Session Number 9 User Provisioning Gmail at ChabotLas

Session Number 9 User Provisioning (Gmail at Chabot-Las Positas) presented by Eric Stricklen Senior Programmer Analyst

Gmail at Chabot-Las Positas • Luminis portal project initiated Fall 2006 • Naming the portal “The Zone” • Installation started with support services Spring 2007 – target Summer/Fall 2008 • Started to use Sun email • Decision to switch to Google Apps Education Edition (Gmail) in February 2008

Gmail at Chabot-Las Positas • • Goals for “The Zone” Reorganize web information for individual users (as recommended by audit report) Collapse information from several of our Chabot & Las Positas college websites Provide student email accounts Use “The Zone” to improve communication between groups

Gmail at Chabot-Las Positas • • Why Google over other products? API and adapter available to tie in with Luminis portal Free Students familiarity with Google Minimum maintenance for CLPCCD staff

Gmail at Chabot-Las Positas • • Key Points Choose third-party name (which becomes the students email address) Apply third-party naming policy to goktpty. F_Generate_External_User Choose domain name for Google to use (we went with zonemail. clpccd. edu) Work with distance ed (Blackboard) group to figure out how to make “The Zone” work with Course Management System (CMS)

Gmail at Chabot-Las Positas Key Points (continued) • Pick an email code for GOREMAL (LUMN) • Make sure the Banner “INTEGMGR” user has SELECT, UPDATE and INSERT on GOREMAL and SELECT on GOBTPAC • Decided NOT to allow students to update the email in Self-Service Banner (SSB)

Gmail at Chabot-Las Positas Key Points (continued) • Using only single domain for district, instead of separate domains (one for each college) • Decided to only start with students 1 -year back • Only providing this service for students (no staff, faculty or administrators)

Gmail at Chabot-Las Positas Installing the Gmail Adapter • Went with Sun. Gard support services (Paul Feighan & Makarand Kulkarni) • You have to initiate a request with Google http: //www. google. com/a/help/intl/en/edu/index. html • You can request both a test domain and one you will use for production (30 k is default starting max)

Gmail at Chabot-Las Positas • • Installing the Gmail Adapter (continued) Took approximately 2 weeks to install Still had some post procedures to work out Did pilot testing in Fall 2008 Went full bore in Spring 2009

Change in Person Info Basic Flow for Creating Google Email Accounts LDI_PERSON Event Banner Table (GOREMAL) Create/Update Event Queue LMB Banner Create/Update Topic Entry Adapter 2. x For Google Luminis Create Google Email Zonemail. clpccd. edu Google API 2. x Google

Gmail at Chabot-Las Positas Gotchas using Gmail • Was using only zonemail accounts for Blackboard – changed to allow students to enter new Blackboard email via SSB • Google did not allow both direct logins and SSO – chose to NOT use SSO until Google allows for both • Many files involved in configuration for version 1 x of adapter – version 2 x of adapter was not as bad

Gmail at Chabot-Las Positas Gotchas using Gmail (continued) • Need way to let students know what their email was – copied “Update Email” link in SSB and added it to both “The Zone” and to SSB • Surprised by 2. 0 API change on Google side in August – upgraded to version 2. 0. 4 of the adapter from Sungard in September

Gmail at Chabot-Las Positas Gotchas using Gmail (continued) • Needed better way to communicate/market changes for student email to students and faculty

Gmail at Chabot-Las Positas Banner Tables & Processes ICGORODM – used to resync data via LMB ICGORLDI – used to build XML files for batch GTVEMAL – setup email code (LUMN) GORRSQL – build rule for defining STUDENT role in “The Zone” GOREQNM – set what events to process (needs LDIPERSON active)

Gmail at Chabot-Las Positas Banner Tables & Processes (continued) GOAEQRM – Event queue status GOATPAC – used to reset PIN GOATPAD – also holds source ID and email address GORICCR – rules for Luminis (mainly need to review ELEARNING: ACTIVE_TERM) GORIROL – stores Luminis roles

Gmail at Chabot-Las Positas Banner Tables & Processes (continued) GORPAUD – stores Third-Party ID (for GORPAUD_CHG_IND = ‘I’) GOBSRID – stores the source IDs GURIROL – resyncs Luminis roles and source IDs GOAEMAL – Email form GOREMAL – stores emails

Gmail at Chabot-Las Positas Screen Shots

Gmail at Chabot-Las Positas Other ITS staff involved Jeannine Methe – CTO Cathy Gould – Senior Programmer Analyst Rachel Ugale – Admin Analyst Katherine Tollefsen – Help Desk Amanda Pisani – Help Desk

Gmail at Chabot-Las Positas Questions? ? ?

Gmail at Chabot-Las Positas Contact info: Eric Stricklen Senior Programmer Analyst - ITS Dept (510) 723 -6602 estricklen@clpccd. edu