Ref # Date By
FHDA Communication SuiteAction Items and IssuesRef 9/1212Activity/IssueJune 12, 2012NeededByPriorityLead/ Verified/Owner TestedBy:CategoryStatusNeed to decide acceptable down time for grationPendingProjectAgendaDocument Exchange ding5/2/12SharonWe 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.6/15/12ModerateVartanDeployment/User ExperiencePending135/10/12ProjectAgendaProposal coming from the college - we need to update the currentweb mail link and splash page to give users sufficient notice fortransition to the new OWA.Suggestion to put a short but prominent message to warn user theconversion is coming and a link to the web site.- Norbert can post an alert on Web-mail. Susan to draft a statementfor Chien's approval. Tom will have Norbert post /16/12ProjectAgendaDecided on Backup method -6/6/12ModerateChienTechnologyIn-ProgressTom - 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.Page 1 of 13Sharon,FredRobApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesJune 12, 2012Ref orityLead/ Verified/Owner s 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.6/15/12CriticalVartan 12SharonQuota and retention, set up warning message for initial conversionand what is the limitation of size of mail box5/31/12ModerateChienDeployment/User ExperiencePending375/26/12ChienUpdate documentation with changes for trainingOn-goingModerateSusanDeployment/User ExperienceIn-Progress455/26/12SharonUnder Options - My Account - On the right hand side areShortcuts to other things you can do:- Connect Outlook to this Account - I assume this is the Desktop Client- We don't want users to go down this path for the client, at least thisis what I assume.- Learn how to get Direct Push email on your mobile phone- I don't believe these are the instructions we want the users to usefor setting up their mobile devices, correct? - Here is the "ChangeYour Password" capability again- I don't believe this is the path to changing our passwords. Is thereany way to hide these "Shortcuts to other things" under "MyAccount" under "Options"? This is going to trip up a lot of users. Wewill be getting calls about this.6/15/12ModerateVartan SusanDeployment/User ExperienceIn-Progress6/15/12ModerateVartan SusanDeployment/User ExperienceIn-ProgressVartanVartan - Needs further discussion Project Meeting. - Decision 6/6/12turn off.465/26/12SharonOptions 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 user. Vartan - Related (same) asitem 45 abovePage 2 of 13ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef ority565/29/12SharonDistrict 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 documentation6/30/12Moderate585/29/12SharonFor Vendors and Dept accounts will set up for 90 days force apassword change. Need to confirm can't force a pw change on initialloginDisabling the Change Password function in OWAMatt thought it was disabled but Vartan reports it is not disabled. Isthis the Password Change function disabled or not? If not, it needs tobe disabled given we have 120 users already on Exchange andanother 174 being converted Jun 15. The policy is all passwordchanges for employees must be made in Luminis/MyPortalContractor Accounts & Forcing Password ChangeSharon Luciw said that a policy had been developed for creatingExchange accounts for contractors. Since contractors will not bedefined to Banner and thus won’t be provisioned thruBanner/Luminis to Active Directory, Exchange accounts will bemanually created thru some process and the format of the accountname will be V lastnamefirstname. As this relates to the passwordfunction, Sharon then went onto state that the policy that will beimplemented for contractors is that their Exchange password willexpire after 90 days and they will be required to provide a new one.So, the question with this is: If we disabled the Change Passwordfunction for OWA, how will contractors be able to change theirpasswords?Vartan responded that he was not sure if OWA could be configured todo the following:Page 3 of 13ModerateJune 12, 2012Lead/ Verified/Owner TestedBy:Vartan Sharon,Susan,CategoryStatusDeployment/User ExperiencePendingDeployment/User pened 6/12
