Managing Mailbox MigrationManaging O365 Project ...
Managing Mailbox MigrationManaging O365 Project Implementation space on May 25, 2016 2:11 PM by Christina Cowling (christina.cowling@)Last modified on Dec 4, 2017 9:51 AM by Christina Cowling (christina.cowling@wisconsin....1. Managing Request1.1. Submit SRSubmit Cherwell SR notifying Collaboration Team of desire to migrate to Exchange Online.ParticipantsAgency.1.2. Plan Exchange Migration with AgencyOnce mailbox migration is ready to begin agencies will be notified via email and negotiate with the Collaboration Team to determine if and when to schedule.? Some agencies may choose not to migrate to the cloud environment and this is usually due to financing reasons such as the cost of licensing.?ParticipantsCollaboration TeamBusiness OwnersLisa JorgensenSystemsMicrosoft Outlook.1.3. Identify Users & Licensing NeedsAgencies need to determine the identity of the user(s) whose mailboxes will be migrated and begin to make arrangements for their user licensing.? Starting this now is highly recommended so that when it's time to verify user accounts and ensure their licensing is set up, fewer errors occur.???ParticipantsAgencyBusiness OwnersAgency Email Administrator.1.4. Has Agency Acquired Licensing?In order to determine if the agency has acquired licensing, refer to the linked workflow and documentation for?Office 365 Purchasing Process.?LinksOffice 365 Purchasing Process workflow diagram Office 365 Purchasing Process Word document . Are Existing Licenses Applied?In order to determine if existing licenses have been applied, refer to the linked workflow and documentation for User Licensing Process.LinksUser Licensing Process workflow diagram Licensing Process?Word document . Managing Validation & Processing2.1. Specifies which Mailboxes to MigrateParticipantsAgency.2.2. Provision Licenses to UsersFor details on how to provision licenses to users (direct licensing and group based licensing) please refer to the linked workflow and documentation for User Provisioning Process.?ParticipantsAgencyBusiness OwnersAgency Email AdministratorSystemsMicrosoft Excel.LinksUser Provisioning Process workflow diagram – Direct Licensing Provisioning Process Word Document – Direct Licensing Provisioning Process workflow diagram – Group-based Licensing Provisioning Process Word Document – Group-based Licensing . Verify User Accounts & LicensingAgencies need to verify that the accounts they previously identified have synced to the cloud and confirm that each user is properly licensed.??If accounts are identified as missing or incorrect the agency should notify the Collaboration Team who in turn will work with the Active Directory Team (they are responsible for maintenance sync) to make the necessary corrections.??If agencies discover that user licensing is not in place at this point they should enter a request for licensing into UMRA and UMRA will notify the cloud portal.??ParticipantsAgencyBusiness OwnersAgency Email Administrator.2.4. Errors?2.5. Open SR to MigrateOpen another SR to migrate mailboxes to Exchange Online.ParticipantsAgencyBusiness OwnersAgency Email Administrator.3. Managing Approvals3.1. Pilot?3.2. Pilot Mailbox MigrationsParticipantsAgency.3.3. Notify Users of Migration and TrainingParticipantsAgency.3.4. Verify Accuracy of Data SubmittedParticipantsCollaboration Team.3.5. Create Migration Batch & Run Pre Migration ScriptsThe Collaboration Team will create a Migration Batch Sync and complete the batch at the conclusion.? Depending on the size of the batch, there may need to be more than one timeframe scheduled and if that is the case, the Collaboration Team will work to break it out according to Business Units.??ParticipantsCollaboration Team.3.6. Run the Batch SyncParticipantsCollaboration Team.3.7. Notify Project Team on Status of Batch SyncParticipantsCollaboration Team.3.8. Errors?In the rare event that an error does occur, the Collaboration Team will analyze the data to determine why it's not moving and then rerun the batch.?Top Error:1.? Incorrect email address was provided in the .CSV file3.9. Complete Migration Batches & Post Migration ScriptsParticipantsCollaboration Team.3.10. Remediate any ErrorsParticipantsCollaboration Team.4. Managing Reporting & Maintenance4.1. Hand OffOnce the batch of mailboxes has been completed, the Collaboration Team will hand off the process to the agency desktop support by sending an email to the Agency Email Administrators.? Included in this email will be a list of responsibilities along with possible?templates for agencies to use for training purposes.? From this point forward the agencies are responsible for communicating the migration updates to their user(s).ParticipantsAgency Desktop SupportBusiness OwnersAgency Email AdministratorSystemsMicrosoft Outlook.GlossaryParticipants, Business Owners, ExpertsValueDescriptionAgencyAgency Desktop SupportAgency Email AdministratorCollaboration TeamLisa JorgensenSystemsValueDescriptionMicrosoft ExcelMicrosoft Outlook ................
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