ADVANCED INFORMATION SERVICES CENTRE
AISC System Migration & Device Sync
How the Project Works…
Who…
Head of
Infrastructure
Project Role…
Senior Supplier
Head of Client
Services
Senior Supplier
Cluster Lead
Senior Supplier
Who does what…
What that means…
- Sits on project steering group
- Responsible for supporting the data hosting and server
hosting services
- Responsible for site connectivity and service quality
from remote sites
- Responsible for Windows 7 Build
- Responsible for Virtual server O/S builds
- Responsible for the migration of large data sets
- Responsible for client Antivirus and patch
management
- Responsible for device sync technology
- Responsible for laptop encryption technology
- Responsible for the creation of application service
accounts
- Responsible for server backup requirements
- Responsible for pre provisioning of users home areas,
shared working areas and quota limits
- Responsible for technical materials for the project
1) Inventory process
2) PC/Mac Builds
3) Data migration processes
4) Automated user migration scripts
5) Automated pre provisioning of users home
areas
6) Automated pre provisioning of shared working
areas
7) Quota management
- Sits on Project Steering group
- Supplies the migration engineer resources
- Accountable for the overall quality for migration
engineers
- Overall responsibility for the success of the roll-out of
the data hosting service
- Sits on the Project Steering group
- Supplies the local IT resources (by ensuring the local IT
team are available and supported to work as part of
the project)
- Accountable for the quality of the local IT team
-
IT Lead
Supplier
& Migration
Team Leader
& Migration
Engineer
-
-
Local IT Team
Migration
Engineer(s)
-
Transformation
Programme
Manager
Project Director
-
contribution
Responsible for application UAT testing running within
the new AD
Responsible for the success of the roll-out
Chairs the project working group
Supplies everything to the project that is required, in
advance:
1) User data, (Who needs to be migrated, with
their UCL User ID’s)
2) PC’s/Mac’s running Windows 7/Lion, Office
2010
3) PC’s/Mac’s to have 2GB RAM
4) PC inventory
5) Application inventory
6) Server inventory
7) Details of required shared working areas and
access rights
Migration team leader on migration day
Migration engineer on migration days – follows
defined migration recipe / process
Manages quality of local IT team contributions
Attends project working group
Supplies everything to the project that is required, in
advance:
1) User data, (Who needs to be migrated, with
their UCL User ID’s)
2) PC’s/Mac’s running Windows 7/Lion, Office
2010
3) PC’s/Mac’s to have 2GB RAM
4) PC inventory
5) Application inventory
6) Server inventory
7) Details of required shared working areas and
access rights
Migration engineer on migration days – follows
defined migration recipe / process
Overall direction of the project, to timescales and
quality
Accountable for the success of the planning, coordination and facilitation of the roll-out
Supplies all materials for project steering group
(Board)
Sits on project steering group (Board)
Supplies the project team resources (by ensuring the
Project Team are available)
Accountable for quality of Project Team contribution
Project
Manager
Project
Manager
-
AISC User
Support &
Training
Manager
User Support
& IT Training
3rd Line UCL
Technical
Administrator
Technical
Administrator
-
-
AISC System
Migration
& Device Sync
Engineer x 3
Migration
Engineer x4
Delivers senior stakeholder meetings and
presentations about AISC System Migration
& Device Sync
Responsible for the planning, co-ordination and
facilitation of the migration
Sits on project steering group (Board)
Provides all materials for Project Working Group,
including plans & actions
Manages & Delivers Project Communications to users
Produces all materials for Project Steering Group
(Board)
Responsible for arranging system administrator
training to support PC’s within the new W2K8 Domain
Responsible for the QA of user documentation
supplied by AISC Infrastructure Services team
Responsible for 3rd line support to the migration
engineers when trouble shooting is required to
migrate a user
Sits on the project working group
Responsibly for technical quality checks of migration
engineers and adherence to documented standards
-
Re image PC
Installs required software
Upgrades physical RAM
-
Migration Engineer on migration days & mop ups –
visits users’ desktops, Joins PC to AD, migrates users
personal settings following the provided migration
recipe
Migrates users home data
Completes engineers check list
-
Comment [A1]: Don’t believe that
engineers should be undertaking this – this,
if required should be carried out by the
local IT team
Stages…
1) Preparation
(before the Project
Team arrives)
2) Planning
(project team
arrive)
Who…
Suppliers (Local IT
Team)
Project Manager
Project Team
& Local IT Team
3) Implementation
Project Team
& Local IT Team
4) Handover &
Closure
Project Team
& Local IT Team
How & When…
What that means
- Project Manager to perform Institute / Division
discovery in order to direct preparation and
planning. Discovery to include:
1) Number of users and PC’s
2) Inventory of end users applications
3) Number of physical servers & location
4) Server maintenance contracts
5) Current storage usage
- IT Lead creates a list of Users to be migrated, with
UCL User IDs
- Ensures that the AISC inventory tool has been run
by users on the machines to be migrated
- Prepare report from inventory to highlight
upgrade requirements
- Project Manager, Cluster Lead & IT Lead start
meetings (and presentations if necessary) to
senior Division/Institute stakeholders
- Project Team & IT Lead engage with User
community and get User Representatives
volunteers (see Appendix 2, role description)
- Project Team take supplied list of Users and start
to break down into ‘batches’ for migration dates
- Project Team do detailed planning for batches of
comms, provisioning & migrations
- Project Team do all comms to User Reps & Users
- Project Team adjust plans through negotiations
with User Reps, to get best dates for users
- Project Team finalise overall migration plan
- Project Team offer advice regarding what has
worked well/not well in other areas
- - Weekly Project Working groups start, chaired by
IT Lead, facilitated by Project Manager
- Migrations start, as per all planning & comms
- Led on the ground by Migration Team Leader
- Migration Engineers visit desktops
- IT Staff trained on W2K8 AD tools to support users
- Handover items agreed with IT Lead
- Closure report by Project Team
Appendix 1 –
Migration Team Leader Role
In order to migrate to the data hosting service on the ground as well as possible in each division and
institute, a Migration Team Leader will be required for each day of migrations.
They will be the key point of management for the group of Migration Engineers, and oversee the
delivery of the migration days in each location, according to the project schedules and plans.
The Migration Team Leader ideally should be the local IT Lead for the division or institute to be
migrated.
The Migration Team Leader will:
 Determine the ‘on the day’ processes by which they want migrations delivered in their area
by the Migration Engineers. For example:
o
absent user process, when a user is found to be unavailable but their account has been
provisioned – e.g. change password and migrate anyway, or leave and pass back to local
IT team for mop-up, etc
o
escalation process, when unexpected issues arise from migrations – e.g. PC or Mac
found not to be upgraded to minimum RAM, PC or Mac fails, other local IT systems
affected etc

