Box Strategy Meeting - 2012-11-9

Personal Box accounts (Lee)
- About 300 in the spreadsheet, 2012 logins ("active") are highlighted - this is only about 100 users, almost entirely students.
- (Theresa) The reason we care about personal accounts is because we can't auto-provision tufts.edu accounts without having administrative control over these accounts. We also are limited in our management ability (have to work with an external vendor) unless we take over these accounts).
- (Lee) We also can't guarantee that they're getting the same level of service using personal accounts.
- These users have no self-service way of joining Box enterprise, we need to coordinate with the vendor.
- It's confusing to the user because they can't login with Tufts Username and Password and there's no way for them to understand why.
- It's also confusing for support because someone can call for help about an account that looks to them like a Tufts Enterprise account but is not.
- We need to figure out how to coordinate moving them over.
  - Originally had said to SAT that we would target moving all 300 for 11/15. It's a little too close to that date now with insufficient communication, but we need to start setting dates.
  - (Theresa) Now that we have an enterprise agreement, anyone using a Tufts email address should be using the account for Tufts business, with a Tufts login. It's ok for people to opt-out, but we will keep them on a list to switch over to using personal email addresses.
  - (Lee) Let's pick a few migration dates and let users choose one of the three, or to opt out.
  - Decision points:
    - Who can/will communicate with the users?
      - (Kara) These can come out from UITSC and be signed with Judi's name.
      - Lee will send the mail merge today (11/9) from UITSC
      - Will ask for a response by Nov 14. We can send second and third reminders.
    - What are our dates?
      - (Kara) Probably better to get it done before winter break, as students move closer to finals
      - (Lee) November 15, Dec 4, December 14, or opt out are the options currently on the survey for *students*
    - What to do with people who don't respond?
      - (Lee) We will only move people who respond. People who don't respond will be put into the "opt-out" pile and dealt with later (transitioning to true personal accounts)
    - Faculty and staff
      - Probably easiest to keep the same dates for faculty/staff - it's a very small population, less confusion for support groups if it's the same dates for everyone
      - Report to Theresa if we hear any issues from faculty particularly
    - FSP communication
      - (Theresa) Should we communicate to SAT today to let them know we're moving forward?
      - (Lisa) Yes, we should send something out today with an example of the message that will be going out.
      - (Theresa) Include in the communication that we've gotten feedback/looked at everyone's interests and this is the consensus
Production Launch (Lee)
- Is this the right group of people to meet to plan for this?
  - (Lee) For now we'll keep the same group, recurring meetings on Fridays through January
- How will support and escalation work?
  - Escalation: TSC (Judi's team), TS (Jim's team), ESS (Lee's team) in that order
  - Basic questions about logging in, using Box can be handled self-service via documentation or by Judi's team
  - Questions about the application not working should be handled by Judi/Jim/FSP
    - (Theresa) Have we decided whether we can/should recommend and support the Box Sync App?
      - (Jim) We haven't discussed, but we've currently disabled anything other than the official box apps (3rd party apps are disabled).
      - (Theresa) Let's put this in the parking lot for now.
      - (Kara) The application introduces an interesting support issue about supporting the application/computer (FSP) versus the central service (UIT)
  - Issues with AD/authentication or anything enterprise-level that needs to be escalated to the vendor would be escalated to ESS. Before anything gets here, it should go through Judi's group (troubleshooting) and Jim's group (admin console access) first.
- How do we communicate about the launch?
- Security concerns - what should/shouldn't users put in their Box accounts?
- Thinking about a spring timeline
- (Ben) How will de-provisioning work?
  - (Lee) Put this in the parking lot for now, but once your Tufts login is restricted, you're no longer able to log into your Box account
- (Theresa) Have to think about a splash page/UIT website page for the service
- (Lisa) Also need to think about completing training, esp. for Judi's staff
  - (Judi) Box has great existing documentation