Google Migration Implementation Plan/Schedule

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Google Migration Implementation Plan/Schedule Page 1 of 6

Google Migration Implementation Plan/Schedule

Introduction

In December of 2011, Wheaton College finalized the contract with Google to migrate our email and calendaring

to the Google Apps for Education suite. The target date for full migration is Spring semester 2013. The work will involve migrating email 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, TI/LIS, Leadership Team (March 6, 2012 – March 16, 2012)

3. Migration of email 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 Project Lead

Brian Gibson Technical/Migration

Mark Parlan Technical/Migration

Sue Morgado Marketing/Training/Support

Jessie Durand Marketing/Training/Support

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Google Migration Implementation Plan/Schedule Page 2 of 6

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 email 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

Timeline

Start Date End Date Task Responsible

Develop scheme for creating user accounts TI

Set up test domain account TI

Test provisioning on test account TI

Test Google Apps product suite Project Team Test DNS resolution from all network locations to

Google Apps

TI Test ICMP connectivity from all network locations to Google Apps

TI Test TCP/UDP reliability from all locations to

Google Apps

TI

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Google Migration Implementation Plan/Schedule Page 3 of 6 Develop scheme for data migration TI

Develop scheme for mail architecture & delivery TI

Set tentative Go Live dates Project Team

Develop scheme for marketing Website/Marketing team

Develop scheme for training Tech Support

Confirm Go Live dates Early adopters: fall 2012

Community: Spring 2013 Decide user groups/services

Customize support contact information Project team

Create informational flyers & posters Website/marketing team

Informational website Tech Support

Client Services training/certification Tech Support

Customize documentation Tech Support

Modify migration strategies Project team

Confirm mail architecture plans

Campus-wide Email blast Sue W.

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Google Migration Implementation Plan/Schedule Page 4 of 6

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 email

 Email blast to campus announcing migration

 Test pilot IT

 Help Desk training

 news item for IT website

 Email targeted Google Ambassadors

 Test pilot Google Ambassadors

 Administrator informational campaign

Timeline

Start Date End Date Task Responsible

IT staff informational email

Email blast to campus announcing migration 3/6/12 3/16/12 Test pilot IT Department

Help Desk training News item for IT website

Email targeted Google Ambassadors Test pilot Google Ambassadors Administrator informational campaign

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Google Migration Implementation Plan/Schedule Page 5 of 6

Phase III: Migration of email accounts and listservs

The current plan as of December 2011is to have a single migration of all email accounts. All accounts will be migrated will in January 2013.

Desktop email 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 emails 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

 Email blast

 Set up monitoring tools

 Email blast

 All users migrated for Mail & Docs

 Complete provisioning

 Change DNS over to Google

Timeline

Start Date End Date Task Responsible

News item for IT website Marketing team

Email blast Sue W.

Set up monitoring tools Email blast

All users migrated for Mail Complete provisioning

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Google Migration Implementation Plan/Schedule Page 6 of 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

 Email blast to Meeting Maker users

 Migrate calendar data

Timeline

Start Date End Date Task Responsible

Departmental workflow meetings Departmental training

Develop Screencasts/Helpsheets Calendar information on website News item for IT website

Email blast to Meeting Maker users Migrate calendar data

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