full Name:Kaveh Daryabeygi MoghadamPreferred Name: Kaveh DaryabeygiEmail Alias:daryabeygikaveh@fhda.eduThere are two entries in the Exchange Address book:Name: Kaveh DaryabeygiEmail Address: V Kaveh Daryabeygi@fhda.eduName: Kaveh Daryabeygi MoghadamEmail Address: daryabeygikaveh@fhda.eduSharon - I confirm which email Kaveh is using and prefers. Kaveh is astudent worker. Apparently he already had an email account - wedidn't know about it.Then I asked to have an account created as an exception - thereforev . was created.I'll get back to you about which one to DELETE.Page 9 of 12June 25, 2012Lead/ Verified/Owner n-ProgressApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef yPriority1316/25/12VartanSTA ‘s conversion process used the wrong Exchange Mailboxes on thedisk array. Instead of using MB1, MB2, and MB3 which Ryan hadsetup and configured for our eventual full production allocation, theSTA script stored the converted accounts in a Mailbox called MB4.6/26/12ModerateJune 25, 2012Lead/ Verified/Owner TestedBy:CategoryStatusVartan AceConversion/MigrationIn-ProgressVartan ssSTA has corrected their script for upcoming conversions, but Iconfirmed with Vartan that STA needs to move these mailboxes fromMB4 to MB1,2,3 or we will encounter out-of-disk space problems thatwill result in service failures for employees.This will be solved over several night of moving the data. No scheduleoutage needed or user interruption expected.1326/25/12NorbertThe script that sets the forwarding on the Sendmail accounts did not6/26/12execute properly Friday afternoon due to a logic problem. When anemail account that uses an apostrophe in the email address (e.g.,O’Malley) was encountered, the script treated this as an end-of-inputfile trigger and ended without completing the forwarding on theremainder of accounts. Since the script did not technically abort,when it completed, it issued a zero return code which led us tobelieve it had completed successfully. In actuality, 627 accounts werenot processed.1336/25/12Lisa KirkThere are two emails in the Public Folder (OWA) that have to bedeleted: One from Scottie McDaniel; One from Ly LuuCritical6/29/12Moderate6/29/12ModerateRyanThere are employee entries in Public FolderTom - Asked Ryan to delete entires from Public Folder1346/25/12Chien - for Thank you for your call today to ask about the conversion process. AsJerryI reviewed my new outlook (web) mail, I noticed that I am missingRosenberg about a week's worth of emails from 6/7 to 6/14 2012. I havechecked pretty carefully, and cannot seem to find the emails thatappear in my old email clients. I would appreciate if someone couldcheck to see if the emails exist in the new account. I can providesome more details - but I cannot find ANY emails I received from theafternoon of 6/7 until 6/14 - the emails before and after seem to befine though I have not verified that ALL of them are present too.This is interesting as the 6/7 was the original clone date, and 6/14 isPage 10 of 12Vartan NorbertApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef IssueMy team and I tested setting up email accounts to forward to andoutside email account just like the information posted by SusanMalmgren.DateNeededByPriority6/29/12Needs ReviewandAssignmntWe tested on Mac and Windows; OWA and the clients. It appears theserver is currently configures to Only allow forwarding to other emailaddresses within the District exchange system and not to outsideemail addresses which is a requirement by part time faculty.This could be why when bradley creamer tried to change his reply toaddress to a dept account not yet migrated to Exchange it did notwork.I know we have a disk space problem we are rectifying tonight,although I only know what was in the email from Chien. So thisforward issue is not critical but it will get critical very soon.From Kam - Tried to forward my email to Gmail it didn’t work. Bydefault Exchange 2010 Auto reply is disabled for external emails.Read link hange-2010enable-external-automatic-repliesPage 11 of 12June 25, 2012Lead/ Verified/Owner TestedBy:CategoryStatusDeployment/User ExperiencePendingApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef IssueWas this resolved?DateNeededByPriority6/29/12ModerateWe should add this to the punch list.Description: OWA - reports that in the public folders under EIS folder,there are some posts from Armanda Raymond child support inquiryto Scott Mcdaniel also one to David Tran from Payroll (time sheet)from Ly Luu which had an attachment with names and cwid'snumbers** 6/25/2012 02:54PMBy: CALLCNTRAN jhernandezBernie called users so they can delete** 6/25/2012 02:57PMBy: CALLCNTRAN jhernandezLy Luu was able to delete his post** 6/25/2012 02:57PMBy: CALLCNTRAN jhernandezScott McDaniel was not able to deleteFrom Tom - This is a duplicate of Ticket #109862 that has beenassigned to Ryan Anthony - he is working to resolve it.Page 12 of 12June 25, 2012Lead/ Verified/Owner ProgressApprovedCompletionBy:
84 6/4/12 Chien Load Balancer Direction from technology meeting : Needs to be separated and isolated; currently using Microsoft load balancer software. Zeus is a better option (hardware). o Will need a server platform for second Zeus load balancer; have universal license with EIS
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