Application Migrations

The UniWA Application Migration Schedule has been released.

The scheduling for the migration of applications on the ADMIN, MEDDENT and BIZ domains has been completed, and the current schedule is now available on the UniWA Application Migration page. You will need to log in with your staff or student number and Pheme password, however you do not need to be on campus or the UWA Network to view the page.

The schedule on this page will be the latest and most accurate version available, and we recommend that staff refer to this version over any other.

Migration Information

UniWA Migrations for Admin computers are now happening!!

Although the original schedule was deferred due to unforeseen issues in the environment, the computer migrations for UniWA are now moving forward.

When will they start?

Commencing next week from July 5th, all Windows computers on the old admin domain will be targeted for migration to UniWA. As the aim of the project is to minimise disruption to you, the process is largely automated, and the migrations will occur in the background as you work. These migrations will continue until all machines are moved to UniWA.

We ask that over the coming weeks, as the migrations are underway, that you leave your computer turned on at all times, including out of hours.

Please also ensure that any computers in your area that are used itinerantly/occasionally are also connected via a blue network cable to the UWA network and left switched on over this period.

Is my PC already on UniWA?

Once on UniWA PC's will display the new 'Swirl' UWA login screen. Computers already displaying this screen at login do not need to be left switched on.

How will I know when my PC has been migrated?

The migrations occur in two phases.

In Phase 1, you will see a popup dialogue similar to the one below informing you that your machine has been renamed, prior to migration.

There is no need to take any action at this point, however it is important that the machine is left switched on overnight after you see this message. The machine will reboot and enter Phase 2 of the migration after business hours. You should close all of your work and check in any TRIM documents before you leave. You may log out, but please don't turn the computer off.

UMD1

For most people, the next time they log in to their computer it will be to UniWA.

Phase 2 is scheduled to occur after hours. If you happen to be logged in at this time, you will see a second message informing you that you have been migrated to UniWA and the machine will restart. 

The following morning, your computer will have been migrated. You will see the new UWA login screen and must log in with your UWA staff ID and UWA (Pheme) password.

Please be aware that the first login to UniWA can take several mintues. This long delay should only happen once, whilst things are being set up.

Welcome to UniWA!

Your computer is joined to UniWA and in most cases you will notice very few changes. There are a few things that should be highlighted at this stage, however.

P: Drive - Your admin P: Drive is still there, and you will have the same access as you did before. Soon, however, this shared data will start to be synchronised with UniWA's new S: drive structure. At a future date, the P: drive will disappear. We will communicate more on the shared drive migrations when these activities commence.

S: Drive - This is UWA's new Shared Data store, which permits you to work and share documents across business units. It is organised to align closely with the UWA structure. Your shared data from Admin (P: drives) will soon be migrated into this space. Files on the S: drive will be available from any UniwA computer, and depending on your business unit, also securely from home.

H: Drive - When you log in, your Documents, Desktop files etc. will start to be synchronised, to your own working space on UniWA, the H: 'home' drive. This area is for your working documents and files, and only you have access to the files on H: drive; they cannot be shared with others. You can access your documents on H: drive from any UniWA computer, and even securely from home, and your files are automatically backed up.

If you had a named folder under the P: drive 'staff' area on admin (e.g. P:\Staff\jsmith or similar) these files will also be moved into your H: drive Documents folder during UniWA data migrations. If you previously shared data from your P:\Staff folder with others, these particular files will need to be relocated to a shared data area, under a suitably named folder. There will be a specific communication about the move to H: drive for data in P:\Staff\yourname folders, to follow.

Note: The H: drive, and UWA's backup of its data is intended to be used for your UWA working files. If you currently have truly personal information, such as large collections of photos, copyright material such as music or videos, or other items of a personal nature, it is strongly advised that you move them from your Documents, Pictures and other folders, and place these files in a location that is not stored or backed up by UWA, such as a C:\Personal folder. Information Governance Services provide excellent advice on cleaning up and maintaining your documents. Following this advice as you prepare for your UniWA migration will ensure that the University meets its record keeping requirements without unnecessarily storing documents in UWA file shares.

