launch


googlebadgeWe hope that the move to Gmail has gone well with yourself and your colleagues. Please remember that support is still ongoing to help with any issues.

 The project wanted to take this opportunity to inform you of the plans for the migration of calendar content from Oracle Calendar and the launch of Google calendar from Monday 15 April.

 Process

On the evening of Thursday 11 April we will begin the final migration of Oracle Calendar content to Google calendar.  This work will be completed by the morning of Monday 15 April.

 

 

  • No new events in Oracle calendar 
    From 5pm Thursday no new events should be added to Oracle Calendar. 
     
    You can add new events to Google calendar from Thursday 11 April (but before 15 April please check Oracle Calendar for any potential clashes).
     
    Access to Google calendar
    You can access Google calendar via the login page on the Calendar support website or via the Calendar link in the top toolbar in Gmail.
    • Make sure that you are only looking at your calendar. Under ‘My calendars’ on the left, select your  calendar name and click the drop-down arrow that appears to the right and chose ‘Display only this calendar’.
     

    Migration of existing Oracle calendar data will not be complete until Monday 15 April

    The migration of Oracle date will not be complete till Monday 15 April so calendars will not be complete until that time.
     
    Please refrain from deleting or replacing duplicate or missing events until migration is complete on Monday 15 April.
     
    Known issues
    There are known issues with migration of data from Oracle Calendar resulting in the the creation of some duplicate events and missing events.Please wait for the completion of the data migration on Monday 15 April before checking events.
    • From 15 April please take some time to check the accuracy of your future meetings.
      • Do not delete duplicates unless you are the ‘Owner’ of the event to avoid any confusion. Visit the known issues with migration link above for advice on identifying duplicates to remove.
    • ‘Owners’ will have been informed that some meetings have not migrated and they should be responsible for recreating those meetings in Google Calendar.
    • This duplication will only affect migrated events and will not happen to events you put in Google calendar in future.
    Please note that no data will be lost. Oracle Calendar will be available to view till at least the end of August 2013.
     
    Advice & support

Nick Skelton

Assistant Director, IT Services

 

This Thursday evening all new emails for staff (including honorary staff) and postgraduate research students will go to Gmail.

At this time you will still be able to access your legacy email in Mulberry etc, to view and respond to old emails.  Please note that the legacy account will become read only and any replies you send from that account will not be saved.

  • We ask staff to refrain from using Gmail until Wednesday 3 April when all your emails will have been migrated. You can login to Gmail via the button in your start menu or the login at www.bristol.ac.uk/email.

  • If you do need to access you emails between the evening of Thursday 28 March and Wednesday 3 April you can do so via the login at www.bristol.ac.uk/email (you’ll also find information on using Gmail at this address).  However, please note that not all emails will have migrated and until you receive confirmation by email that this has happened please do not set up any redirects or forwarding of messages as migrated emails are seen as new emails by Gmail.

  • Please note that we  are recommending that staff access Gmail, and other Google services, online using the Google Chrome web browser.
  • Please note that for those moving to Gmail this weekend, enabled Out of Office messages will be disabled in Gmail during the migration of email messages.  Active Out of Office messages set before the  migration on Thursday evening will be activated in Gmail on the completion of the email migration by Wednesday 3 April.

A range of support  information is available to staff and PGR students, a list can be found at:

www.bristol.ac.uk/new-email/support3april.html

 

One of the features that Gmail offers above Mulberry/Smartsieve is powerful and integrated filtering. It’s built on Google Search technology, but is still private to you.  As we can’t automatically migrate any smartsieve filters you may have into Google, you may wish to set them up the very first time you login.

We advise those migrating over Easter weekend not to set up any filters or forwarding until all emails have migrated across, the aim is to have this completed by 3 April.

 

Staff migrating over the Easter weekend (majority of staff)

When we migrate an email from UoB into Google, it looks to Google like a new email (although it keeps the correct time/date) and Gmail will perform any filtering on it that you have set up in Gmail.

As an example. if you were to setup a filter on Good Friday morning in your new Gmail account to redirect all email to your nhs.net address, then every email we migrate on the Easter weekend (i.e. every email you have received since October 1st, 2012) will also be sent across to your nhs.net account.

If this would be problematic for you, we advise you to not setup any filters until Wednesday, April 3rd.

However, if this is unlikely to be an issue, then you can continue to setup filters from the first time you log into your new Gmail account.

