"Generic AIM Centralized File Share Center Community Data Migration Plan template Jul 11"
AIM CENTRALIZED FILE SHARE DATA MIGRATION STPN01800 – AIM CENTRALIZATION – [CENTER/COMMUNITY NAME] MIGRATION PLAN VERSION X NETPDTC N6 DD MMM YY i Signature Page Submitted by: NETPDTC Test Coordinator – Libby Day Date [CENTER/COMMUNITY NAME] Trusted Agent – ????? Date [CENTER/COMMUNITY NAME] AIM Program Manager – ????? Date Technical Leads: NETPDTC Citrix Metaframe Server System Admin. – Charlie Odom Date NETPDTC Enterprise Share Services Manager – Clark Taft Date NETPDTC Database Management – Terry Lewis Date IA Control: NETPDTC IT Compliance Management – David Thomas Date Executive Sponsors: [CENTER/COMMUNITY NAME] Director of Training – ????? Date [CENTER/COMMUNITY NAME] Knowledge Management Director – ?? Date AIM Program Manager – Jacob Aplanalp Date NETC AIM Program Manager – Roy Hoyt Date NETPDTC AIM Program Manager – Peg David Date ii Table of Contents 1.0 Introduction 4 2.0 Background and Objectives 4 3.0 References 4 4.0 Scope 4 5.0 Roles and Responsibilities 4 6.0 Data Migration Process 7 7.0 Data Migration Sequence 7 8.0 Data Migration Environment 8 9.0 Status Reporting 8 10.0 Process for Creating or Deleting Citrix Metaframe Accounts 8 11.0 Process for Creating or Deletion AIM II Accounts 9 Enclosure (1) Data Migration Flowchart Enclosure (2) Data Submission Form Enclosure (3) AIM Centralized File Share Hardware Environment iii 1.0 Introduction 1.1. This Authoring Instructional Materials (AIM) Centralized File Share [CENTER/COMMUNITY NAME] Data Migration Plan describes the migration process, hardware environment, required resources and migration schedule to move [CENTER/COMMUNITY NAME]AIM users from the current stand-alone/LAN based architecture to NETPDC-hosted Citrix Metaframe AIM Central Site instance. 2.0 Background and Objectives 2.1. Naval Education and Training Command (NETC) does not have a centralized storage area available for AIM I/II course contents. Within the domain, NETC has approximately 6700 individual instances of AIM I/II content and curriculum artifacts in support of approximately 2600 courses of instructions. This approach does not lend itself to the sharing of content, referencing of other users content and additionally makes it difficult to determine the authoritative data source for a given course of instruction. Secondly, by not providing centralized storage and access, NETC is unable to view or reference material under development or items issued for use. NETC NAVEDTRA 130 series documents dictate the use of (AIM) throughout the domain. This guidance was developed to ensure a consistent and repeatable development standard. Creating centralized file storage for housing content development products and content pieces is essential in achieving this standardized approach. 2.2. The object of this STPN?????? – AIM Centralization for[CENTER/COMMUNITY NAME]is to create a single authoritative source for all AIM I/II produced content and curriculum artifacts. This centralized storage area will allow re-use, re-purpose and/or referencing of content. It will also allow for complete transparency throughout the domain, repeatable and defendable data, and content management. 3.0 References: (a) Request for Information (RIS) AIM Centralized File Share (b) [CENTER/COMMUNITY NAME]curriculum management instruction (if applicable) (c) NAVEDTRA 130 series (d) ESS Account Request or Change Request form (ESS form) (e) Citrix-AIM New Users Guide PowerPoint Slideshow 4.0 Scope 4.1. The scope of this AIM Centralized File Share [CENTER/COMMUNITY NAME] Data Migration Plan includes all AIM I/II learning content for which [CENTER/COMMUNITY NAME] is Course Curriculum Authority (CCA). 5.0 Roles and Responsibilities 1 5.1. Roles and Assignments (a) [CENTER/COMMUNITY NAME] Director of Training: ????? (b) [CENTER/COMMUNITY NAME] Knowledge Management Director: ????? (c) [CENTER/COMMUNITY NAME] AIM Program Manager: ????? (d) [CENTER/COMMUNITY NAME] Trusted Agent: ????? (e) NETC AIM Program Manager: Roy Hoyt (f) NETPDTC AIM Program Manager: Peg David (g) NETPDTC Test Coordinator: Libby Day (h) AIM Program Manager: Jacob Aplanalp (i) NETPDTC Citrix Metaframe Server System Administrator: Charlie Odom (j) NETPDTC Database Manager: Terry Lewis (k) NETPDTC Information Assurance (IA) Manager: David Thomas 5.2. Role Responsibilities (a) [CENTER/COMMUNITY NAME] Director of Training 1. Overall responsible for the AIM curriculum content, training, and content migration. (b) [CENTER/COMMUNITY NAME] Knowledge Management Director 1. Overall responsible for all of [CENTER/COMMUNITY NAME]’s information security aspects. (c) [CENTER/COMMUNITY NAME] AIM Program Manager 1. Review received CD\DVD’s from subordinate Learning Sites for content and completed submission forms, enclosure (2). 