FHDA Communication SuiteAction Items and IssuesRef ority595/29/12SharonAdd to Crosswalk: how to access FHDA directoryAdd to Crosswalk how to add a contactAdd to Crosswalk how have BCC show - its under the Options for mailAdd instruction to Crosswalk Spell Check capability in Safari andChrome with suggested correct wordsAdd to crosswalk differences with the "Signature" between browsersCross walk must describe the password reset 12SharonProbably a new FAQ item - talk about the export in Meeting Makerthat can import into an Outlook Desktop Client - this really isn't thebest way since you still have to invite all the attendees and theconference room. And you need to verify reoccurring meetings havebeen migrated and if you miss setting up a meeting properly, it maycause a productivity problem.Comparing Meeting Maker Department Calendars with DepartmentEmail accounts - remove duplicates - add Meeting Maker Dept.accounts to Tom Roza's Deployment lists685/29/12SharonWrite up instructions for user who may have the correct combinationof OS, current mail client, and Outlook Desktop client to be able tomigrate their email and contacts themselves using the providedinstructions. If get into trouble will need to contact call Center andget on the Opt In Schedule765/31/12FredI just tested OWA (light version) calendar functionality with Chromeand it's buggy. Does not let me invite several people to anappointment. Also the formatting is a bit off. Works fine in Firefox.Perhaps we should not recommend using Chrome with light OWA.Update: I just checked the same problems to see if the full version ofOWA used with Chrome has issues and I found it to be working fine.It's appears to just be the light version of OWA with Chrome that hasissues. - need to add information FAQJune 12, 2012CategoryStatusSharon SusanDeployment/User ExperiencePendingModerateSharon SusanDeployment/User ExperienceIn-Progress6/1/12CriticalSharon JosieDeployment/User t/User ExperienceIn-ProgressModerateSusanDeployment/User ExperienceCompletedPage 4 of 13Lead/ Verified/Owner TestedBy:ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef ueRyan - 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.Chien - Good point, Ryan, this will interrupt our conversion and slowthings down. Should we increase the size of attachment forconversion and lower it down later? I like to add this to our issue listfor discussion.Sharon - I was under the impression the attachment size was to staythe same as what is currently on Sendmail and would address theattachment size threshold at a later date. This way we would notdisrupt any District business.Jack - I will add this to the issues list. However, I believe Sharon iscorrect. We talked about dropping it to 2MB then decided to sizelater. – Phase two item. - remove restriction until more research isdone.NeededByPriority6/8/12ModeratePage 5 of 13June 12, 2012Lead/ Verified/Owner StatusDeployment/User ExperienceIn-ProgressApprovedCompletionBy:
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.NeededByPriority?CriticalChien - Here is the plan:I am asking a loaner from A10 network, this is an appliance and highperformance unit (7G throughput compare with 1G we have), I willask you to evaluate to see if this will fit for our system, A10 is aspecialized load balance vendor, and their equipment is carrier gradeswitching equipment, currently Tweeter, Yahoo, and Microsoft aretheir customers.If this works out I will purchase two units for the Exchange loadbalancer, if not we will stick with Zeus. Purchasing is working out theloaner agreement, and I have the clearance that we can purchase it iftest out OK.Page 6 of 13June 12, 2012Lead/ Verified/Owner echnologyIn-ProgressApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef ueDirection to improve conversion speed from technology meeting:o Have 20 command windows opened with no more than 500 items;any more would bog down system.o Test this weekend with Super User conversion.o Decision is made by the team to clone Sendmail to anotherdatabase, and will start to migrate the larger group early of theschedule in a daily basis. - 6/7/12 Sendmail clone completed.June 12, 2012NeededByPriorityLead/ Verified/Owner tegoryStatusConversion/MigrationIn-ProgressTom 6/11 - -STA tested using 2nd Sendmail instance and results werevery favorable; with start around-the-clock migration of historicalaccounts on Jun 12-STA will discontinue using the GUI process for their conversion anduse a more efficient process-Script to forward all new emails to Exchange with keeping a copy onSendmail will be implemented before Jun 15 by ETS866/4/12SharonLuciwApple Outlook Desktop client you cannot set up a Return Receipt - MS 6/11/12left this feature out. Does exist on the Windows client - Need to addto FAQModerateSusanSharonDeployment/User ExperienceCompleted876/4/12SharonLuciwCannot set up to BCC self always in the Apple Outlook 2010 Desktopclient. OX 10.6 - Need to add to FAQModerateSusanSharonDeployment/User