Blog from February, 2009

Dear Jacobs University member,

we are approaching another milestone in easing collaboration at JACOBS University! This is probably the most challenging and promising change in Jacobs' IT ever.

Between Friday March 06, 2009, 10 pm and Monday, March 09, 2009, 9am we will move over Admin Email AND JACOBS University Email to a new system.

(star) Faculty, staff, admin, and students (i.e., everyone) will get a new email box and a new web interface! (star)

The new email will be JACOBS Email! After the migration, the CampusNet username and password is used for access to email.

New features include increased performance, redundancy, and inclusion of all Jacobs members onto a common system for easier collaboration. Various other features are added. For a full list of advancements, please refer to Project IT Infrastructure Development (PITID) approved.

No Email!

EMAIL ACCESS WILL NOT BE POSSIBLE between Friday March 06, 2009, 10 pm and Monday, March 09, 2009, 9am !

Admin users: please logoff your JACOBS computer before Friday March 6, 2009, 10 pm. Your Outlook will be automatically reconfigured during login on Monday morning! Please also check the admin section of the FAQ Email Migration before the migration, as there will be issues with shared mailboxes!

(lightbulb) If you encounter any issues, please check the FAQ Email Migration first. If this does not solve the issue, contact the migration hotline on Mon to Wed at telephone extension #4669.

FAQ Email Migration

Between Friday March 06, 2009, 10 pm and Monday, March 09, 2009, 9am Jacobs University will perform probably the most challenging and promising change in our IT ever.

This FAQ attempts to answer the most common questions regarding that change.

No Email!

EMAIL ACCESS WILL NOT BE POSSIBLE between Friday 10 pm and Monday 9am!

Table of Contents

During the Migration Weekend

How many emails will be lost?

We strive for none. Incoming emails are held during the migration until the new system is up and running, then are delivered into the new system.

Why is there no email access possible during migration?

The time-out is needed to synchronize a consistent state between the various systems.

On that particular weekend, I need information out of my mailbox!

Please download any relevant mailbox content before the migration weekend.

If you are using a client with cached download, chances are, it is already local on your computer. Please check this before the migration weekend.

I need to send an email during the migration weekend!

Please use any other email provider outside the University.

(info) Actually, if you are using an email client delivering emails via SMTP to the host "mx.jacobs-university.de", the email will be sent out. You won't see a response before Monday 9 a.m., though.

What about web-access to email?

"Email access will not be possible" includes access to email by web, i.e. https://mail2web.jacobs-university.de or https://exchange.jacobs-university.de/

Can we use another day?

We are sorry for the inconvenience, but there is no ways around stopping the service for some time.

By using a weekend we are trying to minimize the impact.

Can't we wait for after graduation?

Actually, the migration was planned to happen last year after graduation, so we are already quite behind the original schedule. Waiting another few months is not feasible, for organizational and technical reasons.

After the Migration: Faculty, Staff and Students only

Issues described here can only affect previous users of Jacobs University Email.
Admin members, having used Admin Email, are not affected by these issues.

I can't login to email!

Be sure to use your CampusNet username and password. It is no longer possible to login with the email account.

My client complains about wrong login data!

Be sure to use your CampusNet username and password. It is no longer possible to login with the email account.

What about the old server names, esp. mailhost and mail2web?

Those names will be retained for now to ease the migration.

Though, the servers and services behind this are different. Your email client might report a changed SSL certificate, which is correct.

The old names mailhost and mail2web are deprecated. Please change your configuration and bookmarks to use "exchange.jacobs-university.de" instead. See Jacobs Email for details.

Emails appear missing

If messages received within the last hours before the migration appear missing in the new mailbox, they'll appear in the new mailbox shortly.

At the moment, this period might be up to 48 hours before and after the migration.

Folders appear missing in Thunderbird using IMAP

While using Mozilla Thunderbird and IMAP to connect to exchange.jacobs-university.de, only the Inbox appears, but no folders below. This is a feature of Thunderbird, which displays only folders explicitly selected by the user.

To add folders to the view, right-click on the account, from the context menu select "Subscribe", and check the folder(s) you want to see in Thunderbird.

(thumbs down) Tip: the Jacobs Email server provides several folders for extended functionality, for storing contacts, notes, etc. Thunderbird can not correctly access the content of those folders. It is advised not to subscribe to them. Those folders include: Contacts, Journal, Notes, Tasks.