2. Deliver migration content via CD/DVD to NETPDTC Citrix Metaframe Server System Administrator. 3. If needed, deliver AIM Conflict Report to the Learning Site POC for correction. 4. Track AIM Conflict reports to ensure all discrepancies are corrected. 5. Inform the Learning Site POC upon completion of the content migration. 6. Provide the Learning Site POC with access to their content. 7. Train the Learning Site POC how to add users to AIM and how to set permission levels. 8. Maintain a log of issues and resolutions for submission to NETPDTC for 2 lessons learned upon request. (d) [CENTER/COMMUNITY NAME] Trusted Agent 1. Receive and screen all ESS forms for accuracy from all users within the [CENTER/COMMUNITY NAME] domain. 2. Submit screened ESS forms to NETPDTC IA Manager. 3. Forward requests for restoring disabled accounts to the NETPDTC IA Manager. 4. Informs Learning Site POC when access has been granted to Citrix. (e) NETC AIM Program Manager 1. Overall responsible for the NETC N74 Navy Course Development process. (f) [CENTER/COMMUNITY NAME] Learning Site POC 1. Screens all ESS forms, within their Area of Responsibility (AOR), for accuracy. 2. Submits ESS forms to the [CENTER/COMMUNITY NAME] Trusted Agent. 3. Screen all course content for PII and classified material. 4. Complete submission form, enclosure (2). Print and sign submission form. Scan a copy of the signed submission form to a common folder 5. Export all AIM content within their AOR to a common folder. 5.1. Follow the following naming format. CCMM name and CIN (Jacksonville_C-123-4567). 6. Scan contents of common folder for malware. 7. Burn the contents of the common fold to CD/DVD’s. 8. Burn a second copy for CCMM archive. 9. Overnight mail disks to the [CENTER/COMMUNITY NAME] AIM Program Manager. 10. Stop all course work until notified by the [CENTER/COMMUNITY NAME] AIM Program Manager to resume work via Citrix-AIM instance. 11. Upon receiving a conflict report, correct all reported discrepancies. 3 Resubmit corrected content in the same manner as original content. 12. Open all migrated content and verify accuracy. Report the status of the migrated content to the [CENTER/COMMUNITY NAME] AIM Program Manager. 13. Add users within their AOR to AIM and set permission levels. 14. Provide Citrix-AIM training to users within their AOR. 15. Responsible for tracking all users within their AOR. Submit deletion requests to the [CENTER/COMMUNITY NAME] Trusted Agent for personnel transitioning in/out of AOR. (g) [CENTER/COMMUNITY NAME] AIM User 1. Submit completed ESS form to their [CENTER/COMMUNITY NAME] Learning Site POC. 2. Review the AIM-Citrix New User Guide slideshow. 3. Receive training from the [CENTER/COMMUNITY NAME] Learning Site POC. (h) AIM Program Manager 1. Provide technical/functional guidance to [CENTER/COMMUNITY NAME] and NETPDTC personnel in migrating AIM data from current [CENTER/COMMUNITY NAME] AIM instances to centralized NETPDTC AIM instance(s). 2. Provide support to NETPDTC personnel structuring centralized NETPDTC AIM instance to meet [CENTER/COMMUNITY NAME] schoolhouse and headquarters requirements. 3. Provide AIM technical/functional inputs to C&A package. 4. Assist [CENTER/COMMUNITY NAME] AIM Program Manager and Learning Site POCs in resolving import conflicts as requested. 5. Develop and host the AIM-Citrix New User slideshow and overview of AIM user privileges and user account setup. (i) NETPDTC AIM Program Manager 1. Ensures the AIM Centralized File Share [CENTER/COMMUNITY NAME] Data Migration is successful and complete. 4 2. Ensures CD/DVD’s are archived/copied and maintained for nine months. (j) NETPDTC Test Coordinator 1. Coordinates the AIM [CENTER/COMMUNITY NAME] Data Migration Test Plan with [CENTER/COMMUNITY NAME]’s AIM Program Manager and Trusted Agent. 2. Documents [CENTER/COMMUNITY NAME] AIM process and business rules. (k) NETPDTC Citrix Metaframe Server System Administrator 1. Ensures CD/DVD’s of AIM Stand alone course data loads on the AIM SQL Server. 2. Once complete, delivers CD/DVD’s to the NETPDTC AIM Program Manager. 3. AIM conflict report is noted and given to the [CENTER/COMMUNITY NAME] AIM Program Manager and AIM Program Manager (Orlando) to resolve if report is > 0. 4. Performs maintenance on and updates the hardware and software associated with the Citrix Metaframe Server and AIM Central Site. 5. Maintain a log of issues and resolutions for lessons learned upon request. (l) NETPDTC Database Manager 1. Ensures AIM centralized File Share database instances are built and managed correctly and efficiently. 