Oulman amp Todd Williams Where were we Where are we Where are we going State of UF Email Cast People and Systems Email Eligible People Students S Faculty F Staff T Employees E ID: 935672
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Slide1
State of UF Email
Presented by James
Oulman
& Todd Williams
Slide2Where were we?Where are we?
Where are we going?
State of UF Email
Slide3Cast: People and Systems
Email Eligible People
Students (S)
Faculty (F)
Staff (T)
Employees (E)Email Ineligible PeopleMember (M)Alumni (A)Affiliate (L)Contact (P)
Systems
GatorLink
Email
UF
WebMail
IMAP.ufl.edu
Exchange Email
UF Exchange
AHC Exchange
GatorCloud
Email (O365)
SMTP
Smtp.ufl.edu
Slide4Where we were
Background and history
Slide5Where we were:
Students
Where Student email lived:
Primary mailbox system:
GatorLink
Email (WebMail)
Many students auto-forward @ufl.edu externally (google/
hotmail
/
etc
)
Some student-employees with
GLMail
AND
Dept
-provided Exchange mailbox
How Students got UF mailbox:
Some auto-provisioning of
GatorLink
mailbox
Some self-serve
Some request-based
Slide6Where we were:
Workforce
Where
Workforce (Faculty/Staff/Employee)
email lived
:Mailbox location(s) depended on College/Dept. policy and practice
Most workforce have Exchange Mailbox
Many workforce ALSO have
GatorLink
Email (
WebMail
)
Many
workforce
auto-forward @
ufl.edu
Externally (google/yahoo/
etc
)
To Dept. mail server
How Workforce
got UF mailbox:
Exchange: Ad-hoc provisioning by
Dept
/College IT staff
GLMail
: Self-serve or request based
Slide7Where we were:
Other People
Who they are: Alumni, Former Students, Dept. Associate, any other ‘Member’ affiliations
Where Others
email lived:
Alumni, Former Student, other “previous student” affiliations lived in
GLMail
Many workforce-like affiliation had
GLMail
, but some have Exchange
Many auto-forward
@
ufl.edu externally
(google/yahoo/
etc
)
How
Others
got UF mailbox:
Exchange:
Ad-hoc
provisioning by
Dept
/College IT
staff
Failure to de-provision via ad-hoc processes
GLMail
:
Failure to de-provision ex-students, ex-workforce
Looser provisioning restrictions on ‘Member’ and Dept. Associate affiliations
Slide8Where we were:
GatorLink
Email /
WebMail
IMAP mailbox system with web-based IMAP client (webmail) front-end
Provided mailbox services to:
Students, Faculty, Staff, Employee, some ‘Member’
Mostly ad-hoc provisioning: self-serve, or request-based
Some auto-provisioning for
students
Poor de-provisioning processes resulted in unintentional service to:
Alumni
Affiliate (former students/recent attendee)
Slide9Where we were:
Exchange
Historically comprised of “UF Exchange” (campus) and “AHC Exchange” (Health Center)
Provided mailbox services to:
Faculty, Staff, Employee
Also, some student employees
Mailboxes co-exist with
GatorLink
email
Provisioning:
A
d-hoc provisioning
by College/Dept. IT
De-provisioning:
Ad-hoc by College/Dept. IT
Slide10Where we were:
SMTP / @ufl.edu addresses
s
mtp.ufl.edu is MX for @ufl.edu address space
Auto-forwarding of @ufl.edu address allowed with little-to-no restrictions other than local
Dept
/College Policy
Default delivery path for @ufl.edu address is to
GatorLink
Email (
WebMail
)
Slide11Where we are
The only constant is change
Slide12Where we are:
Students
Where Student email lives now:
Primary mailbox system:
GatorCloud
Email (Office 365 Exchange Online)
85% of students in
GatorCloud
Email
Some students still auto-forward @ufl.edu externally (google/
hotmail
/
etc
)
Some remaining student-employees with
GLMail
AND
Dept
-provided Exchange mailbox
How Students get UF mailbox:
All new students are auto-provisioned with
GatorCloud
mailbox upon entry
Slide13Where we are:
Workforce
Honestly, nothing much has changed here yet…
Where Workforce (Faculty/Staff/Employee)
email lived
:Mailbox location(s) depended on College/Dept. policy and practice
Most workforce have Exchange Mailbox
Many workforce ALSO have
GatorLink
Email (
WebMail
)
Many
workforce
auto-forward @
ufl.edu
Externally (google/yahoo/
etc
)
To Dept. mail server
How Workforce get
UF mailbox:
Exchange: Ad-hoc provisioning by
Dept
/College IT staff
GLMail
: Self-serve or request based
Slide14Where we are:
Other People
ONLY F/T/E/S affiliations are eligible for UF mailbox
Dept. Associate is a non-eligible ‘Member’ affiliation
Ineligible
GLMail
mailboxes
that had not been
accessed
in previous 6 months were retired earlier this year.