Be the point of escalation for all Migration Engineers

Provide their knowledge of the users in their area, to:
o

Call (& provide a location for) a Migration Team Meeting every migration day at 9am, in
order to:
o
o
o
o

Allocate users in each batch to each Migration Engineer (preferably on paper the night
before), ensuring that:
 VIPs are handled by competent and familiar engineers
 users are logically grouped per engineer by co-location, so an engineer could
work on more than one migration at once if necessary
 present users are prioritised over known absent users
Distribute the allocated users per Migration Engineer
Review and remind Migration Engineers of the processes to follow (absent users &
escalations)
Set the team-working expectations for the migration day to the Migration Engineers (e.g.
share mobile numbers, agree ‘check-in’ times for status updates on progress, etc)
Show the Migration Engineers the user’s locations and provide any local geographical
knowledge or access required
Report back to the Project Team (2pm & end of day) on the status of the day’s migrations, in
order to confirm all going well, provide early-warning of mop-ups required the next day, or
even potential impacts on next batches.
Appendix 2 –
User Representative Role
In order to migrate to the data storage service as well as possible in each division and institute, we
will request volunteer User Representatives to participate in preparing for each of the roll-outs.
They will be the key point of contact for the project for their group of email users, and help with
planning & preparation at a ‘granular’ level.
The User Representative will:
 Provide their knowledge of the users in their area, to help the project identify ‘batches’ of
users that should migrate to the new data hosting service on the same day.
For example, based on the users sharing data on a day to day basis.

Provide their knowledge of the users in their area, and what days may be best for them to
migrate to the data hosting service.
For example, knows when they will/won’t be in the office, or when conference or lectures are in their
area that would make users unavailable.

Assists in verifying complete user-lists for their area, identifying users who have left and can
be removed, or those who are missing from the list.

Assists in resolving any other user-account issues that would prevent data being migrated,
successfully.
For example if a user has no UCL user ID, or 2 UCL user IDs (possibly from being a student
previously) and which one to use.

Assists in confirming with users permission to migrate them to the data hosting service in their
absence, if they can’t be present on migration days.

Assists in cascading or confirming receipt of project information, to ensure that no users are
left unaware of what is planned in their area.

Assists in cascading or confirming receipt of user-support or training information, to ensure
that users are aware of how to access assistance, if they need it.

Ideally, attends Project Working Group meetings to provide this user-knowledge context to
the planning for the roll-out in their area.