THe Digital Playbook

This Digital Playbook is your resource to find all the checklists, templates, and procedures needed to successfully complete the enterprise email migration process.

Enterprise Email Migration Playbbok

5 Step Enterprise Email Migration Process

The process to migrate email to Google will encompasses the below five steps

1.0 Planning and Analysis

1.1 ASET- ADOA will conduct Initial agency engagement to discuss service offerings and cost of migration

1.2 ASET- ADOA will send the financial and sign off communication to agency leadership

1.3 ASET- ADOA will acquire ITAC approval before moving forward with the project's Planning & Analysis phase (if needed). This approval is required for large technology projects.

1.4 ASET- ADOA will conduct kickoff meeting to discuss the project's timeline, communication, technical requirements and support model.

1.5 ASET- ADOA will send the congrats email to the agencies that have started the Going Google migration process

1.6 ASET- ADOA will send out the agency " Agency Data Request" sheet to gather important information regarding the agencies technology environment and core team members (PM,training coordinator, technical team, financial POC, communication POC, VIP) and users that should be provisioned G Suite accounts early.

1.7 ASET- ADOA will conduct reoccurring change management calls with the agency (if needed)

1.8 ASET- ADOA will conduct reoccurring technical calls with the agency to ensure readiness activities and Agency Data Sheet are completed according to project schedule.



2.0 Design / Configuration

2.1 ASET-ADOA will confirm the agency has completed the "Agency Data Request" sheet and has provided SADA access to all the agency's legacy email environments for the migration servers

2.2 ASET- ADOA will send out the Early Provision communication

2.3 ASET-ADOA will send out the pre-migration checklist to the agency so that users can prepare their email for migration. A second reminder will be sent regarding migration preparation.

2.4 ASET-ADOA will validate agencies domain in G Suite (Two months prior to Go-Live)

    • Create the validation record for the domain with the DNS provider
    • Validate in the G Suite tenant.

2.5 ASET-ADOA will generate a conflict accounts report. This report details which users have multiple Google accounts that will lead to migration difficulties.

2.6 ASET-ADOA , Agency will send the Conflict Account communication to agency users. This communication details how users can resolve their conflict accounts.

2.7 ASET-ADOA , Agency will send a reminder communication for users to resolve their conflict accounts.

2.8 ASET-ADOA will confirm one week prior to Go-Live that the agency's DNS settings are ready for the email migration.

2.9 ASET-ADOA will provision G Suite accounts for agency users.

2.10 SADA will provide instructions for email dual delivery to the agency's IT point of contact.

2.11 SADA will create distribution lists, alias and collaborative inboxes. ASET-ADOA will provision user and delegate mailboxes for the agency.

2.12 Agency will confirm that the appropriate distribution lists,user aliases,collaborative and shared mailboxes were created.

2.13 ASET-ADOA will add Virtru/DLP policies required (if needed).

2.15 ASET-ADOA will confirm that the Admin Console settings (ex. auto-forwarding, Virtru DLP, Offline Mode) for the agency OU are ready for launch.

2.16 ASET-ADOA will provide agency admin access the G Suite Admin panel.

2.17 ASET-ADOA and the agency will identify users requiring the Virtru Chrome Extension and provide them instruction regarding install and use.

2.20 ASET-ADOA will apply legacy mail routing rules to G Suite (if needed).

2.21 ASET-ADOA will create G Suite groups with appropriate members and settings configuration.

2.22 ASET-ADOA will create and inform users of their delegated accounts

2.23 ASET-ADOA will create and inform users of Calendar Resources

2.24 ASET-ADOA will inform agency G Suite users regarding password reset requirements

3.0 Training

3.1 ASET-ADOA , SADA and the agency's training point of contact will determine the agency training needs and the sessions to be delivered.

    • Training sessions facilitated by Sada include both in-person and Webex webinars
    • Topics for the sessions can range from Gmail and Calendar
    • Other topics available on the Resource Site

3.2 ASET-ADOA ,SADA and the agency's training point of contact will schedule webinars.

3.3 ASET-ADOA will create Webex sessions

3.4 ASET-ADOA will add recorded webinars to the resource site

3.5 ASET-ADOA , SADA and the agency's training point of contact will finalize the training schedule, webinar Instructions, and migration expectations for the group

3.6 ASET-ADOA will add and schedule training courses in the Tracorp learning management system.

3.7 ASET-ADOA and the agency's communication POC will communicate the training schedules to the agency.

3.9 ASET-ADOA will schedule additional training support with SADA and Google if needed.

3.10 ASET-ADOA will provide training to the agency's administrators on using the G Suite Admin Panel.


4.0 Migration

4.1 SADA will perform a back data migration.

4.2 ASET-ADOA will confirm the G Suite user list with the agency.

4.3 SADA will conduct Go-Live migration.

4.4 ASET-ADOA will confirm that the agency's technical team has access to the Issue Tracking Sheet.

4.5 ASET-ADOA ,SADA and the agency will conduct a Go/No Go Check Point to determine if G Suite deployment will commence.

4.6 ASET-ADOA, SADA and the Agency will initiate mail flow change for the agency so that all incoming email will be diverted to G mail.

4.7 ASET-ADOA ,SADA and the Agency will confirm that the mail flow change has taken effect.

4.8 ASET-ADOA and SADA will conduct a test group mailing to ensure the G mail is functioning correctly.

4.9 ASET-ADOA and SADA will conduct an external mailing.

4.10 ASET-ADOA and SADA will conduct an internal mailing.

4.11 ASET-ADOA and SADA will conduct a status update Friday meeting (Saturday and Sunday if needed).

4.12 ASET-ADOA and the agency's communication POC will send "Welcome to G Suite" communication to the users.

4.13 ASET-ADOA and the agency's communication POC will send a reminder email to users about collaborative and delegate mailboxes.



5.0 Post Implementation

5.1 ASET-ADOA , SADA and the agency's technical POC will fix and track issues.

5.2 ASET-ADOA will send a post-migration survey to the end users.

5.3 ASET-ADOA and SADA will conduct an internal Lessons Learned session.

5.4 ASET-ADOA and the agency's project management POC will conduct an agency Lessons Learned session

5.6 ASET-ADOA will send a reminder communication to the agency about migration billing and cost.

5.7 ASET-ADOA will submit a bill to the agency.