State of UF Email

Presentation on theme: "State of UF Email"— Presentation transcript:

State of UF Email

Presented by James

Oulman

& Todd Williams

Where were we?Where are we?Where are we going?

State of UF Email

Cast: People and Systems

Email Eligible PeopleStudents (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

Where we were

Background and history

Where 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

Where 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

Where 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

Where 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)

Where 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

Where 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

)

Where we are

The only constant is change

Where 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

Where 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

Where 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

Where we are:GatorLink Email / WebMail

Nearly all

S

tudents

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

Where 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

Where 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

Where we’re going

w

e don’t need roads

Where we’re going: Students

Targeted outcomes:

All student email in

GatorCloud

Email

Next 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

Where 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

Where we’re going: Other People

Targeted outcomes:

Enforce eligibility across all email systems

Where 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

Where 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

Where 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

References

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