 

Early adopters of the Gmail Service

You need to take no special action, you can continue to set your filters in the Gmail interface as usual. For those who don’t know how to do this, you can find instructions at:

http://support.google.com/mail/answer/6579?hl=en

 

The date for the main staff migration to Gmail, Thursday 28th March to Wednesday April 3rd, is rapidly approaching and because we are migrating over a holiday weekend, people are asking what happens to Out of Office?

For those moving to Gmail over the Easter weekend please note that  the Out of Office function will be disabled.

Staff migrating over the Easter weekend (majority of staff)

Please setup your Out of Office as normal in ‘smartsieve’ on Thursday,  March 28th. Once the email migration has finished (expected to be Wednesday, April 3rd), we will transfer across your Out of Office reply to Google. If you log into Gmail over the Easter weekend, please do not set up an Out of Office reply until the Wednesday.

This means that you will not have an Out of Office reply from Friday March 29th to Wednesday April 3rd. This is because as emails are migrated, each email transferring across would trigger an Out of Office to be sent, regardless of the email’s age.

Early adopters / pilots of the Gmail Service

You need to take no special action, you can continue to set your Out of Office reply in the Gmail interface as usual. For those who don’t know how to do this, you can find instructions at:

http://support.google.com/mail/answer/25922?hl=en

Both sets of users

When you return, you will need to turn off your Out of Office in Gmail. You can do this from the yellow banner displayed across the top of your inbox, or from the ‘General’ page in Gmail settings.

On Wednesday, April 3rd, staff and postgraduate research students will be able to access their new Gmail accounts for the first time. Following on quickly, they’ll then be able to access their Google Calendar accounts for the first time on Monday, April 15th

We’re aware that while many use Gmail and Google Calendar at home some do not; and the way we manage work and home emails isn’t necessarily the same.

To help you familiarise yourself with these new systems, we encourage you, where possible, to take some time on the launch days to work through the University guides, which will be available for both Gmail and Google Calendar. These guides will be available in both PDF form and a printed version that will be delivered locally to you.

If you want to find out more about how email and calendar data will be migrated or to see a demonstration of Gmail and Google Calendar, come along to one of the Roadshows in March:
http://www.bristol.ac.uk/new-email/roadshows

You may also be interested in attending one of the introductory ‘top tips’ sessions available via the Staff Development website: http://staffdev.ilrt.bris.ac.uk/staffdevelopment/courses/directory/courselist.pl?sect=ec&sort=xcode&updown=asc&parent=cc

Further information about the email and calendar project, including a series of FAQs, and links to support information for Google applications, can be found on the project website at:  http://www.bristol.ac.uk/new-email

During the implementation period there will be additional support provided via staffed Information Points in main University buildings and the IT Service Desk. You’ll receive further information on this before the move.

If you have any questions please contact us via new-email@bristol.ac.uk

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

googlebadgeWe’re pleased to say that we are now in a position to announce that Google Calendar will go live to all staff and Postgraduate Research students on Monday, April 15th. At this point, Oracle Calendar will no longer be the University corporate calendar and any events/meetings must be booked in Google Calendar. Google calendar will be accessible alongside Gmail and Google Drive using the Google Chrome web browser.

Planning the migration from Oracle Calendar to Google calendar has involved extensive work to capture staff needs and current use of calendar. We’ve also spoken to other Universities to see what their experiences of both migration and use has been like. We’ve done considerable work on the technical means to migrate our existing data from Oracle to Google.

However, despite our best efforts, our testing has shown that there are a small number of specific circumstances where some data transfers incorrectly. Other institutions have also encountered these problems when migrating from Oracle and there are no known fixes.

In particular, we have identified the following issues:

  • Meetings with complex repeating rules : the repeating link may break and some events may be missing. To help you identify missing entries, we will be logging these during the migration process and we will then contact the event creators to inform them.
  • Meetings created in Outlook : Some of them will migrate with the word ‘TENTATIVE’ prefixed to the meeting title, even if they were not initially added as tentative.
  • We have also noted that a very small number of meetings may have duplicate entries, particularly those with lots of attendees

In any of these cases, Oracle is available as read only for you to identify such instances.

Additionally, you should be aware that we are unable to automatically migrate:

  • Calendar Attachments
  • Tasks
  • Personal notes
  • Event and project calendars
  • Contacts/Address book

We recommend that everyone takes some time in the first week of using Google Calendar to check the accuracy of your future meetings. Oracle will be available for reference purposes until at least August 2013.

