O365 Mail Users Forum

Thursday, May 25, 2017

Roll Call

Express Route (Equinix Circuit) Status – Jason Johnson

O365 Migration Updates

Tenant Management Services

Outages - Mario Pimental

Multi-Factor Authentication (MFA) Overview

ProofPoint Exit Status & Review – Jack McVickar

O365 Reminders

Group Discussion and FAQ’s Skype Federation with other Agencies

Closing Remarks

Agenda

How departments move to Azure

Express Route via the OTech Cloud

Provider Interconnect (CPI) service

Express Route – Jason Johnson

Mark Eubanks

CalCloud Services Branch, CDT

Introducing…

Overall Migration Status 42 Departments completed migration

o 114,087 Mailboxes

CES o 35 departments of 48 (103,440 mailboxes) have been migrated

o Scheduled

EMSA scheduled 5/31/17

HCD scheduled 5/31/17

CA.Mail Migration Status

o 7 departments (10,647 mailboxes migrated)

o Scheduled OTS scheduled 5/31/17

CDCR scheduled 6/8/17 (8-12 week blackout)

Frank Espinosa frank.espinosa@state.ca.gov

o Single point of contact for CA.Mail migrations

O365 Migration Updates

Tenant Managed Services includes: Exchange Admin Set-up

Distribution Lists Management

SMTP Relay Management/Support

SPAM/Virus Management/Support

Outlook Mailbox Management

Outlook Connection Support

InTune Mobile Device Management Support

Office License Management/Support

PowerShell/Exchange scripting

Cost of $2.00 per user/per month

Available now

Tenant Managed Services

GalSync(OTech)

AgencyAAD Connect *

Default Azure AD Connector

AgencyForest

Default AD Connector

Export from OTech GalSync serverPlaces all contacts into a single

GalSync OU in Central AD forest

Specialized connector – reads allContacts from OTech GalSync OU

And syncs them to the Agency tenant

Office 365Agency Tenant

Legacy GalSync

OU

CA.Mail

Agency

Specialized Connector – creates Contacts from agency users into OU Hierarchy in Central AD by agency. Imports objects from top level SharedGAL OU.

Specialized connector – reads all Contacts from Otech GalSync OU and syncs them to the Agency tenant

MMSSPP

Agency AAD Connect

Office 365Agency Tenant

Default Azure AD Connector

Default AD Connector

SharedGALOU

Agency 1

Agency 2

CAShared AD

Specialized Connector – creates Contacts from agency users into OU Hierarchy in Central AD by agency. Imports objects from top level SharedGAL OU.

CES (057D

)

CA.Mail

(RF01)

Import SharedGAL

Current GAL Sync

GAL Sync Issue: AAD Filter was changed and caused AD accounts to be deleted

Per the Prime vendor day after report. two departments “made

a change to AAD Directory Sync on 05/03 and the change was

from a Join to a Provision, which purged the mailboxes.”

There was no bug in the Sync code.

Directory Sync is a powerful tool it does exactly what you tell it

to do.

GAL Sync Issue

CES Critical Incident Update

Date Incident Department (s) Description Resolution

5/15/2017 117051515740556 All CES Exchange on-line message queuing issues. Set of internal Microsoft alerts.

Microsoft teams identified an issue in DNS resolution performance on the domain controllers in the Microsoft managed customer forest.Microsoft has bypassed the impacted DCs to resolve the issue.

5/10/2017 117050891104601 POST, CSL, DBO, CDFA

Users getting credential prompts and unable to access mail from Outlook.

Outlook client authentication setting resolved the issue. Migration team is reviewing potential impact of pre migration steps as a follow-up

Office 365 Support Overview

Support Process – prior to mailbox migration

Post Migration

Note: Office 365 Incidents are not charged to the Premier Support Agreement

CES Departments Without Premier Support

Wave Code Department

1 CHSRA High Speed Rail Authority

2 ALRB Agricultural Labor Relations Board

3 EPA CalEPA

3 SWRCB Water Resources Control Board

4 CDA Department of Aging

4 SCC State Coastal Conservancy

4 DRE Department of Real Estate

4 CSLB Department of Consumer Affairs, Contractors State License Board

4 CSL California State Library

4 CSD Community Services and Development

5 BCDC San Francisco Bay Conservation & Development Comm

5 Tahoe California Tahoe Conservancy

5 MBC Medical Board (DCA)

5 BREA Bureau of Real Estate Appraisers

5 ABCAB Alcoholic Beverage Control Appeals Board

5 EMSA Emergency Medical Services Authority

6 Parks California Department of Parks and Recreation

6 DBO Department of Business Oversight

6 CK California Coastal Commission

CBA CA Board of Accountancy

CAC California Arts Council

SNC Sierra Nevada Conservancy

BCSH Business, Consumer Services and Housing Agency

How do I Gain Access to Support?

Premier Support Access

1. Open a Remedy Service Request (SR) with CDT procurement

team

2. Once processed, your Microsoft Service Delivery Manager, will

contact you with access IDs and additional information.

Questions?

Mario PimentelService Delivery Managermariopim@microsoft.com(916) 369-3618www.microsoft.com/microsoftservices

Chris Baad

CalCloud Services Branch, CDT

Introducing…

Accurate process documentation and project planning Setup process.

Phased approach.

