File Share Project

FAS File Share Engagement Council

Fileshare.harvard.edu

HUIT Communications and Collaboration Services (CCS)

FAS Engagement Council March 11, 2020 10:00am – 11:00am 1414 Mass Ave. Rm. 561

• Co-chair report: Mary Ann Bradley & Susan DeLellis

• Project Updates and Skype for Business Transition: Susan DeLellis

• Planning and Scheduling Status: Laurie Gamble & Maureen Berry

• Organizational File Planning & Assessments: Michelle Tutunjian

• SharePoint Training Development Status: Chris Viklund

• Zoom Demonstration: Chris Viklund & Susan DeLellis

Agenda

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From the February 12, 2020 Session

Co-Chair Report

• Skype for Business Transition status

• Migration Schedule

• Organizational File Planning

• SharePoint Training Input

Recap from the 2/12 Session

• SharePoint Training Development

• Zoom demonstration

Follow–up Items

File Share FAS Engagement Council

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• Co-Chair Report: Mary Ann Bradley/Susan DeLellis

• Project Dashboard & Updates: Susan DeLellis

• Outreach & Migration Schedule Status: Laurie Gamble & Maureen Berry

• Organizational File Planning: Michelle Tutunjian

• SharePoint Training Status: Chris Viklund

• Zoom Demonstration: Chris Viklund & Susan DeLellis

Agenda for Today

FILE SHARE PROJECT DASHBOARDINDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF 02/10/20 SUSAN TO UPDATE

5,498

3,185

5,258

1,7321,880

5,3585,930

4,101

567 2801,288

320

1,0002,0003,0004,0005,0006,0007,000

Users Migrated orDeleted

Data Migrated orDeleted (GBs)

Items Migrated orDeleted ('000)

Data Deleted (GBs)

Project Migration Metrics to Date

CA FAS GSE

FAS Project Summary Stats

256 Users Migrated 1,624 Users Deleted1,257 Data Migrated (GBs)4,101 Data Deleted (GBs)1,124 Items Migrated (‘000)4,807 Items Deleted (‘000)

351 Users Trained

351501

2819

710

0 100 200 300 400 500 600

FASCA

HKSGSEHLSGSD

FAS CA HKS GSE HLS GSD

Project Training Participation

4

5

847

4,050

5,512

10,409

567

1,880

5,498

7,945

0 2,000 4,000 6,000 8,000 10,000 12,000

GSE

FAS

CA

TOTAL

GSE FAS CA TOTAL% Total Users Migrated or Deleted 67% 46% 100% 76%Users Migrated or Deleted 567 1,880 5,498 7,945Total To Be Migrated or Deleted 847 4,050 5,512 10,409

(76%)

(99%)

(46%)

Project Migration Progress to Date – Users Migrated or Deleted*

(67%)

FILE SHARE PROJECT DASHBOARDINDIVIDUAL FILE MIGRATION (ONEDRIVE)

CURRENT AS OF 02/10/20 SUSAN TO UPDATE

* Does not include HSPH

SfB will shut down the evening of Friday, March 27, 2020*

A 3rd email communication to go out March 20, to active SfB users in CADM, FAS and around the University as well as leadership teams.

Dear Colleague:

This is our final communication to Harvard Skype for Business users to inform you that on the evening of March 27, 2020, Harvard University Information Technology (HUIT) will decommission / end support for Skype for Business. If you have not yet transitioned to Microsoft Teams in Office 365 please do so at this time. We strongly encourage you to Access Microsoft Teams now, either online or with the desktop application.

What to Expect

At 6:00pm on Friday evening, March 27 Skype for Business will no longer be available for use. Your access to other Microsoft applications, such as OneDrive and SharePoint, will not change. To learn more about what you can expect after Skype for Business is retired, including what happens to your Skype for Business data (e.g., contacts, conversation history, recordings), we recommend reading the “Skype for Business Transition to Microsoft Teams” article.

How to Prepare for the Transition to Microsoft Teams

1) Add recurring meetings scheduled past March 27 in Skype for Business to Microsoft Teams or Zoom.2) Register for a class on Using Microsoft Teams from the Harvard Training Portal.3) Reference our Microsoft Teams Quick Start Guide.

Please contact susan_delellis@harvard.edu with questions.

*Microsoft has said there are no changes to Consumer Skype Service. 6

Skype for Business Information Banner Turned on February 7th

SfB users may notice this informational message when they log into their SfB application. This is Microsoft text and not changeable by Harvard.

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Windows Device MAC Device

University-wide Using Microsoft Teams sessions at CWD through April 2020

Using Microsoft Teams

• Monday, March 16, 2020 from 3:00pm – 4:30pm | Register here!

• Monday, March 17, 2020 from 9:30am – 11:00am | Register here! ( LMA class)

• Monday, March 23, 2020 from 3:00pm – 4:30pm | Register here!

• Monday, March 30, 2020 from 3:00pm – 4:30pm | Register here!

• Monday, April 6, 2020 from 3:00pm – 4:30pm | Register here!

• Monday, April 13, 2020 from 3:00pm – 4:30pm | Register here!

