IT Project: Box Transition: Information Technology

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IT Project: Box Transition

IT Project: Box Transition

Project Status

June 2021: Northwestern IT has created a website to provide students, faculty, and staff with information for what to expect and the steps to take before, during, and after the move to Microsoft's file-sharing applications OneDrive and SharePoint. Box Migration Overview

Project Background

Northwestern Box is a cloud-based file sharing solution that has been centrally provided by the University since 2014. As the result of a recent shift in pricing at Box and as a substantial cost-saving strategy, Northwestern plans to migrate its data outside of Box to Microsoft OneDrive, SharePoint and Teams by the conclusion of the Box annual contract on August 31, 2022.

Through contracts the University has in place with Microsoft, Northwestern students, faculty, staff have access to a broad range of Microsoft Office 365 applications and add-ins.

Goals and Objectives

Develop comprehensive strategies to manage University data.
Gain in-depth analysis of the Box file structures, sharing, and standard user practices to provide a guided approach to data storage across the University in the new environment.
Apply right-sized solution(s)—OneDrive, Teams, SharePoint, Research Data Storage Service (RDSS), and others—and manage the University’s active and inactive users and their data in the appropriate systems.
Establish security settings in Microsoft solutions and RDSS, providing an adequate replacement for SAFER. This application interacts with Box to offer a more secure process for managing permissions to folders that contain sensitive data.
Provide comprehensive training and support documentation to assist the University community in making the transition.
Ensure that all files are migrated from Box by August 31, 2022.

Approach

The project will be achieved in a phased approach from June 2020 through August 2022.

Discovery: June – August 2020

Northwestern IT partners with Weinberg College, Kellogg School of Management, Feinberg School of Medicine, and other key stakeholders, to:

gather security requirements (SAFER)
investigate and decide on an integration tool
determine a path for data migration from Box to Microsoft OneDrive, SharePoint, and Teams, including a custom migration path to the Research Storage Data Service (RDSS) and FSMRESFiLES for key data owners with large file shares.

During this phase, the appropriate governance committees and working groups necessary to steer the completion of the deliverables are established. Project documentation, including a communications plan, is developed.

Preliminary Building: September 2020—February 2021

Configuration requirements are identified, and testing is conducted in a sandbox environment. Custom migrations for large data files begin. Documentation is created based on testing outcomes. Project documentation, including a communications plan, is finalized.

Pilot and Stakeholder Feedback: March—August 2021

Pilot group migrations, training materials vetted, survey feedback gathered. School migration schedule developed with input from Technology Leaders. Offer users a window for data clean-up.

Deployment: September 2021—March 2022

Conduct data migration to Microsoft solution and allow “read-only” files in Box. Training documentation distributed to the user community through various communications channels. Offer users a window for data clean-up.

Completion: April—August 2022

The transition of Box files is complete. “Read-only” files in Box available to the user community until August 1, 2022. Box is retired on August 31, 2022, and data is no longer available.

Timeline

The target dates on the following timeline are subject to change as the project progresses.

Phase	Target Date	Status
Discovery	June—August 2021	Ongoing
Building	September 2020—February 2021	In progress
Pilot	March—August 2021	In progress
Deployment	October 2021—March 2022
Completion	April—August 2022

Project Oversight

Project Role	Name
Project Sponsor	David Carr Associate Vice President, Cyberinfrastructure, Northwestern IT
Project Manager	Jon Ford Northwestern IT
Leadership Team Member	Mike Satut Senior Director of Information Technology, Weinberg College Curtis Hanawalt Director, IT Customer Support, Feinberg School of Medicine James Rich Director, IT Program Management & Enterprise Architecture, Kellogg School of Management Scott Pitts Associate Vice President, Cyberinfrastructure, Northwestern IT Steve Christensen Associate Director, IT Communications, Northwestern IT Stuart Nelsen Northwestern IT Betsy Faxon Northwestern IT
Working Group Lead	Jon Ford Northwestern IT Stuart Nelsen Northwestern IT

Last Updated: 29 June 2021

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