Server-side rules (SIEVE) are missing

It is not possible to move over SIEVE rules of ex-mail2web to JACOBS Email. The new JACOBS Email system supports server-side rules, too, which have to be defined anew, but, not to the extent of the previous Jacobs University Email system.

This includes any configured forward rules to external mail addresses. After the migration all mails will be delivered to the Jacobs Unviersity Mail server instead of the forward mail box.

(thumbs down) Defining those rules in the web interface requires use of Microsoft Internet Explorer.

My Mailbox is GONE!

That should not be! See, if you find your mailbox on the list of orphaned mailboxes.

Then, contact the migration hotline at tel. ext. #4669 on Mon to Wed, Service Desk for Faculty and Staff after.

After the Migration: Admin Members only

Issues described here affect previous users of Admin Email only.
Faculty, staff, and students having used Jacobs University Email, are not affected by these issues.

Regarding Mailboxes

I can't login to email!

Be sure to use your CampusNet username and password.

I can't login to OWA!

Be sure to use your CampusNet username and password.

OWA no longer uses the IUHB01 password.

Other user's mailboxes have to be removed and added again manually

Please remove all additional mailboxes beyond your own from Outlook: in Mail/Folder View, click "Tools" -> "E-mail Accounts" -> "View or change existing e-mail accounts" -> Next -> Select "Microsoft Exchange Server" -> "Change" -> "More Settings" -> "Advanced", and remove all additional mailboxes listed there.

Then, add the mailbox(es) again: click "File" -> "Open" -> "Other User's Folder".

How about my filter rules? Are they gone?

to make sure that all filter rules can be restored after
the migration please do the following steps until coming friday
the 6th:

export of filter rules:

Open Outlook2003 -> "Tools" -> "Rules and Alerts..." -> "Options"

select "Export Rules..." and choose a destination where the backup
have to be save. Default is the folder "My Documents" and the
backup files will be "Untitled.rwz".

Don't worry if you get a message from Outlook that no rules can be
found. If you get this message it means that you do not use filter rules
and sort your e-mails manually.

import of filter rules:

after the migration the filter rules can be imported by

Open Outlook2003 -> "Tools" -> "Rules and Alerts..." -> "Options"

select "Import Rules..." and choose the backup file you have exported
before.

Regarding Calendars

Meetings with invitees, multi-person meetings

Meetings including several people (and, e.g., rooms), being shown in several calendars, will be broken up to individual meetings in the attendees' calendars (but still showing all attendees).

If such a meeting is updated, the update will be put as a new group meeting in the attendees' calendars. There is no linking back to the previous meetings. Attendees have to remove the obsoleted entries in their calendars by themselves.

"Other Calendars" have to be removed and added manually in Outlook

"Other Calendars" in Outlook's calendar view have to be removed manually: in Calendar view, right-click each calendar, then "Remove from ..."

Then, add them again: click "Open a Shared Calendar..."

Group calendar cleanup

Calendars no longer needed are removed, esp. those managed by CampusNet. In addition, naming of calendars is harmonized to make it easier to find and attribute them.

Please see the full transition list for group calendars (aka resource mailboxes) at Resource Name Changes after Email Migration.

Regarding Contacts

"Other Contacts" have to be removed and added again in Outlook

"Other Contacts" in Outlook's calendar view have to be removed manually: in Contacts view, right-click each contact folder, then "Remove from ..."

Then, add them again: click "Open Shared Contacts..."

Regarding Access

Outlook Web Access (OWA)

This now utilizes the JACOBS account (i.e., CampusNet username and password), too.

Please use your JACOBS account for web access to email.

Searching emails in Outlook Web Access (OWA)

No longer an issue, works now.

Active Sync

If you have used Active Sync connection to the Admin Email server in the past, you'll need to disassociate from the old server and connect and sync to the new server, using your JACOBS domain account.

Granting Access

Only the user him/herself has access to her/his emails, contacts, and calendar. If access rights were granted before the migration, the access has to be granted anew.

Depending on individual preference, choose either "Tools" -> "Options" -> "Delegates" or select the item in your mailbox you want to share, right-click, select "Sharing" and configure accounts and permissions as required.

