De Anza OU Migration Project Meeting Minutes

September 29, 2015 11:30 a.m.-12:30  p.m.

Attendees: Michael Monina, Rich Paul, Micah Roark remotely, Alex Harrell, Larry Ching, Chien Shih, Deepa Prasad, Linda Koyama

1. Both colleges have decided on a design firm, Visionpoint.  It now goes to the board for approval once the paperwork is completed.  Depending on how many hours it will require, it may come out of the professional hours that we currently have on the books.  The design for each college will be unique.  A typical redesign requires 100-200 hours.
   
   
2. Chien summarized the project goals and objectives from the kick off meeting for the De Anza College Web site Migration from SaaS to Enterprise that took place May 5, 2015.
   
   

   o Migrate the De Anza project development web site from SaaS to District VM platform

   o Extend District identity management system from Banner to OU and use District CAS/Shibboleth to authenticate the users.

   o Maintain and build separate site entity of District, Foothill and De Anza web sites, the administration and security will be separated from each other (completed).

   o Publish the development web site to 3rd party production site (Vario) for production purpose (completed).

3. Update on Capability to use CAS/Shibboleth to authenticate users
   1. OU does support both CAS and Shibboleth.
   2. FHDA is now a member of in-common which provides the trust for the certificate.  It may be possible to build a trust relationship without using in-common.
   3. OU is currently building an SP server to handle the SP version 3 Shibboleth.
   4. We will be authenticating from CAS or Shibboleth but once they are authenticated, access permissions must have been already set up in OU.  If the user does not have a OU campus account, he/she will not be able to get into the CMS.
   5. CAS may be easier to implement than Shibboleth since it is already built into the product.
   6. OU has a client who has set up through OU's APIs the ability to create faculty pages and restricts access so that the faculty member can only access his/her pages and has automated this process to set up the permissions automatically.   
4. Exporting current users that on the DA SaaS website and import into the Enterprise system.  OU has a transport tool that will take the existing groups and permissions and move it from SaaS database to the enterprise system.  Upgrades need to be done for the enterprise version of OU campus to 10.3.2 and the SaaS version will be done on OU's side.  
   
   
5.  Once we migrate to the Enterprise system, we need to think about how to maintain current faculty accounts (new and obsolete).
   
   
6. Office365 will be rolling out soon to the district.  Another option would be for the faculty to use Sharepoint and create a website on Office365 which will be single sign on authenticated.
   
   
7. Last option is for De Anza web team to continue to manage the user names and passwords (will reduce 4 weeks from the schedule, but least desirable).
   
   

8. Estimated project timeline 

   o Functional specification and analysis – 5 weeks.  Larry Ching will be responsible for completing the functional specifications, which will be reviewed by De Anza College management and the OU team.

   o Staging and Configuration – 4 weeks   Both SaaS and local enterprise will be upgraded to version 10.3.2.  Transporter will be installed locally.

   o Identity Management - 4 weeks   ID import and export, group management (Currently, the De Anza user names is their fhda email address, which we can mapped  to their CWID in Banner.) 

   o Conversion of the web site – 5 weeks  OU team's responsibility.  Creation of a test instance to test the conversion on a subset of users.   There are three phases for the transport process (the transporter tool must be installed on FHDA's server and ports need to be opened):

   1. The database data is transported first:  Users, permissions, files, settings.  Depending on the past publishing activity, it will impact how many lookups that must be done. (ranges from 5 minutes to 7 hours).
   2. Synching of the file system
   3. Migration tool which evaluates the database data, files that have been transported and internal identifiers were migrated correctly
   4. QA testing

o Documentation and testing - 3 weeks

o Go live and cleanup – 2 weeks  Users will be asked to stop editing for one day during the real production conversion. 

IX.  Statistics for De Anza:  410 user accounts, 664 total groups (each user has a group), two sites, one for development (12MB), production (58MB), editable files (pages) for developmen- 6,500, production site-32,000.  Ballpark estimate:  5 to 6 hours transport time.  May pursue a database dump.

X.  Regular meetings will take place every two weeks initially.  Will switch to weekly when we start the staging and configuration portion.  Target for completion of the functional specs:  Early November.