it.ufl.edu state of uf email presented by james oulman & todd williams
TRANSCRIPT
it.ufl.edu
State of UF Email
Presented by James Oulman & Todd Williams
it.ufl.edu
Where were we? Where are we? Where are we going?
State of UF Email
it.ufl.edu
Cast: People and Systems Email Eligible People
Students (S) Faculty (F) Staff (T) Employees (E)
Email Ineligible People Member (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
it.ufl.edu
Where we were
Background and history
it.ufl.edu
Where we were:
StudentsWhere 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
it.ufl.edu
Where we were:
WorkforceWhere 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
it.ufl.edu
Where we were:
Other PeopleWho 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
it.ufl.edu
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)
it.ufl.edu
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:• Ad-hoc provisioning by College/Dept. IT
• De-provisioning:• Ad-hoc by College/Dept. IT
it.ufl.edu
Where we were:
SMTP / @ufl.edu addresses• smtp.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)
it.ufl.edu
Where we are
The only constant is change
it.ufl.edu
Where we are:
StudentsWhere 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
it.ufl.edu
Where we are:
WorkforceHonestly, 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
it.ufl.edu
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
it.ufl.edu
Where 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
it.ufl.edu
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• Ad-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
it.ufl.edu
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
it.ufl.edu
Where we’re going
we don’t need roads
it.ufl.edu
Where we’re going:
StudentsTargeted 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
it.ufl.edu
Where we’re going:
WorkforceTargeted 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
it.ufl.edu
Where we’re going:
Other People
Targeted outcomes:• Enforce eligibility across all email systems
it.ufl.edu
Where we’re going:
GatorLink Email / WebMailTargeted 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
it.ufl.edu
Where we’re going:
ExchangeTargeted 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
it.ufl.edu
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
it.ufl.edu
ReferencesUF 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