ExperienceCompleted886/4/12KamChedidWindows Outlook Desktop Client - configure the client and it appearsto verify -set up the connector and then the application will notlaunch. Windows 32bit; Outlook desktop client 2010; Windows XPand Outlook 2010; and Windows 7 64 bit - Need to review and verifydocumentation.ModerateSharon /15/12ModerateSharon John V.Deployment/User ExperienceIn-Progress916/4/126/15/12ModerateJohn V.Deployment/User ExperienceCompletedKim Winn Firefox 8 on Apple - cannot open attachments - Needs verificationtest and possible FAQ also check other browsers.SharonCan't get to Exchange on wireless network on De Anza Collegewireless Need to verify and DA visitor working.6/11/12Page 7 of 13ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef #DateIdentifiedReportedBy926/4/12VictorBaliguatOWA new email, click on address book; search for name, right click6/15/12on 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.6/15/12Moderate946/4/12Terry Rowe Sent an email to a bad district email address (spelled sharon luciw'sname wrong) and has yet to receive notification that it was a badaddress that he sent to - no bounce message yet. Not even a warningthat there are invalid addresses. -Need to research cause. Others arereceiving errors back when the address is wrong.Tom 6/12 - Have tested this condition twice and confirmed no emaildelivery failure message is received. Have escalated to Vartan &Shelby at STA6/11/12Critical956/4/12966/4/12Shan LuActivity/IssueNeededByPriorityJune 12, 2012Lead/ Verified/Owner TestedBy:Sharon John vVartan Norbert,tom,ShelbyCategoryStatusDeployment/User ExperienceIn-ProgressDeployment/User ExperiencePendingConversion/MigrationPendingOWA - folders were converted, but in her InBox - very old emails aremissing. Only have email up to July 2010 nothing older.- User needsto have a ticket opened then research will be done to verify if folderswere on the send mail server and not corrupted.- User needs to have a ticket opened then research will be done toverify if folders were on the send mail server and not corrupted.Tom 6/12 - STA indicates this problem caused by use of the GUI –they will use a different technique for future conversionOWA - folders were converted, but in her InBox - very old emails aremissing. Only have email up to July 2010 nothing ang Van Has multiple folders that were not migrated to Exchange. - Userneeds to have a ticket opened then research will be done to verify iffolders were on the send mail server and not corrupted. -Correctiveaction same as Item #95ModerateTomConversion/MigrationIn-ProgressPage 8 of 13ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef ronSent items did not move over from Sendmail- I have sent items fromMay 25, 2012 and forward. - User needs to have a ticket opened thenresearch will be done to verify if folders were on the send mail serverand not corrupted. -Corrective action same as Item #95986/4/12Terry Rowe Caching issue - same as in status email I sent out earlier today; norooms in there yet. But we are still using Meeting Maker until we areall on Exchange; but his initial test it worked well. - Vartan is stillworking on a fix. Otherwise need documentation how to clear cacheor ?996/4/12Terry Rowe Under Firefox 10 on a Windows 64 bit 7, Java script error - under6/15/12Options 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.1016/4/12Jose 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.1026/4/12JosieXP 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.1036/4/12JosieXP and Firefox 12 - could not change the pane views in OWA fromHernandez right, left, bottom. - Needs verification test and possible FAQ alsocheck other r turning on iMap - some cell phones; or the reason isbecause users may want to set up Thunderbird, Eudora, Apple mailand they will still need to go into OWA for their calendar and sincethat has email too it could confuse users. - Decision to turn iMap on6/6/12.Hoang Van OWA has an option available to import contacts directly into OWA viaa text file. Can we turn this OPTION on? - Verify if this is true, if so,turn on the option.PriorityJune 12, artan Sharon nDeployment/User ser ExperiencePending6/15/12ModerateDeployment/User gressModerate6/11/12Page 9 of 13CriticalLead/ Verified/Owner TestedBy:TomTomVartan,Ryan,NorbertSharon VartanApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesNeededByJune 12, 2012Ref ctorBaliguatIn Windows Outlook 2010 Client, there is an option to download theDistrict address book/directory to your local hard drive for use whenoffline. Right