De Anza OU Migration Project Meeting Minutes

October 13, 2015 1:00-2:00  p.m.

Attendees:  Alex Harrell, Larry Ching, Chien Shih, Mahmood Hasan, Chris Dubeau, Linda Koyama

1. We reviewed Larry's draft of the functional specifications.   It will be finalized by the end of the October.
2. By end of November, Hasan's team, the De Anza Web Team (DAWT) and OU will complete the staging and configuration requirements. 
1. We need to schedule a 10.3.2 upgrade (currently on 10.3.1) and OU will need to update the SaaS version.
2. Faculty will go directly to their webpage, not through myportal, and the CAS page will appear to log in.  Provisioning new accounts will continue to be on request.
3. De Anza will be the first to connect user accounts to Banner CWIDs; hopefully district will follow.  
4. To be added to the staging and configuration milestones:  Export De Anza accounts and groups into excel spreadsheets, for DAWT to review prior to upload.
5. De Anza's account (Chris referred to as skins)  will have control of their own permissions, sites, and user accounts and will not affect district or foothill's account. The admin. super user (Chris) can create De Anza's account and will take care of the web server as well.  Chris will create test URLs for De Anza.  Hasan will coordinate this effort.  Needs to be completed by end of November.
3. Identity management 
   1. The CAS server will pass the credentials and an automatic batch upload with default permissions to create new users will be run.  E-mails can be sent to the DAWT listing the new users and their default permissions in case they would like to change them.  A link on the DA website to request an account will direct the user to the CAS log in page. 
   2. Further discussion is needed for deprovisioning accounts.  Something to consider:  Faculty who come and go.  It is possible to compare the current list of users in OU and compare them to Banner to see if they are currently active.  If they are inactive, it is possible to reduce their permission level to zero.  Separation report can also be used to reduce their permission level to zero.  Handled manually?  Needs further discussion. 
   3. One concern is for new faculty having access to the website prior to their contract being signed; timing needs to be considered.
   4. Test users (test CWIDs) are needed to simulate the user experience.  DAWT is requesting 3.
   5. User documentation (how to log in, timing of availability of account) will be the responsibility of DAWT.
   6. It is possible to turn off the capability to change the password.
   7. By the end of December the following should be ready:
      1. Provisioning of IDs from SaaS to Enterprise will be ready, authenticating against CAS
      2. Provisioning, deprovisioning, and notification to DAWT of new accounts in place for testing
      3. Test accounts should be ready
4. Conversion of OU Campus Staging
   1. DAWT had concerns about the tying of user and group permissions to the content and that OU should possibly be responsible for this since it is a deep copy, not a simple export to a zip file.  Chris believes that the migration of content, users and groups will happen first, keeping the current infrastructure in tack.  Once that is moved, the id's will be updated.  Larry said that user names can be changed but groups cannot be changed.
   2. After 3d, will add one more item:  Test the identiy management.  We can initially test the  identity management by using Larry and Alex's CWID and SaaS accounts.  
   3. We will inquire if OU can use their transport tool to migrate everything to a test instance, since it will only take 2 days.  We will then test the identity management piece.  This was not included in the original statement of work but single sign on was included.  Once we are ready for production, we need to have them migrate it again for prod.  Chris will contact them,  cc Hasan.