We have information about the migration process and how Calendar will work on the project FAQs:
http://www.bristol.ac.uk/new-email/faq-staff.html#calendar

We also have a calendar support website which provides additional information on getting started and how to use Google calendar:
http://www.bristol.ac.uk/it-services/applications/calendar

We strongle recommend that you attend one of the roadshows  taking place in March to find out more about the process and how Google calendar will work.

As with Gmail, Google calendar is fairly intuitive and we don’t expect that most people will need any formal training. However, we will be offering short (2 hour) hands-on sessions so that staff can familiarise themselves with Google calendar. You can find these on the Staff Development website.

During the the launch you’ll have access to FAQs and training materials on the calendar support website, a printed guide and access to staffed Information Points in key University buildings providing support. You can also contact the IT Service Desk with questions.

If you have any questions at this point and can’t find the answer on the FAQs please email new-email@bristol.ac.uk.


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

googlebadgeAll staff to get Google in early April 2013!

Over 2 years of planning (and a few changes on the way),  three whole schools and departments have migrated to Google as formal pilots, along with numerous informal  early adopters across the University. We now have over 600 staff using Gmail, and can announce the timetable for rolling out Google services to all remaining staff and research postgraduates.

Gmail

We’ll be launching with Gmail and Google Drive across the weekend beginning Good Friday, March 29th. We will carry out the final stage to migrate old email into Google that weekend, with the aim that all staff will have their emails in Gmail by first thing on Wednesday, April 3rd.

Access to both new incoming and old email will be available over that weekend, however we are advising staff to avoid using the email system if possible. This is to prevent potential confusion whilst their migration completes.  Every effort has been made to pick the ‘best’ time for the University as a whole, but we understand that this may cause issues in particular areas. If you have serious concerns in relation to work commitments on that weekend please contact the project team using the email address below for further clarification.

Google Calendar

We will be launching Google Calendar to all staff shortly after the Gmail launch, with the exact date to be confirmed soon.  Past events from 1 August 2012 onwards and all future events will be migrated from Oracle Calendar to Google Calendar.  No action is needed by staff at this time, staff should continue to book meetings using Oracle Calendar, and these will be copied across into Google.

Overview

In total staff will get access to a range of Google Applications, including:

  • Gmail
  • Google Calendar
  • Google Drive/Docs
  • Google Chat
  • Google Contacts
  • Google Forms

These are all accessed in one online location providing an integrated suite of communications and collaboration tools that are always up-to-date and accessible from wherever you are.  We are recommending that staff access Google services online via the Google Chrome web browser, which will be deployed to all UoB PCs.  This provides the best and most  integrated experience of using the full range of Google services.

Staff using Google have provided very positive feedback, with comments such as: “love it!”, “Well done… this is a real step forward!”, “lowered my stress in dealing with email in volume…brilliant many thanks”.

We’ll be sending out information next week on the training and other support that will be available prior, during and after the launch. In the meantime see the list of  Roadshow dates (http://www.bristol.ac.uk/new-email/roadshows) and select the most suitable one for you. The Roadshow will provide all the information you need to know about your migration, including  a  demonstration of the Google services and also advice on additional support.  You’ll also have the chance to ask any questions you may have.

We know you’ll have a load of questions and some concerns.  We’ve tried our best to predict them and we would ask that you check the FAQs on the project website www.bristol.ac.uk/new-email.  You’ll also find a countdown clock to the Gmail launch!

If you have any questions that you can’t find an answer to via the project website and you’re unable to attend a Roadshow  then please contact the project team on new-email@bristol.ac.uk

Many thanks

Nick Skelton

Assistant Director IT Services (Infrastructure)

 

 

 

 

 

 

 

 

 

googlebadgeLangford is our 3rd pilot migration to Google Apps and the Go-Live date for them is Monday, February 25th.

This pilot will be a complete mirror of the way we intend to do the migration of the main bulk of staff later in the year. The processes for migrating users, migrating email, installing software onto PCs, running support – everything is the same – it’s a big test!

We’ve now completed 3 road-shows at Langford and the reception and welcome we received from Langford staff about the project was very positive. There is a lot of excitement on the Langford site for the Google Apps we’re launching with (Gmail and Drive, Calendar following very soon) and we’re sure we’ll live up to the promise!

For those who were unable to attend any of the roadshows you can download the powerpoint or a PDF from Google Drive:  http://goo.gl/Kgt4v – you’ll also find a reminder of various items below.

 

What happens when?