(info) Calendar free/busy time slot information is publicly available.

Outlook Configuration from off-campus

If you are off campus, hence can't logon while connected to the JACOBS domain, your Outlook can not be modified automatically, you have to do it by hand:

  1. Establish the VPN connection.
  2. Close Outlook if running.
  3. Click "Start Menue" -> "Control Panel" -> "Mail" -> "E-mail Accounts..." -> "View or change existing e-mail accounts" -> "Microsoft Exchange Server" -> "Remove" -> "Yes".
  4. In the same E-mail Accounts dialog, click "Add" -> "Microsoft Exchange Server" -> "Next", for "Microsoft Exchange Server" use "exchange.jacobs-university.de", use "Cached Exchange Mode", for "User Name" enter your CampusNet username and click "Check Name". Information in this Window will update, click "Next" -> "Finish".
  5. Just to be sure, select to view E-mail accounts again, and ensure, that the Exchange mailbox is listed for "Deliver new e-mail to the following location".
  6. Close all Windows.
  7. Start Outlook and wait for the first startup with the new mailbox, which might take some time for updating content.

(lightbulb) Or, you could use Outlook Web Access (OWA) until back on campus.

See Jacobs Email for more details.

Other Questions

What about Alumni Email?

Alumni Email is not impacted. Alumni continue to use the services provided by the Alumni Office.

During email migration in March 2009, calendars no longer needed are removed, esp. those of resources managed by CampusNet. In addition, naming of calendars is harmonized to make it easier to find and attribute them.

Please see this full transition list for group calendars (aka resource mailboxes):

Resource Name IUHB*-Domains

Resource Jacobs Domain

Sprinter

Sprinter

AdmissionRoom

RLH Admission Room

Basketball Field

Campus Basketball Field

BBQ

Campus BBQ

Beach Volleyball Field

Campus Beach Volleyball Field

Blue Lounge

SAC Blue Lounge

Conference Room

RLH Conference Room

Conference Room Research4

Res4 Conference Room

Dancing Room

CIV Dancing Room

Deans Library SES

RLH Deans Library SES

Deans Library SHSS

RLH Deans Library SHSS

Halle 3

SAC Hall 3

Hoersaal

(use CampusNet)

ICC Conference Hall

ICC Conference Hall

ICC Conference Room

ICC Conference Room

ICC Discussion Room

ICC Discussion Room

ICC Foyer

ICC Foyer

ICC Multi-Purpose Hall

ICC Multi-Purpose Hall

Interfaith House

Interfaith House

IRC 4th Floor

IRC 4th Floor

IRC Group Study Area

(obsoleted)

IRC Meeting Room

IRC Meeting Room

IRC Seminar Room

IRC Seminar Room

IRC Silent Study Area

(obsoleted)

IRC Small Group Study Room

IRC Small Group Study Room

IRC Teaching Lab

(use CampusNet)

JCLL Dean's Library

JCLL Dean's Library

JCLL Seminarraum

JCLL Seminarraum

Lab3

Lab 3

Luerssen Plazza

Campus Lürssen Plaza

Meeting Room

RLH Meeting Room

MeetingRoomResearch4

Res.4 Meeting Room

Movie Theater

Movie Theater

Pressekalender

CoCo Press Calendar

SAC Meeting Room

SAC Meeting Room

Seminar Room

RLH Seminar Room

Seminar Room 1 Research 2

Res.2 Seminar Room 1

Seminar Room 2 Research 2

Res.2 Seminar Room 2

Seminar Room 3 Research 2

Res.2 Seminar Room 3

Seminar Room Research 3

Res.3 Seminar Room

Soccer Field

Campus Soccer Field

Sporthalle 1

Sports Hall 1

Sporthalle 2

Sports Hall 2

Team Room

(obsoleted)

Tennis-Court 1

Campus Tennis Court 1

Tennis-Court 2

Campus Tennis Court 2

Training Room

(obsoleted)

Westhall_1

(use CampusNet)

Beamer1

(use library system)

beamer4

(use library system)

Easthall_1

(use CampusNet)

Easthall_2

(use CampusNet)

Easthall_3

(use CampusNet)

Easthall_4

(use CampusNet)

Easthall_5

(use CampusNet)

Easthall_6

(use CampusNet)

Easthall_7

(use CampusNet)

Easthall_8

(use CampusNet)

Lecture Hall Res.II

(use CampusNet)

Lecture Hall Res.III

(use CampusNet)

Overhead1

(use library system)

Westhall_2

(use CampusNet)

Westhall_3

(use CampusNet)

Westhall_4

(use CampusNet)

Westhall_5

(use CampusNet)

Westhall_6

(use CampusNet)

Westhall_7

(use CampusNet)

Westhall_8

(use CampusNet)

On Thursday 26 February 2009 between 07:00 and 08:00 local Bremen time servers and network components will be updated.