now he gets an error message when attempts todownload the directory - is this something where we need to turn ONa feature/privilege on the server?Low1076/5/12Sharon for How do you change your Reply TO Address in OWA - documentation JavierNeed to fix his account with proper id.RuedaLow1086/5/12Sharon for Will my groups, contacts, lists in Webmail/Sendmail migrate toChristina Exchange? Chien said no. Is there no way to do this? - Need FAQ.EspinosaPiebLowPage 10 of 13PriorityLead/ Verified/Owner TestedBy:Sharon VartanTomSharonSharon SusanCategoryStatusDeployment/User ExperiencePendingDeployment/User ApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef 6/7/12RyanAnthony,Shan Lu,GeorgeHeinShan Lu report not all contents of Sent folders migrated fromSendmail to Exchange.Tom to Vartan - I know you have advised that it will be somewhat of ahit and miss situation with copying the entire contents of people'sSendmail folders that they have created for themselves on theSendmail server. I guess we will have to accept that and given thatthe vast majority of emails in these folders will in most cases never bereferenced reduces the adverse impact. Of course, we would prefer a100% migration success rate, but it is what it is.However, Ryan reported that he had entire folders that were notcopied - that is more troubling. A few missing emails is one thing not converting an entire folder or set of folders is another.Do you have any thoughts on this and what corrective action mightbe required?Chien 6/11 - In the interest of saving everyone’s time, I propose thefollowing solution:1. Find out why Sharon and Shan Lu why their sent folder did notmigrate, is this a special name account issue (Tom), or something elsethat cause the skip of their accounts (Vartan/Shelby), we need tolookinto this ASAP 2. If we know the reason why, just include them as part of the nextgroup migration target, migrate the remaining email that way.STA needs to look into this problem and provides feedback quicklyregarding #1.Page 11 of 13June 12, 2012PriorityLead/ Verified/Owner TestedBy:CriticalVartan essApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesJune 12, 2012Ref orityLead/ Verified/Owner TestedBy:CategoryStatus1106/7/12TomExchange 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 ith V formatand delete the -Progress1116/7/12SusanIt appears that the OWA Options/Change Password function is stillenabled - it should be ersion/MigrationCompleted1126/7/12SharonPolicy defined that contractor Exchange passwords will expire every90 days and must be reset.Jun 7: Need feasibility assessment of how OWA Change Passwordfunctioncan be disabled of all employees (Item #26), yet enabled toallow contractors to change their password every 90 daysDeployment/User ExperiencePending1136/9/12VartanVartan - Super User group has about 20 completed. We suddenlycame to a crawl for hours and I didn't want to touch it. Finally theprocess came to a complete halt due to a disk space er the past few moves the OS disk has been storing temporaryfiles. I have to resize the disk now and restart those remaining 20 users.Tom - I read your status update regarding the out-of-disk spacePage 12 of 13ModerateVartan Tom,Ryan,NorbertApprovedCompletionBy:
FHDA Communication SuiteAction Items and IssuesRef y/IssueFrom: 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: HighJune 12, 2012NeededByPriorityLead/ Verified/Owner TestedBy:CategoryStatus6/11/12CriticalVartan rsion/MigrationIn-ProgressUser did not migrate correctly.Owner: VartanLast update: 6/10/12 11:31PM from PatCurrent Status: See emails below. - Emails not attached to Action andIssues List. Available if needed.1156/11/12SharonNeeded action: Repair.6/11/12Cannot Login into Kevin McElroy's email accountJun 11: Kevin provided Sharon with his login credentials, but they didnot work. The login credentials work for Luminis/MyPortalJun 11 Update from Bao: Can't create a connection between Kevin'sAdmin Assistant and his Exchange email account for Read/writepriveilegesJun 11: Asked Sharon & Matt to verify what his Kevin's official CWID;Exchange account may never have been built or is corruptedJin 11 Update from Sharon: I am mistaken, Kevin was first hired as acontractor, then came on board full time. When he was a consultant,he was given a Banner ID and when he came on board full timeassigned a new banner ID which I believe is the one he uses today andyou verified with me.Page 13 of :
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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