2. Maintain a log of issues and resolutions for lessons learned upon request. (m) NETPDTC Information Assurance (IA) Manager 1. Reviews and Maintains ESS forms. 6.0 Data Migration Process 6.1. Data migration shall be conducted IAW the Data Migration Process Flow Chart in enclosure (1). 7.0 Data Migration Sequence 7.1. Migration is planned for a three day process per site. The three days will include transporting content, uploading content, training Learning Site POC, and mitigating 5 conflicts. May be expanded or shortened as necessary. 7.2. The data migration sequence is as follows: (a) [as determined by [CENTER/COMMUNITY NAME] AIM Pgm Mgr. (b) . . . 8.0 Data Migration Environment 8.1. All AIM Centralized File Share Data Migration will be done using software and server resources dedicated to that purpose. 8.2. Enclosure (3) contains the AIM Centralized File Share Hardware Environment. 8.3. Software Requirements 8.3.1. End User’s Workstation 18.104.22.168. Citrix Independent Computing Architecture (ICA) Client v12.x. End user workstations must be loaded prior to use of Citrix-AIM. 8.3.2. Server 22.214.171.124. Citrix Presentation Server v4.5. Must be loaded to host the AIM application. 126.96.36.199. AIM I/II Rel 5.0 application. 9.0 Status Reporting 9.1. In-Process Review (IPR) shall be held with stakeholders listed in the Roles and Responsibilities section. This meeting is intended to convey progress to the management and stakeholders concerned with the event and shall be held at monthly or as often deemed necessary by the stakeholders. 9.2. All stakeholders should be prepared to report on all lessons learned. 10.0 Process for Creating or Deleting Citrix Metaframe Accounts 10.1. New Account Creation 10.1.1. User completes ESS form and submits to Learning Site POC. 10.1.2. Learning Site POC screens ESS form for accuracy and submits to [CENTER/COMMUNITY NAME] Trusted Agent. 10.1.3. [CENTER/COMMUNITY NAME] Trusted Agent screens ESS form for accuracy and submits to NETPDTC IA Manager. 6 10.1.4. Accounts are CAC enabled. 10.2. Deleting Accounts 10.2.1. Learning Site POC sends account deletion request via email to [CENTER/COMMUNITY NAME] Trusted Agent. 10.2.2. [CENTER/COMMUNITY NAME] Trusted Agent forwards request to NETPDTC IA Manager. 10.2.3. Accounts may also be deleted by inactivity of the account. After 30 days of inactivity the account will be disabled. After an additional 90 days the account will be automatically deleted. 10.3. Restoring a Disabled Account 10.3.1. User sends request to the Learning Site POC to restore the disabled account. 10.3.2. Learning Site POC sends request to the [CENTER/COMMUNITY NAME] Trusted Agent. 10.3.3. [CENTER/COMMUNITY NAME] Trusted Agent sends request to the NETPDTC IA Manager. 10.3.4. Requests may be informal via email. 10.4. Restoring a Deleted Account 10.4.1. Follow the procedures outlined in the new account creation (9.1). 11.0 Process for Creating or Deleting AIM II Accounts 11.1. [CENTER/COMMUNITY NAME] AIM Program Manager creates/deletes/manages accounts for Learning Site POCs and [CENTER/COMMUNITY NAME] HQ personnel. 11.2. Learning Site POC creates/deletes/manages accounts for personnel within their AOR. 7 Enclosure (1) [Learning Site] [Learning Site] POC NETPDTC Citrix Course Content Corrects Metaframe Server System Delivers Content Disks to Discrepancies Administrator NETPDTC AIM program Loads Content Manager onto Centralized [Learning Site] POC AIM SQL Server [Center] AIM Prepares/ Pgm Mgr Consolidates Content Provides [Learning Site] POC Conflict Report Copy Required Generates conflict Content Report AIM Export Provides Files to CD/ [Center] AIM DVD Pgm Mgr Conflict Report YES Is Conflict Report Deliver Disks to >0? [Center] AIM Pgm Mgr NO [Center] AIM Pgm Mgr Informs [Center] [Learning Informs [Center] AIM Pgm AIM Pgm Mgr Site] POC [Learning Site] Mgr Successful Load Validates Load POC Successful Checks Content with Load CeTARS Checklist Valid? Deliver Disks to NO NETPDTC Citrix Metaframe Server YES System Administrator Complete 8 Enclosure (2) MEMORANDUM FOR THE RECORD From: [Your Title, Command Name] To: NETPDTC (N633) Subj: AIM CONTENT SUBMISSION Encl: (1) 1. Enclosure (1), consisting of AIM II exportable files and an electronic copy of this signed memorandum, is hereby delivered for uploading to the [CENTER/COMMUNITY NAME] AIM Central Site. All content has been verified as to not contain any malicious code, classified material or personal identification information data to the best of my knowledge. 2. For additional information please contact: [Your Name, Phone, Email Address]. Your name and sign above 9 Enclosure (3) AIM Centralized File Share Hardware Environment 10