Project ICE Department Coordinators Meeting August 8, 2006, 10:00 am 11:00 am Maxwell Dworkin Room 1

1
Project ICE!Department Coordinators
MeetingAugust 8, 2006, 1000 am 1100
amMaxwell Dworkin Room 119

• Session Agenda
• Email alias and LDAP information audit - Tim
  Gleason (10 min)
• AD Update Impact -Erica Cahill and Molly Baird
  (45 min)

2
Email Alias and LDAP Information Audit

• Presented by Tim Gleason

3
Email Alias and Why We Should Care

• All ICEmail accounts issued to users require an
  email alias
• Email aliasing provides a friendly address to
  your email addresses in the format of
  firstname_lastname_at_harvard.edu such as
  john_harvard_at_harvard.edu. Its intent is to be
  able to provide an easy to use syntax for email
  addresses to allow for simpler usage.
• Alternative forms of the email aliases can exist
  such as elizabeth_agassiz_at_radcliffe.edu
• Standard, intuitive and easy to remember format
• Alias masks confusing complex and potentially
  lengthy email addresses
• Available to anyone with a HUID and can point to
  any Harvard mail service
• Allow the retention of the same email address if
  you transfer to a different role within the
  university
• The creation of an email alias requires a valid
  HUID number

4
Audit of CAMail

• Ensure we are prepared for the Exchange alias
  requirement
• Audit performed by UIS Help Desk staff
• Uncovered three areas for investigation
• Lacking an Alias (400 accounts)
• Improper LDAP entries
• Desktop settings
• Process has already started to correct the gaps
• All CAMail email accounts will continue to work
  with whatever email address users have been using
  despite any of these changes

5
Lacking an Alias

• Accounts without an associated email alias have
  been identified
• Aliases are being created for those accounts for
  those account whose HUID is known.
• Additional assistance may be required to complete
  account identification such as consultants,
  former employees and application accounts
• Possibly an opportunity for clean up?
• Once alias is established, users will be sent a
  notice and instructions.
• Sample handout

6
Improper LDAP Entries

• Many users have an alias today but do not have
  their email address listed correctly in the
  University LDAP Directory
• https//www.directory.harvard.edu/
• The listed email address will become the primary
  address in ICEmail
• _at_camail address are invalid but will continue to
  function for a period of time
• Only alias addresses should be advertised
• This directory information is what will be seen
  in the in the Outlook address book
• A list of directory entries that have _at_camail
  addresses is being constructed and compared
  against the Harvard alias table
• Updates will need to be made for this entry by
  your local directory contact
• Phonebook data snapshot has already been done for
  the 2007-2008 printed directory

7
Desktop Settings

• Problem improper desktop email client settings
  are advertising the wrong email address
• Many reasons why
• Transparent to the user
• Logging on the CAMail servers can identify these
  systems by username
• Lists of these users will be extracted over a
  period of time and individuals will be asked to
  make changes to their systems.

8
Aliasing Status

• Timeline
• Correcting the lack of an alias
• Now
• Improper LDAP entries
• Data collection now, contact local coordinators
  within weeks
• Desktop settings
• Future
• Questions contact Tim Gleason
• tim_gleason_at_harvard.edu
• 5-5811

9
AD Project Update

• Project ICE Coordinators MeetingAugust 8, 2006

10
High-level Project Status, Milestones, Timeline
2005
Vendor Negotiations Procurement
Jun 05
Aug 05
Jul 05
Sep 05
Oct 05
Nov 05
Dec 05
Reqs Gathering Design
Proof of Concepts
Dev/Test Environment for Proof of Concept testing
School Interviews
Dev/Test Environment
2006
Jan 06
Mar 06
Feb 06
Apr 06
May 06
Jun 06
Jul 06
Dev/Test Environment
Reqs Gathering And design for storage
Provisioning Naming Application
Work with IdM Project on Provisioning For
Production Environment
11
High-level Project Status, Milestones, Timeline
cont
2006
Oct 06
Nov 06
Dec 06
Aug 06
Sept 06
Operational Testing And user/workstation
migration planning
Early Adopter Migrations (contingent upon
successful testing)
Migrations to Production Environment
Begin to schedule Production Migrations
2007
Jan 07
Mar 07
Feb 07
Apr 07
May 07
Jun 07
Steady state Production Environment
12
AD Update Processes that change

• Forgotten password or username use self-service
  reset tool.
• HR no longer requests new accountsaccounts are
  automatically created by IdM as soon as HR enters
  data into PeopleSoft.
• Accounts for separating employees will be
  automatically disabled on their termination date.
• Email mailboxes for separating employees will be
  automatically disabled on their termination date.
  Managers should arrange to review employee
  mailboxes prior to their departure.
• Single login for desktop, email and calendar!
• Email from address and display name matches
  your primary email address as displayed in the
  Harvard online phonebook. Contact your WDU to
  update if needed.
• Cant receive email from outside world until
  alias created (no _at_camail.harvard.edu for new
  mailboxes)

13
AD Update Processes that dont change

• New employees contact Helpdesk to activate their
  AD/email/calendar login.
• Hiring manager requests file access for new
  employees with Remedy
• Hiring manager informs Helpdesk of
  departing/transferring employee
• The following requests still go through the
  helpdesk
• New file shares
• New Printers
• New conference rooms
• New shared/generic email addresses
• New Distribution lists
• Email aliases for _at_harvard.edu

14
AD Update Links

• Quest Password Reset Manager tool
• http//www.quest.com/password_reset_manager/demo/
  prm_demo.html
• This demo is aimed at System administrators and
  delivers detail about the configuration of tool.
  It also contains examples on when the tool could
  be used.
• Active Directory Project website
• http//www.uis.harvard.edu
• More content coming soon!

15
AD Update Questions?

• Do you have questions about other processes?
• How will automatic account maintenance affect
  you or your group?
• Molly_Baird_at_harvard.edu
• 384-6567