Communication

Outlook/Application compatibility Outlook 2013 (with Reg key) minimum

Support teams On site if possible

Whitelisting/configuration details Authentication Options

BYOD Impact

Lessons Learned Multi-Factor Authentication (MFA)

E N D U R I N G V A L U E S . I N S P I R E D P E R F O R M A N C E .®

Export Process Update

Jack McVickar, Program Manager

5/25/2017

18

ProofPoint Status

Progress on exports has been excellent and due to collaboration between teams

CSRA can still assist with export/imports of ProofPoint data but will not be accepting new AT’s after June 30th to support contract close out

19

Departments that have completed exporting

CSLB CALVET

Tahoe CHP

CDFA Parks

Wildlife Conservation

SLC DSH

CALEPA DRE

OEHHA CDPH

DCA ALRB

Covered BCDC

FIRE DBO

Boating and Waterways

20

Export Process Departments Status Chart

3

4

21

Department Exports Status

Not Started

In Progress

Finished

21

Export Process Storage chart

52

5

107

Export Status in TB

Not complete TB

In Process TB

Finished TB

22

Agency Exported

By

% Export

Complete

Data

Delivered

Date

Completed

Comments

Agricultural Labor

Relations Board

(ALRB)

CSRA 100%5/1/2017 Processing AT

Covered California

(Covered)CSRA 100% 4/26/2017 Processing AT

Office of

Environmental Health

Hazard Assessment

(OEHHA)

CSRA 100%

4/23/2017 Processing AT

Department of

Consumer Affairs

(DCA)

CSRA 100%4/23/2017 Processing AT

State Lands

Commission (SLC)Self Export 100%

2/2017 Processing AT

California Department

of Food and

Agriculture (CDFA)

Self Export 100%3/2017 Self exported

California

Environmental

Protection Agency

(CalEPA)

CSRA 100%

3/2017 Self exported

California Tahoe

Conservancy (Tahoe)Self Export 100%

2/2017 Self exported

Contracts State

License Board (CSLB)Self Export 100%

1/2017 Self exported

Departments that completed export

23

Departments that completed export

Agency Exported

By

% Export

Complete

Data

Delivered

Date

Completed

Comments

Cal Fire Left ProofPoint 100% 1/30/2017

San Francisco Bay

Conservation and

Development

Commission

Left ProofPoint100%

1/30/2017

California Department

of Veterans Affairs

Moved to new

ProofPoint instance100%

- CSRA not

engaged

California Highway

PatrolLeft ProofPoint

100% 12/1/2017 No data

California Department

of Fish and Wildlife

(Wildlife)

Self Export 100%2/2017 Self exported

California Department

of Business OversightLeft ProofPoint 100% 12/1/2017 Self exported

Parks Abandoned data 100%5/5/2017 Abandoned data

California Bureau of

Real Estate (DRE)CSRA 100% 5/11/2017

DSH ProofPoint 100% 5/12/2017

California

Conservation Corps

(Conservation)

Self Export 100%5/16/2017 Self Export

24

Departments that completed export

Agency Exported

By

% Export

Complete

Data

Delivered

Date

Completed

Comments

California Department

of Public Health

(CDPH)

CSRA 100%

Boating & Waterways

Department (DBW)Abandon Data 100% 5/16/2017 Abandon Data

25

In Progress

Exported

By

% Export

Complete

Data Delivered Date Completed Comments

California Board of

Accountancy (CBA)Self Export 50%

Department of

Transportation (DOT)Self Export 90% Updated 5/19/2017

California Department

of Water Resources

ProofPoint98%

Medical Board of

California (MBC)Self Export 50%

26

Queued

Exported

By

% Export

Complete

Data Delivered Date Completed Comments

State Water

Resources Control

Board (Waterboards)

ProofPoint ETA start June 1st

Waiting for

customer to sign

AT

California Department

of Health Care

Services (DHCS)

ProofPointETA start June 1st Queued Up Next

for Proofpoint

Department of Toxic

Substances Control

(DTSC)

CSRA Not startedNeed details

Thank You

Available CDT Services Statewide O365 TM

o ($2.00 per user per month)

Statewide Shared GAL

o (0.26 per user/per month)

o Policy Letter (in process)

Statewide Shared ADFS

o (0.99 per user/per month)

o Colo Cost (budgeting $350.00 per server)– (Azure virtual server rate +13.2% VHSS fee)

– (SBCS Secure Access for administrators)

O365 Migration Reminders

O365 Migration Reminders

Migration Services SR’s to submit to CDT for O365 Required

o Licensing Procurement

o Migration with Migration Vendor included

o Global Address List (GAL) Connect and Configure

o Network Configuration for GAL

o MS Shared Premier Services ( if dept. doesn’t already have it)

Optionalo Network Modifications

o DNS Changes

o Shared ADFS

o CDT O365 Tenant Management Services

o Proofpoint

o MS Premier Training

Just prior to completing migration to O365o Stop Service SR to end CES and CA.Mail billing is required

Service End Dates CES contract ends Oct 12th 2017

CA.mail Sunsets Dec 31st 2017

O365 Support is via the O365 support line or escalated via Premier Support

Important links to O365 Info https://access.ca.gov/FAQ_O365.htm

http://www.servicecatalog.dts.ca.gov/services/email/ces/overview.html

O365 Migration Reminders

Group Discussion and FAQ’s

Skype Federation with other Departments

https://access.ca.gov/FAQ_O365.htm