Implementation of Google Apps for Education at the NWU

Project Description

1 WHAT – The data description
• Description of the new request
– Implementation of Google Apps for Education at the NWU.
• Define any per-requisites for the request
– The legal department needs to clear the sharing of staff and student information with a 3rd party under the POPI act.
– g.nwu.ac.za and student.g.nwu.ac.za domains need to be registered under the new Google tenant
– Physical infrastructure needs to be setup in terms of servers for the NWU to communicate with Google for syncing of user information.
– Integration within VSS needs to take place for automatic e-mail address association.
2 HOW – The function description
• What does the new request entail:
o Google Apps for students and staff giving them access to Google applications, services and cloud storage.
o This will extend our current application and services offering to students and staff.
o Changes need to take place in terms of AD synchronization.
o New development required?
Internal development in terms of our CAS environment and integration with VSS for Google e-mail from new AD.
o Brief overview of Infrastructure requirements
– 2 x AD Server
– 1x GADS server
3 WHERE – The Network description
• Which campus or campuses are affected by implementation of the request?
– All three campuses are affected with this new service offering.
• Description of other geographical locations affected by the implementation of the request
– None
• External entities that form part of the process once the request is completed
– Google
4 WHO – The people description
• Define the groups or business units from NWU
o to whom the new request will provide a service
– All Staff and Students across all three campuses.

o involved in the implementation and support of the request
– ITC (Middleware, AOS, Systems, Infrastructure, Business Systems )
• Define the groups or business units from external parties
o that will be involved in the service
– Google (Licensing)
o involved in the implementation and support of the request
– None
5 WHEN – The time description
• Describe factors that determine the timely completion of the request
– Availability of resources (Staff and Infrastructure)
– Ability to get services communicating correctly.
• List relations to other projects that may impact the timely implementation of this request
• List cycles or events that impacts request completion date (Ex yearend, tax season, registration)

– This project is to be completed before registration 2016, the purpose of this project is to supply new students with Gmail as default address at registration.
6 WHY – The motivation description
• What are the benefits to NWU for implementation of the request?
– Access to software that previously was not available.
– Access to cloud storage at size not available to individuals at no cost as well as e-mail.

Project Progress

100%

Project Timing

  • Start
    Oct 20 2015
  • End
    Feb 29 2016

10/20/2015 02/29/2016

100%

Overall Project Completion

  • Registration and Verification of Domains with Google

    Application is in processes, waiting on feedback from Google so we can gain access to our Admin portal and complete the necessary MX records.

    * Access has been granted by Google and the following domains have been added: g.nwu.ac.za (Parent domain for staff) student.g.nwu.ac.za (Child domain for students.)

    20%
  • AD population and Sync with test users

    Ad was populated with our test users.
    The scenarios where tested as follows:

    - User login with CAS
    - User password change
    - User status changes (Deactivate user, Delete user, Re-sync and recreate user)
    - Test mail (send and receive)
    - Test Drive (Share content with users and client on local devices)

    60%

100%

  • 40%

    Hardware for AD and Sync Servers

    The following hardware has been requested: Google Sync Boks:

    v-gads-lnx1.nwu.ac.za - 143.160.56.87

    * Linux®- 64-bit Linux system
    * 2 core
    * At least 50 GB of disk space for log files and data.
    * 4 GB of free RAM.
    * Network access to the Google Apps domain through HTTPS, directly .
    This includes ports 80 and 443.

    User AD bok x 2:

    v-g-win1.nwu.ac.za - 143.160.56.85
    v-stud-g-win1.nwu.ac.za - 143.160.56.86

    * Windows Server 2012 R2
    * 2 core
    * 60 Gig disk space
    * 4GB Ram

    Currently the requested hardware was made available by Infrastructure and the operating systems where loaded by Systems.
    * g.nwu.ac.za AD has been setup, still excperiancing issues with student.g.nwu.ac.za due to what appears to be DNS issue.
    * v-gads-lnx1.nwu.ac.za - 143.160.56.87 is availible but we will only start configuring once v-stud-g-win1.nwu.ac.za - 143.160.56.86 is functioning correctly

  • 80%

    AD population and Sync with full user base 55 000 users

    Sync on both domains g.nwu.ac.za and student.g.nwu.ac.za was made.
    All users where successfully created within Google and are capable of making use of the services.
    All authentication is done via CAS (Single Sign On)

20%

Registration and Verification of Domains with Google

Application is in processes, waiting on feedback from Google so we can gain access to our Admin portal and complete the necessary MX records.