Server and network operations will be unreliable. Expect unavailable servers and sudden downtimes of services without prior explicit announcement.

If you have to work on files stored on the server during that time, then before the maintenance hour copy the respective files to your local hard disk, work on it locally, and after finishing your work and after the end of the maintenance interval, copy them back onto the server.

For more details on the maintenance hours see the Maintenance Hours page.

The Migration of admin email to new JACOBS server on Thu Feb 12, 7am has been postponed to weed out some last-minute multi-language issues to ensure seamless switch-over with a minimum of service downtime.

Stay tuned for a new migration date.

On Thursday 12 February 2009 between 07:00 and 08:00 local Bremen time servers and network components will be updated.

Server and network operations will be unreliable. Expect unavailable servers and sudden downtimes of services without prior explicit announcement.

If you have to work on files stored on the server during that time, then before the maintenance hour copy the respective files to your local hard disk, work on it locally, and after finishing your work and after the end of the maintenance interval, copy them back onto the server.

For more details on the maintenance hours see the Maintenance Hours page.

POSTPONED

The admin email migration has been postponed to weed out some last-minute multi-language issues to ensure seamless switch-over with a minimum of service downtime.

Stay tuned for a new migration date.

Dear admin users,

on Thursday February 12, 2009, at 7am we will move over Admin Email to the new JACOBS server infrastructure. New features will include increased performance and soon-to follow inclusion of all Jacobs members for easier collaboration. For a full list of advancements, please refer to Project IT Infrastructure Development (PITID) approved.

Please close Outlook and logoff your JACOBS computer before Thursday February 12, 2009, 7am.

After 7am on Thursday, logon to your JACOBS computer. Your Outlook will be reconfigured automatically upon logon to use the new JACOBS email system. There are issues involved with the move, please mind all of the following important additional information.

(info) Automatic reconfiguration requires a logon with your JACOBS account on a JACOBS computer. If your computer is not yet part of the JACOBS domain, please follow the steps as announced in Move of IUHB01 (admin) computers to JACOBS domain starts Wed Jan 28.

(info) If you are off campus and use VPN to connect your Outlook to the email server, please refer to the configuration information as given below.

(lightbulb) If you encounter any issues, please check this announcement and the following information first. If this does not solve the issue, contact the migration hotline at extension #4669.

Important Additional Information

Regarding Emails

Emails appear missing

Getting emails from the old to the new server is a two-stage process. Switching the client to employ the new server lies somewhere in between. If messages of the last few hours appear missing, they'll appear in the new mailbox shortly.

Other user's mailboxes in Outlook have to be removed and added again manually

Please remove all additional mailboxes beyond your own from Outlook: in Mail/Folder View, click "Tools" -> "E-mail Accounts" -> "View or change existing e-mail accounts" -> Next -> Select "Microsoft Exchange Server" -> "Change" -> "More Settings" -> "Advanced", and remove all additional mailboxes listed there.

Then, add the mailbox(es) again: click "File" -> "Open" -> "Other User's Folder".

Emails in "Drafts" folder

The "Drafts" folder might have some emails in it, which actually have been sent. This is a side-effect of the mailbox export and import process. Please remove any email drafts in the "Drafts" folder you don't need any more.

Regarding Calendars

Meetings with invitees, multi-person meetings

Meetings including several people (and, e.g., rooms), being shown in several calendars, will be broken up to individual meetings in the attendees' calendars (but still showing all attendees).

If such a meeting is updated, the update will be put as a new group meeting in the attendees' calendars. There is no linking back to the previous meetings. Attendees have to remove the obsoleted entries in their calendars by themselves.

"Other Calendars" have to be removed and added manually in Outlook

"Other Calendars" in Outlook's calendar view have to be removed manually: in Calendar view, right-click each calendar, then "Remove from ..."