• Monday, April 27, 2020 from 3:00pm – 4:30pm | Register here!

More Microsoft Teams Training Sessions!

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FAS Migration Schedule – Share Deletions

July Deletions –COMPLETED

(7/31)

Earth & Planetary Sciences

College

GSAS

Science Division (Staff)

Economics

Statistics

169 Deletions

August Deletions –COMPLETED(8/14 + 8/21)

Finance

Sociology

Instructional Media Services Groups

Inactive User Shares with no files (8/21)

1169 Deletions

September Deletions –COMPLETED

(9/30)

Science Division

Economics

FCOR (other)

69 Deletions

October Deletions –COMPLETED

(10/30)GSAS (inc. Grad

Students)

College Phase II

EPS

Statistics

HR

96 Deletions

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FAS Migration Schedule – Active Shares

SeptemberCompleted

9/23 Finance

October Completed

10/9: GSAS

10/16: College Phase 2

10/21: EPS

10/23: Statistics

10/28: HR

November Completed

11/13: IMS groups

11/18: RAS

11/20: Science Division POC

11/25: File Share Deletions (qty 24)

December Completed

12/9: Fairbank Center

12/18: English + Soc Sci Div (partial)

12/23: File Share Deletions (qty 163)

FAS Migration Schedule – Active Shares

January Completed

• Comparative Lit. 1/6• Hutchins Center: 1/8• OPRP: 1/13 + 1/15• WCFIA: 1/22• Psychology: 1/22• Soc. Sci. ASG: 1/27• Rockefeller Center 1/27• Government: 1/29• Davis Center: 1/29• File share Deletions (qty 64)

February (in progress):

• MCB 2/10 • Sci Division (2/10)• Evolutionary Dynamics

(2/12)• History (2/24 + TBD)• Faculty Affairs / UHall (2/26)• File share monthly deletions

(qty TBD)

Scheduled:

• Music (3/2)• Romance Lang & Lit (3/9)• Physics (3/11)• Sociology (3/30 + 4/1)• Anthropology (4/13)• OEB/MCZ/HUH (5/4)• Athletics (TBD)• IQSS / HMDC (TBD)• Memorial Hall (TBD)• CCB (TBD)• Ukrainian (TBD)

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Next Steps: FAS Outreach

• Core Academic Divisions: kickoffs completed (Sciences, Social Sciences, Arts & Humanities)

• Deletion of “no longer active” Academic Division Users by EOY – completed• Training: classes through April 1 scheduled & posted to FAS Admin Ops training

calendar• Kick-off approach continues to be refined:

- Using the templates (checklists, email series, job aids)- Changes incorporated following valuable feedback from EC members & local contacts- Using the OneDrive tool to share project documents with contacts is working well

• Targeted outreach to medium-sized departments will begin in late Feb. (approx. 8 depts.)

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Organizational File Planning - Update

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Organizational Files Planning Underway:• Rockefeller Center for Latin American Studies – Team to follow up• Molecular & Cellular Biology – Will likely be net new and use SharePoint hub• English Department – Several planning meetings surrounding existing

SharePoint site and departmental content.• FAS Admin Operations – Team to Follow up

On the list:• Bok Center• Social Sciences• Hutchins Center for African American Studies• Davis Center• Government• Romance Language and Literature

Completed:• Science Dean’s Office

SharePoint Information Architecture

“SharePoint Information Architecture is the art and science of organizing and labeling the content (documents, data, sites) to support findability and usability” https://sharepointmaven.com/introduction-to-sharepoint-information-architecture/

No more subsites! Microsoft now recommends a flat architecture whenever possible.

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Information Architecture Tips

• How do you currently work together? • What groups to need work together frequently?• Consider structuring folders by working groups or by topic.• Flatten folder structure wherever possible.

• Data Cleansing• Do you have an active need for the files in question? • Is an archive area appropriate?

• Streamline permissions structure by reviewing restrictions.• Question to ask: Does this really need to be restricted?• Structure permission using the least restrictive theory.• Consider organizing top levels by who needs access.

• Identify and separate out PII and Level 4 documents, this information should be segregated and protected differently.

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Using SharePoint Online training coming soon!

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We’re in the final stages of developing our next training session:

Using SharePoint Online

We need your help! Your input will help us shape the material and ensure that we’re addressing the topics that matter most. We want this session to be as valuable as possible for our community and your input is critical.

• What do you like about SharePoint Online? What don’t you like?• What do you wish it did?• What have you found most confusing?

In the coming months we plan to follow with Managing SharePoint Online training, a session aimed at the local administrators for SharePoint. Keep an eye out for more details!

• Get a Zoom Account (Harvard.zoom.us)• Optional Outlook Add-in

• Log in with HarvardKey• Schedule and participate in meetings

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Help and Resources:Zoom HUIT Service CatalogSet up your Zoom AccountInstall Zoom Outlook Add-inZoom Quick Start GuideRun a Smooth Meeting with Zoom (Best Practices)Schedule a Zoom Meeting from OutlookConnect to a Zoom Meeting from a Conference RoomRegister for Zoom Training Classes (web and instructor-led)

Zoom Demonstration

Questions & Feedback?

Thank you!