* Access has been granted by Google and the following domains have been added: g.nwu.ac.za (Parent domain for staff) student.g.nwu.ac.za (Child domain for students.)

40%

Hardware for AD and Sync Servers

The following hardware has been requested: Google Sync Boks:

v-gads-lnx1.nwu.ac.za - 143.160.56.87

* Linux®- 64-bit Linux system
* 2 core
* At least 50 GB of disk space for log files and data.
* 4 GB of free RAM.
* Network access to the Google Apps domain through HTTPS, directly .
This includes ports 80 and 443.

User AD bok x 2:

v-g-win1.nwu.ac.za - 143.160.56.85
v-stud-g-win1.nwu.ac.za - 143.160.56.86

* Windows Server 2012 R2
* 2 core
* 60 Gig disk space
* 4GB Ram

Currently the requested hardware was made available by Infrastructure and the operating systems where loaded by Systems.
* g.nwu.ac.za AD has been setup, still excperiancing issues with student.g.nwu.ac.za due to what appears to be DNS issue.
* v-gads-lnx1.nwu.ac.za - 143.160.56.87 is availible but we will only start configuring once v-stud-g-win1.nwu.ac.za - 143.160.56.86 is functioning correctly

60%

AD population and Sync with test users

Ad was populated with our test users.
The scenarios where tested as follows:

- User login with CAS
- User password change
- User status changes (Deactivate user, Delete user, Re-sync and recreate user)
- Test mail (send and receive)
- Test Drive (Share content with users and client on local devices)

80%

AD population and Sync with full user base 55 000 users

Sync on both domains g.nwu.ac.za and student.g.nwu.ac.za was made.
All users where successfully created within Google and are capable of making use of the services.
All authentication is done via CAS (Single Sign On)

1. Google Sign-Up Complete 100% Tasks 4 / 4

100%
Description

Register a NWU account with Google for the use of Google Apps for Education.

Verify NWU domains with google.

Setup of DNS records

4 of 4 completedTasks

  • Google Sign-Up
  • Hardware
  • AD Drivers and Connectors
  • Sync test users and test

2. AD population and Sync with test users Complete 100% Tasks 3 / 3

100%
Description

Once AD’s are in place they will be populated with the test users for first sync.

3 of 3 completedTasks

  • Test users provision
  • Testing of users
  • Testing of users

3. AD population and Sync with active users Complete 100% Tasks 3 / 3

100%
Description

Once satisfied with functionality on test users, active users will be populated and sync will take place.

3 of 3 completedTasks

  • Add and sync users
  • Test user Functionality
  • Test user Functionality

4. AD population and Sync with full user base 55 000 users Complete 100% Tasks 4 / 4

100%
Description

Sync on both domains g.nwu.ac.za and student.g.nwu.ac.za was made.
All users where successfully created within Google and are capable of making use of the services.
All authentication is done via CAS (Single Sign On)

4 of 4 completedTasks

  • Create Rule set for user sync
  • Sync users from both domains
  • Test user funtionality
  • Increase availibility of licenses

5. Communication to Students Complete 100% Tasks 1 / 1

100%
Description

A webpage has been created containing the information pertaining to the new service and is available in the service catalog.

http://www.nwu.ac.za/it/student-email/

The following webpage http://www.nwu.ac.za/it/student-email/registration has been created that will inform the students of the e-mail upon web registration.

1 of 1 completedTasks

  • Webpage Creatiion for Info (Chandrè)

6. User e-mail population within VSS Complete 100% Tasks 1 / 1

100%
Description

After registration Ahmed and Dassie will ensure all the e-mail fields that do not contain a valid address is populated with the new student.g.nwu.ac.za address.

 

This can only happen after registration in 2016. We are still waiting for the end of February so this can happen.

_______________

All students without e-mail has been populated with @student.g.nwu.ac.za

1 of 1 completedTasks

  • VSS address field popluation