Where Others
email lived:
Alumni, Former Student, other “previous student” affiliations still in
GLMail
Many workforce-like affiliation have
GLMail
, but some have Exchange
Many auto-forward
@
ufl.edu externally
(google/yahoo/
etc
)
How
Others get
UF mailbox:
Exchange:
Ad-hoc
provisioning by
Dept
/College IT
staff
AHC Exchange is now enforcing provisioning restrictions
GLMail
:
Failure to de-provision ex-students, ex-workforce
Looser provisioning restrictions on ‘Member’ and Dept. Associate affiliations
Slide15Where we are:
GatorLink
Email /
WebMail
Nearly all
Students now moved off GatorLink
Email
Still provides mailbox services to:
Eligible: Faculty, Staff, Employee
Most also have UF/AHC Exchange mailbox
Ineligible: Alumni, Member, Affiliate
Ineligible mailboxes that had not been access in previous 6 months were retired earlier this year.
We’ve reduced mailbox count from 365k to <100k
Slide16Where we are:
Exchange
New system:
GatorCloud
Email (Office 365 Exchange Online)
now the official Student email system
Hybrid environment with UF/AHC Exchange
Single namespace across systems (one mailbox per GLID)
UF/AHC Exchanges nearing completion of upgrade from 2010 to 2013
Provisioning:
Automated provisioning for Students in the cloud
A
d-hoc provisioning
by College/Dept. IT for on-
prem
(UFX/AHC)
De-provisioning:
Students cloud mailboxes de-provisioned 6 months after departure
Ad-hoc by College/Dept. IT
Slide17Where we are:
SMTP / @ufl.edu addresses
Auto-forwarding of @ufl.edu addresses now heavily restricted
New terminology: “Deliver-To” address
Students cannot change forwarding
Workforce can only forward within *.ufl.edu domain
Default delivery path for @ufl.edu address is
STILL
GatorLink
Email (
WebMail
)
“removing” a deliver-to address will result in attempted deliver to
GLMail
Slide18Where we’re going
w
e don’t need roads
Slide19Where we’re going:
Students
Targeted outcomes:
All student email in
GatorCloud
EmailNext steps:
Migrate students with existing auto-forwards to
GatorCloud
Email
They can opt-in now, finish migration in May
Consolidate mailbox for students w/
GLMail
and Exchange mailboxes
These mailboxes will be treated similarly to Workforce mailboxes
Slide20Where we’re going:
Workforce
Targeted outcomes:
All workforce mailboxes in hybrid Exchange environment (single mailbox per GLID)
Full automation of provisioning/de-provisioning based on affiliation lifecycle
Next steps:
Begin auto-provisioning
Identify mailbox location for every Dept. ID
Open opt-in migrations for workforce in Depts. with preferred location in cloud
Individual must not have on-
prem
Exchange mailbox
Assigned migrations in Fall
Cloud location:
GLMail
->
GatorCloud
On-
prem
location:
GLMail
to be merged into Exchange mailbox
Slide21Where we’re going:
Other People
Targeted outcomes:
Enforce eligibility across all email systems
Slide22Where we’re going:
GatorLink
Email /
WebMail
Targeted outcomes:
Retire GatorLink Email System by end of 2015
Next steps:
Finish Student Consolidation on
GatorCloud
Retire non-eligible mailboxes (approx. 6 months)
Migrate workforce
Slide23Where we’re going:
Exchange
Targeted outcomes:
Single hybrid system for all UF email
Predictable service expectations
Eventual consolidation in the cloud?
Next steps:
Finish 2013 upgrade
Fully automate mailbox lifecycle
Retire
GatorLink
Email
Slide24Where we’re going:
SMTP / @ufl.edu addresses
Default
delivery path for @ufl.edu address
will change to hybrid Exchange system
“removing” a deliver-to address will result in attempted deliver to Exchange mailbox
Slide25References
UF Affiliations Reference:
http
://identity.it.ufl.edu/identity-coordination/uf-directory-affiliations/reference
/
Retiring Glmail wiki page:https://
connect.ufl.edu/it/wiki/Pages/Retiring-UF-GatorLink-WebMail.aspx
UF’s Hybrid Exchange/O365 Environment for IT Administrators:
https://connect.ufl.edu/it/wiki/Pages/UF-Hybrid-Exchange-Office-365-for-IT-Admins.aspx
Office 365 and Student Employee Mailbox Scenarios:
https://connect.ufl.edu/it/wiki/Pages/Office-365-and-Student-Employees.aspx