Migrating to Google Apps for Student Email
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Transcript of Migrating to Google Apps for Student Email
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Migrating to Google Apps for Student Email
Kevin Macnaughton, Team Lead, IT [email protected]
April 28, 2014
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Agenda• Background• Platform Selection• Migration and Communication Plans• Technical Details• Lessons Learned• Outcomes
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Background• UWindsor initiated a project to renew student
webmail options in fall of 2011. – Student comments on the existing service were
generally unfavourable– Vendor was changing interface – Need to comply with standards, such as AODA– New options were available, presenting an
opportunity to improve student experience
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Background• Existing service was in-house solution– Single CommuniGate Pro server– Customized skin used– Used local SAN disk for storage– Mailboxes limited to 100MB
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Background• Issues with current solution– Mailbox limit (100MB)– Interface was non-intuitive– Message formatting often broken– No support for accessible views– SAN disk is expensive
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Background• Project structure and Governance– Technical Team that reported to Student
Computing Committee for approval– Student Computing Committee consisted of reps
from student bodies, ITS and other campus representatives
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Friends and Assists• Worked with several Universities in Ontario
were migrating to or selecting Google Apps:– McMaster, OCADU, WLU
• UAlberta gave extensive and invaluable support based on their migration experience
• Lakehead broke the ice in Ontario
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Platform Selection• Decision factors– Student experience/comfort– Capabilities and features– Cost (money and support)– Compatibility with existing environment
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Platform Selection• Methodology– Developed comprehensive evaluation matrix• Technical features, • Privacy/management issues• Migration possibilities• Integration possibilities
– Matrix completed by Technical Team and vendors– Interviewed existing education customers
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Platform Selection• Choices evaluated– Upgraded CommuniGate Pro– Microsoft Live@EDU– Google Apps for Education
• Google Apps won based on student familiarity, ease of use, cost, and integration possibilities
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UWinGmail• Services included in UWindsor Google Apps– Gmail – Google Calendar– Google Talk– Google Docs web-based tools
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UWinGmail• Key implementation details:– Users retain @uwindsor.ca email address– Will still use UWinID and password– Migration will be Voluntary
• Contract protections:– UWindsor maintains ownership of data/IP– No data mining, profiling, or ads
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UWinGmail• Branding will be both UWindsor and Google
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Migration Plan• Three key elements to project
1. Communicating information around privacy impact of cloud services
2. Addressing requirements for disclosure and user acceptance
3. Implementing a phased migration approach
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Migration Plan• Data to be migrated and how:– Email (inbox and folders)• Automatic using IMAP
– Calendar and Contacts• Manual using export to iCal, vCard
– Web pages• Manual move to student web space on another server
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Communication Plan• Three messaging stages:– Launch and privacy awareness– Project updates– Individual migration phase • Multiple messages to each student• Migration status page
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Communication Plan• Migration stage:
1. Invitation to Migrate• Disclosure and AUP review• Self-insertion into migration queue
2. UWinGmail Account Active• Mail migration in progress
3. Migration Complete• Review messages, migrate calendar + contacts
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January 31, 2011
QUESTIONS?
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Technical Details• Key pieces:– CommuniGate Pro server– UWinGmail website and registration portal– Migration control machine and workers– Google Apps domain
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Technical Details• Google Apps domain setup:– Email Migration API enabled– @uwingmail.uwindsor.ca aliases for all accounts– Accounts created by migration script– Passwords populated by migration script– IMAP, POP and Google Sync enabled
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Technical Details• Migration scripting architecture:– Migration portal• Show AUPs, record acceptance to db, add to queue• Provide migration status page
– Workers• 10 Windows VMs• Run GAMME tool (using Email Migration API)
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Technical Details• Migration scripting architecture:– Migration control system• runs scripts (Perl) • updates db, does logging• system is multiple queue-driven• cron schedules control queue checks
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Technical Details• Mail routing– All accounts use @uwindsor.ca• Still only one MX record for all mail
– Campus mail gateway routes to mail servers• All mail systems believe they own @uwindsor.ca• @webmail1.uwindsor.ca, @uwingmail.uwindsor.ca
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Technical Details• Mail routing– UWinGmail routes every message to gateway• including UWinGmail-to-UWinGmail messages• allows delivery management • provides central logging for non-repudiation
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Technical Details• Single Sign-On– UWinGmail configured to use SSO– Configured against campus CAS• easiest to integrate• does not provide true logout though
– Mobiles do not use CAS• authenticate using pass stored in Google account
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Lessons Learned• Overcommunicate– Students want to know details / progress– Need to keep at top of inbox/mobile display
• Don’t communicate too much– Receive too many messages from Uni– Avoid long emails
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Lessons Learned• Deadlines work best– more migrations from sticks than carrots
• Clarity is key– temporary account locks caused many issues
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Outcomes• Started with 28000 accounts, 17M messages
• Active student migration took 3 months• High adoption rate• Migration failures around 1%
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Outcomes• Alumni account migration took 1 year• Slow migration, allowed long contact time• Way lower uptake• Extended to all Alumni
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Outcomes• Average mailbox size is already over 200MB• Huge adoption of Google Docs – over 12000 document creators– over 28000 documents
• Google Drive has uptake too– 430,000 files stored in Drive
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Minor Hiccups• Many students’ passwords did not meet
Google’s minimum complexity
• Delay between Google Apps account creation and mail acceptance
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Minor Hiccups• Some students had mail directed to other
campus systems
• Automated messages caused issues – due to not being properly structured– one bad message would stop entire queue!
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Q & A
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