Then, add them again: click "Open a Shared Calendar..."

Group calendar cleanup

Calendars no longer needed are removed, esp. those managed by CampusNet. In addition, naming of calendars is harmonized to make it easier to find and attribute them.

Please see this full transition list for group calendars (aka resource mailboxes):

Resource Name IUHB*-Domains

Resource Jacobs Domain

Sprinter

Sprinter

AdmissionRoom

RLH Admission Room

Basketball Field

Campus Basketball Field

BBQ

Campus BBQ

Beach Volleyball Field

Campus Beach Volleyball Field

Blue Lounge

SAC Blue Lounge

Conference Room

RLH Conference Room

Conference Room Research4

Res4 Conference Room

Dancing Room

CIV Dancing Room

Deans Library SES

RLH Deans Library SES

Deans Library SHSS

RLH Deans Library SHSS

Halle 3

SAC Hall 3

Hoersaal

(use CampusNet)

ICC Conference Hall

ICC Conference Hall

ICC Conference Room

ICC Conference Room

ICC Discussion Room

ICC Discussion Room

ICC Foyer

ICC Foyer

ICC Multi-Purpose Hall

ICC Multi-Purpose Hall

Interfaith House

Interfaith House

IRC 4th Floor

IRC 4th Floor

IRC Group Study Area

(obsoleted)

IRC Meeting Room

IRC Meeting Room

IRC Seminar Room

IRC Seminar Room

IRC Silent Study Area

(obsoleted)

IRC Small Group Study Room

IRC Small Group Study Room

IRC Teaching Lab

(use CampusNet)

JCLL Dean's Library

JCLL Dean's Library

JCLL Seminarraum

JCLL Seminarraum

Lab3

Lab 3

Luerssen Plazza

Campus Lürssen Plaza

Meeting Room

(obsoleted)

MeetingRoomResearch4

Res.4 Meeting Room

Movie Theater

Movie Theater

Pressekalender

CoCo Press Calendar

SAC Meeting Room

SAC Meeting Room

Seminar Room

RLH Seminar Room

Seminar Room 1 Research 2

Res.2 Seminar Room 1

Seminar Room 2 Research 2

Res.2 Seminar Room 2

Seminar Room 3 Research 2

Res.2 Seminar Room 3

Seminar Room Research 3

Res.3 Seminar Room

Soccer Field

Campus Soccer Field

Sporthalle 1

Sports Hall 1

Sporthalle 2

Sports Hall 2

Team Room

(obsoleted)

Tennis-Court 1

Campus Tennis Court 1

Tennis-Court 2

Campus Tennis Court 2

Training Room

(obsoleted)

Westhall_1

(use CampusNet)

Beamer1

(use library system)

beamer4

(use library system)

Easthall_1

(use CampusNet)

Easthall_2

(use CampusNet)

Easthall_3

(use CampusNet)

Easthall_4

(use CampusNet)

Easthall_5

(use CampusNet)

Easthall_6

(use CampusNet)

Easthall_7

(use CampusNet)

Easthall_8

(use CampusNet)

Lecture Hall Res.II

(use CampusNet)

Lecture Hall Res.III

(use CampusNet)

Overhead1

(use library system)

Westhall_2

(use CampusNet)

Westhall_3

(use CampusNet)

Westhall_4

(use CampusNet)

Westhall_5

(use CampusNet)

Westhall_6

(use CampusNet)

Westhall_7

(use CampusNet)

Westhall_8

(use CampusNet)

Regarding Contacts

"Other Contacts" have to be removed and added again in Outlook

"Other Contacts" in Outlook's calendar view have to be removed manually: in Contacts view, right-click each contact folder, then "Remove from ..."

Then, add them again: click "Open Shared Contacts..."

Regarding Access

Outlook Web Access (OWA)

This now utilizes the JACOBS account (i.e., CampusNet username and password), too.

Please use your JACOBS account for web access to email.

Searching emails in Outlook Web Access (OWA)

No longer an issue, works now.

Active Sync

If you have used Active Sync connection to the Admin Email server in the past, you'll need to connect and sync to the new server, using your JACOBS domain account.

Granting Access

Only the user him/herself has access to her/his emails, contacts, and calendar. If access rights were granted before the migration, the access has to be granted anew.