  • Legacy email becomes read-only: evening of Friday, February 22nd 
  • Email access is emergency only: Saturday, February 23rd and Sunday, February 24th
  • Google Access is available: 9am, Monday February 25th

 

What do I get access to?

  • Google Mail (Gmail)
  • Google Drive
  • Google Contacts
  • Google Talk
  • and, a short time later, Google Calendar

 

How do I log on and access services?

  • By clicking the UoB Staff Email shortcut in your start menu
  • or, if it’s not there, by opening Google Chrome and going to http://www.bristol.ac.uk/email and clicking the Staff login link button.

 

How do I access support?

  • All our support is accessible online, via http://www.bristol.ac.uk/email. We are trialling a 3rd party support tool called the Cloud Skills Academy and we would appreciate your feedback on it. You can access it via by clicking ‘Cloud Skills Academy’ from the link above.
  1. Getting Help in Google Apps using the Cloud Skills Academy

Monday 25th February, 3 PM
Register: https://www2.gotomeeting.com/register/950751674

  1. Getting Help in Google Apps using the Cloud Skills Academy

Tuesday 26th February, 3 PM
Register: https://www2.gotomeeting.com/register/972857330

 

  • If you think you need further help, please log a ticket via the Service Desk in the usual way.

 

Will you be offering your ‘Top Tips’ sessions and mobile help drop in sessions?

Yes! Details and a registration form have been sent to staff in the Pilot group.

  • Tuesday, February 26th @ 10am-11am [FULLY BOOKED]
  • Wednesday, March 6th @ 10am-11am
  • Wednesday, March 6th @ 1pm-2pm

 

 

If you have any questions at all, please do not hestiate to email us! Our email address is new-email@bristol.ac.uk

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol
http://people.resnet.bris.ac.uk/Mally.McLane

 

 

 

 

googlebadgeWe are well advanced with our preparations for the third and final pilot with staff at Langford (see the previous posts for details). This pilot is a complete replica of processes which will be used for the all staff move to Google Services when we migrate all staff.

Our survey on shared mailbox use, in preparation for the move to Google delegated accounts closed this week. In total, we have surveyed over 1,000 shared mailboxes to work out their suitability to move to Google delegated accounts. The plan is to move those still in current use to Google at the same time as personal mailboxes.

We are refining our support materials, working on the production of guides for Gmail and Google Calendar, and putting road-shows and training sessions into place. We’ll also be setting up a number of information points around the University in the first few days of Google to give you quick access to support.

At the end of February, when we complete the pilot at Langford, we’ll have a very clear idea of where we are with preparations for the full implementation of Google services to all staff. We hope to be able to announce at that time the date for implementation and begin to advertise the road-shows for you to attend.

 

As ever, if you have any questions, please drop us an email on new-email@bristol.ac.uk!

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

It won’t be long until all our staff have use of Gmail, Google Drive and Google Calendar. We thought it would be useful to keep in touch and provide an update on progress so staff can get a better sense of when things are happening.

Earlier this week we completed our 2nd of 3 pilots – Human Resources. Human Resources is a department of 80 users, spread across the University. We chose HR as they are both a support service and non technical so are a typical use case of a lot of the University.

Our first pilot was IT Services – chosen because they will be the ones supporting the University at large and they need to gain familiarisation with the products. Also, as a technical user group, they give us feedback from a different viewpoint to HR.

Overall, the processes we have for migration to Google Apps and the products we offer such as Gmail, Drive and, in the near future, Calendar, are being very well received. Users are liking the large quotas, the productive features in Gmail/Drive and the fact it is easily accessible everywhere, even from a mobile device.

Our 3rd and last pilot will be our first major academic pilot and our biggest to date – the entire Langford site, taking in departments such as Veterinary Science and Farm Science. We’ve chosen Langford as being a self contained academic site, they are typical of another large part of the University and will provide us with feedback from another viewpoint.

 

What does this mean for the migration of the University at large?

We’re still working towards and confident we can achieve the same date we’ve advertised for some time – Q2 of this year. We can’t be as exact as we’d like to be yet, but when we are in position to make the go go go decision, we’ll make it with a bang and make sure people know!

In the very near future we’ll be holding roadshows in locations across the University. These are not formal training sessions, but informal demos and updates,áiming to give you a flavour of Gmail, Drive and Calendar before we go live – please come along!

In the meantime, if you have any questions/queries for the project, please drop us an email: new-email@bristol.ac.uk

 



Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

Next Page »