Welcome to Zimbra Day at Bucknell! - Bucknell University

Welcome to
Zimbra Day at
Bucknell! uc e

Today’s agenda
8:45 a.m.: Welcome! Breakfast; meet and greet
9:30 – 11:30 a.m.: The Bucknell Zimbra experience
11:30 a.m. – 1:30 p.m.: Lunch
Zimbra roadmap presented by Neil Ringers, Director of Sales
Follow-up Follow up discussion and Q & A
1:30 p.m. – 3:00 p.m.: Breakout sessions
Server
Desktop
CIO/CTO
3:00 p.m. – 4:00 p.m.: Zimbra 5.0 issues and plans; Q & A
4:00 p.m. p m – Optional tour and Swarthmore Commvault Desktop meeting

This morning’s agenda
• Getting to know each other, snapshots of
our environments and our Zimbra status
• The Bucknell Zimbra experience p
– Project overview
– What went well?
– What were the challenges?
– What would we do differently?

Some Bucknell background
• Our old environment
– Email server: Unix/sendmail, pop, imap
– Calendar: Meeting Maker (for staff)
– Email clients: Eudora, Outlook, webmail
(horde/imp)
– Smart phones: mostly Treos, mostly PalmOS

• No integration
• PPoor performance f
Why change?
– Inefficient mailbox format
– Larger quotas problematic
– Webmail
• No over-the-air calendar and contact
synchronization for smart phones
• General user dissatisfaction with Meeting Maker
and dWWebmail b il
• Calendar scalability

Timeline: Evaluation and purchase
Fall 2006
– Need for new system becomes evident (webmail, Meeting Maker, smart
phones, h OOutlook); tl k) began b di discussing i need d ffor project j t
January - March 2007
– Researched alternatives, installed demo systems, and consulted other
schools
– Narrowed research to Exchange and Zimbra
April 2007
– Presented both options to advisory committees and University
Management Group; desire for campus-wide calendaring is expressed
by committees
May 2007
– Visit to Zimbra
JJune 2007
– Signed Zimbra contract
– Project team formation

Summer 2007
Timeline: Testing
– Determine ete e hardware a d a e co configuration; gu at o ; oorder de hardware a d a e
– Implementation planning with Zimbra
September 2007
– Test server installed, , Outlook installs continue
October 2007
– Server installation and configuration
– System y Administrator training g
– Internal ISR testing begins
– Train the trainer
November 2007
– Multiple Meeting Maker data migration tests
– Pilot with faculty, staff, and students
– Communication to campus

Timeline: Implementation
• December 2007
– ZCO rollouts rollo ts
– More campus communication
– Introductory sessions to campus – general and targeted
– Start of mail data migration
• January 2008
– Thursday Thursday, January 33, 2008: Meeting Maker goes down at 5 pp.m. m
– Friday, January 4, 2008: Email unavailable at midnight
– Monday, January 7, 2008: Go live, Outlook Parties

Project highlights
• Zimbra project team
– Membership
– Weekly meeting; subteams met more often
• Project management
– Use of Sharepoint critical

Zimbra project team
Name Title Role on Team
Jeannie Zappe Interim Co‐Director of ISR Project Sponsor
George Lincoln Interim Director of Technology
Integration and ISR Project
Management Lead
Jennifer Harper Interim Systems Integration Group
Leader
Project Leader
Server Lead, Calendar Data Migration
Chris Weber Systems Integrator –Lead UNIX Mail Infrastructure Expert
Lisa Veloz Integrated Online Services
Technologist and Project Leader
User Experience Lead
Varied Communications Lead
Keelan Cleary Technology Support Project Specialist Desktop Deployment Lead

What we’d do again
• Meeting Maker data migration with Sumatra;
repeated test imports
• General and targeted information sessions
• Targeted communications
• Conversion to Outlook for mail before Zimbra
• Moving to one password for all key systems
(AD)
• Take care of your y staff when they y are running g
fast and hard
• Project management approach

• Imapsync
Server challenges
• Mail data migration
• Load testing
• Server naming
• TTomcat t and d JVM iissues and d other th settings
tti

User support challenges
• Getting all Meeting Maker users to Outlook prior
to Zimbra
• ZCO:
– Testing
– Functionality
– Error handling
– Distribution (automation, chunking)
– Settings
• Lack of ZCO documentation
• Calendar download time

User support challenges
• 4.5 iSync
• Day 1 planning and weeks 1 and 2 after
go live
– Launch parties
– Downloading data
– GGetting tti settings tti right i ht
• Smart phones
• Importing contacts and mail from local
PSTs

The bottom line:
What we we’d d do differently
• Separate mail and calendaring (ZCO)
implementation
– Good ZCO testing
– Live calendar testing
– BBetter tt Smartphone S t h testing t ti
– Load distribution/testing
• To really y understand how the ZCO worked we
needed to understand how Exchange worked
• Figure out what’s different between old and new
system and communicate those differences
early
• Communication was too much/too fast/too long

The bottom line:
What we we’d d do differently
• Failure analysis
– ZCO: How can we make this product fail?
• Ask Zimbra for the expert(s) p ( ) yyou
need
• Meet more often than once a week
• Perhaps we could have waited for 55.0 0
(bug-wise)
• HHow could ld GGartner t hhave hhelped l d us with ith
our research about the players?

The bottom line:
Test environment considerations
• Consider and plan for load testing early the
process ( (and d perhaps h bbefore f you sign i th the
contract)
• UUnderstand d t d hhow people l currently tl use your
systems; make a list of tasks and clients
• Understand your smart phone flavors and test
accordingly
• You will never be able to test for everything
• Figure out how to live in the ZCO

Where are we today?
• Web client seemingly well received
• Nearly all issues are with ZCO
• Some server issues
• Planning for SAN expansion this spring
• Pl Planning i ffor a Zi Zimbra b 55.0x 0 iimplementation l t ti
over Memorial Day weekend
• Planning for future fail-over environment

Zimbra 5.0x
• Sharing of issues and plans
•Q & A