Depending on individual preference, choose either "Tools" -> "Options" -> "Delegates" or select the item in your mailbox you want to share, right-click, select "Sharing" and configure accounts and permissions as required.

(info) Calendar free/busy time slot information is publicly available.

Outlook Configuration

If you are off campus, hence can't logon while connected to the JACOBS domain, your Outlook can not be modified automatically, you have to do it by hand:

  1. Establish the VPN connection.
  2. Close Outlook if running.
  3. Click "Start Menue" -> "Control Panel" -> "Mail" -> "E-mail Accounts..." -> "View or change existing e-mail accounts" -> "Microsoft Exchange Server" -> "Remove" -> "Yes".
  4. In the same E-mail Accounts dialog, click "Add" -> "Microsoft Exchange Server" -> "Next", for "Microsoft Exchange Server" use "exchange.jacobs-university.de", use "Cached Exchange Mode", for "User Name" enter your CampusNet username and click "Check Name". Information in this Window will update, click "Next" -> "Finish".
  5. Just to be sure, select to view E-mail accounts again, and ensure, that the Exchange mailbox is listed for "Deliver new e-mail to the following location".
  6. Close all Windows.
  7. Start Outlook and wait for the first startup with the new mailbox, which might take some time for updating content.

(thumbs up) Or, you could use Outlook Web Access (OWA) until back on campus.

Over the weekend CampusNet started to deny login. Our CampusNet team and the Datenlotsen are working on resolving this issue.

CampusNet and teamwork will be unavailable Thursday February 5, starting 8 o'clock. Works are expected to be completed within 15 minutes, but one never knows...

Background

Current performance issues of CampusNet and teamwork are due to an incredible number and complexity of database queries by the CampusNet application.

During the downtime we will double CPU and RAM resources of the database server, thereby improving query throughput. The root cause, improving performance and scheduling of CampusNet requests, can not be solved by us.

(info) In a second step, we will move off teamwork from that same database server to its own database. Expect another announcement soon.

Due to a necessary upgrade of the telephone system, there will be a downtime on February 2, 2009, starting at 5pm. The downtime is expected to last between 15 to 30 minutes.

During the downtime, no telephone calls will be possible. In case of emergency, please use a mobile phone.

Sorry for the short notice, the necessity to upgrade was only detected today and relates to a new functionality required for College IV.

This is an automatically generated measurement of key performance indicators (KPIs) of Service Level Agreements for January 2009.

The list of other KPI measurement reports is at KPI Measurements.

Summary Table

KPIs Specified

Not Measured (warning)

Targets Met (plus)

Targets Failed (minus)

16

1

13

2

KPI Measurements

If the specification is met, a (plus) is in the Met column, else a (minus); KPIs not measured have a (warning) there.

Host

Service

SLA

Target

Measured

Met

facultyweb

FTP

Faculty Web Service

99.000000%

99.992%

(plus)

 

HTTP

Faculty Web Service

99.000000%

99.969%

(plus)

 

HTTPS

Faculty Web Service

99.000000%

99.958%

(plus)

login

SSH

Remote Login Shell Service

99.000000%

99.993%

(plus)

alea

HTTP

ALEA Server Service

99.000000%

99.97%

(plus)

campusweb

HTTPSLOGIN

CampusNet Server Service

99.000000%

100.0%

(plus)

admissionweb

HTTPSLOGIN

CampusNet Server Service

99.000000%

(not measured)

(warning)

apps01

HTTP

CampusNet Server Service

99.000000%

100.0%

(plus)

apps02

HTTP

CampusNet Server Service

99.000000%

100.0%

(plus)

apps03

HTTP

CampusNet Server Service

99.000000%

100.0%

(plus)

kastor

DISK_GLOBALDB

CampusNet Server Service

99.000000%

0.0%

(minus)

pollux

DISK_GLOBALDB

CampusNet Server Service

99.000000%

95.887%

(minus)

helena

HTTP

Alumni Email Server Service

99.000000%

99.973%

(plus)

 

POP3

Alumni Email Server Service

99.000000%

100.0%

(plus)

 

IMAP

Alumni Email Server Service

99.000000%

100.0%

(plus)

 

SMTP

Alumni Email Server Service

99.000000%

100.0%

(plus)