Printers - Your printers will be automatically mapped to UniWA printers. Effectively, only the names will be changed, but they will still be recognisable with their admin two-letter identified retained as a suffix.

Macs

Macs will also be migrared to UniWA during this phase. In most cases, like the Windows computers, you will see very little difference initially, but your computer will be renamed to UniWA standards, Home (H:) and Shared (S:) network folders can be mapped, and UniWA print queues added. You can also log in to your Mac with your UWA login ID and password after the migration, but for now, keep logging in as you previously have. More UniWA features for Macs are being planning, and will be rolled out over time.

More Information

As always, you should keep an eye on UWA Forward for further UniWA Project information, and on the UniWA Project Web Site for detailed information, FAQ's and self-help for common issues. 

We will also keep you up to date with information on upcoming project activities, including the UniWA data and Applicaiton migration phases.



TRIM User Information

Before Migration

Individual user customisations (Toolbars & View Panes)

If you have customised your TRIM toolbars (added or removed icons) or View Panes, IGS recommend that you take a note (or a screenshot) or your customisations so that you can reinstate them after your computer has been migrated.

Checked out Records

If you create or edit electronic records in TRIM you must ensure that all of your records have been 'checked in' before your computer is migrated. Note: you may not be aware that you have records 'checked out', but if you have ever created or edited a record in TRIM then there is a possibility that you have records checked out, and if so, they will need to be checked back in so they aren't lost ('unmapped') during the migration process.

To find the records you have 'checked out' (if any), either double click on the attachment: "Global Saved Searched - Records Checked Out by ME", OR press Alt+F1 (in TRIM). This search can be a little slow to run, so please be patient. Once the search has finished, select (Ctrl+A) the records (if there are any), then > right click and choose 'check in' > then click OK.

Linked Outlook folders

We have provided the BITS migration team with the necessary TRIM and Outlook registry keys in order to preserve Outlook/TRIM Linked folders, so if you use these they should carry across with the migration.

TRIM Login

IGS will need to update your TRIM login to your Staff ID number in order for the system to recognise your change of computer login, otherwise you will only have guest access to TRIM*. The BITS migration team will inform IGS when your PC and user profile have been migrated so they can make the necessary changes to your TRIM profile.

* You can tell if you're logged into TRIM with your own profile or as guest by looking at the bottom right hand corner of your TRIM window. If it shows Trimguest (instead of your name) then you have guest access only.

Post Migration

Your TRIM login has now been updated to your Staff ID. All users will now need to reapply the TRIM Global Settings and staff that use TRIM to capture electronic documents may need to re-enable integration between MS Office and TRIM. See below for further details:

TRIM Global Settings

To re-enable TRIM Global Settings, follow these instructions on the IGS website (requires Pheme login).

Integration with Outlook, Word, Excel etc. (EDM users only)

In most cases your integration should remain enabled, however it is possible that some users may find that they need to re-enable the MS Office integration with TRIM.

Instructions to enable integration with Microsoft applications can be found on the IGS website.

Dragging and Dropping documents into TRIM (EDM users only)

The new UniWA domain includes a behaviour that is causing a small issue with dragging and dropping records into TRIM from the desktop (or any location on the new UniWA home drive). This is due to some network latency settings that allow offline files to sync to the network. The issue is that once a document has been dragged into TRIM, a 'ghost' image of the document remains behind in the original location; the document itself will have been registered into TRIM. Pressing the F5 key on your keyboard will refresh Windows Explorer and the Desktop folder, thus making the ghost image disappear.

Post migration help

If you experience any TRIM specific issues after your migration, please do not hesitate to contact the TRIM helpdesk on 6488 3023 or email trimhelp@uwa.edu.au. For all other issues relating to the migration, please contact the BITS Service Desk on 6488 1515 or submit an Incident via the Service Desk.