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Moving from Oracle Calendar to live@UCL

All active Oracle Calendar users in your department will be automatically migrated from Oracle Calendar to live@UCL. The migration of your Oracle Calendar to live@UCL calendar is scheduled after you have moved to live@UCL. You will be notified by the live@UCL project team when this will occur. Please continue to use Oracle Calendar until this date.

The Migration Approach

The migration process takes approx 1.5 days.

On the days allocated to your move to live@UCL, please DO NOT delete any meeting invites or try to create meetings in live@UCL. There will be an influx of emails relating to meetings due to the fact that we are using Exchange and this is a message based system. The emails will disappear once they have created the new meetings in live@UCL.
  • Guidance on using the calendar and FAQs

    • How does the calendar work in live@UCL?
    • How do I notify users, who have not yet moved to live@UCL, of any changes to a meeting that already exists?
    • How will I book new meetings with Oracle Calendar Users?
    • How will Oracle Calendar users book meetings with me?
    • Can I make my live@UCL calendar available to Oracle Calendar users?

How will the migration process happen?

1. Deprovision of your Oracle Calendar account

Your Oracle Calendar Account will be deprovisioned on the first day of the migration process.

This means:

  • You will no longer be able to log in to Oracle Calendar
  • Existing Oracle Calendar users will not be able to invite you to meetings via Oracle Calendar. Your name will no longer be available in the Oracle Calendar Directory.
  • Any meetings that you organised or were invited to, will stay in the agendas of existing Oracle Calendar users also invited to those meetings.
2. Data automatically migrated to your live@UCL calendar

Contents of your Oracle Calendar from 01-Jan-2012 to 3 months in the future will be migrated to your live@UCL default calendar. 

What will happen to my entries prior to 01-Jan-2012 and future entries?

We will provide you with an archive file in an .ics format. This will contain Oracle Calendar entries from the year 2004 - 2014. To access the data in this file, you will need to import it as an additional Calendar in live@UCL (separate from your default Calendar). Follow the guidance on how to import the .ics file into Outlook 2010.

3. Login to your live@UCL account via Outlook 2007/10 or OWA.

Your live@UCL calendar will now contain the migrated data from Oracle Calendar. You should now begin to use your live@UCL as your main UCL diary.

Online guides are available on how to use your calendar via Outlook 2010 and OWA

Note: You will need to re-enter meetings that you had already arranged which were created more than 3 months in the future. You can see what these meetings were by referring back to the .ICS file.

***** ADVICE ******

  • Where you are the owner of a recurring (repeated) meeting, edit the meeting in live@UCL to the appropriate date in the future. Ensure you send an update email to all attendees.
  • Re-create any meetings that have not been migrated over in the 3 month future batch.

What will and won't be Migrated from Oracle Calendar to live@UCL?

You need to keep in mind that:

  • Entries in the past are created and show in live@UCL as appointments 
  • Entries in the future are created and shown in live@UCL as meetings

The migrated entries will be denoted with the word (migrated) appended to the Subject line.

If a meeting was created by an individual who has not moved to live@UCL this will be denoted with the words (inviter not in live) appended to the Subject line.

A past entry that is migrated as an appointment cannot be edited.

A future entry that is migrated as a meeting is editable.

Information that WILL be migrated
  • Meetings In the PAST (appointments)

    • Owner of the meeting 
    • Participants from Oracle Calendar who are using live@UCL
    • Those Participants not in live@UCL will be listed as an attendees in the detail of the meeting
    • Title
    • Location
    • Details
  • Meetings in the FUTURE (meetings)

    • Owner of the meeting 
    • Participants from Oracle Calendar who are using live@UCL
    • Those Participants not in live@UCL will be listed as an attendees in the detail of the meeting
    • Title
    • Location
    • Details
  • Repeated Meetings
  • Notes
  • Day events
  • Tasks - (formatting will be lost)
  • Where meetings were Private or Confidential these will be set to PRIVATE
  • Normal entries will be viewable according to the departmental policy set i.e. Reviewer Access (See Title, Location and Detail) or Free/Busy (meetings are blocked out with no information viewable)
Information that will NOT be migrated
  • Meetings/daily notes/day events outside of the date range mentioned above
  • Declined meetings in the past (check if also future)
  • Attachments (however you should already have these saved elsewhere)
  • Contacts
  • Private or Public Groups
  • External Contacts i.e. if you have added someone to a meeting by adding their email address
  • Delegate access rights. If you gave delegate rights to people in Oracle Calendar, those permissions will not be migrated. You will need to set up your permissions again.

What will happen to my confidential meetings?

Any entries that you had marked as Personal, Private or Confidential in Oracle Calendar, will be set to Private in live@UCL. Only you will be able to see those entries.


Guidance & FAQ on using your live@UCL calendar

How does the calendar work in live@UCL?

The live@UCL calendar is a message based system and emails are generated when you;

  1. Create a Meeting

    • Attendees receive an email which they need to accept, decline or mark as tentative
    • Owner receives an email with the attendees response
  2. Update a meeting

    • Attendee receives an email with the update - no response is needed
  3. Canel a meeting

    • Attendees receives an email. They will need to open the meeting and click on 'remove from meeting'.

How do I notify users, who have not yet moved to live@UCL, of any changes to a meeting that already exists?

Future meetings, which were migrated over, still exist in Oracle Calendar and can still be viewed by those in Oracle Calendar.

If you need to edit the meeting in live@UCL i.e. change the date or location, you will need to notify the existing Oracle Calendar users of this change. This is done by adding the email address/es of those attendees. They will receive an email with the edited changes.

You can check who was originally invited to the meeting by looking within the description section of the meeting.

An Example

---------------Guest List Summary---------------
Guest Name (response)
------------------------------------------------
Sehmbi, Jots (YES)
Watts, Brian (TENT)
Cooper, Duncan (TENT)
Barker, Adrian (YES)
Haugh, Donna (YES)
Lewis, Kathryn (TENT)
Martin,Ross (NO)

Where Yes means they have accepted, TENT means still waiting a response or No means they declined the meeting.

Only the owner of the meeting will be able to track to see who has accepted and declined once we have moved to live@UCL.


How will I book new meetings with Oracle Calendar Users?

If you need to book meetings with Oracle Calendar users (or even users not on a diary service), then please follow this best practice advice

Once your account is deprovisioned from Oracle Calendar, the only way to see an existing Oracle Calendar user's agenda would be to ask them to provide access to their Global Agenda - http://www.ucl.ac.uk/isd/staff/diary/guide/accessrights/global-agenda.

Once this is setup, the Oracle Calendar user can then email you a web link to their diary.

The web link will show the user's busy periods, but not what the meetings are (unless meetings are set as 'public' in Oracle Calendar). The web link always shows the current week of the Agenda.

It is live data, so refreshing this web link will give you the latest information from their Agenda.

How will Oracle Calendar users book meetings with me?

Oracle Calendar users will need to add your email address to the meeting invite. You will then receive an email with the meeting details and an attached .ics file. If you are using Outlook 2010 you can double click on the .ics file, choose Save and Close and the entry will appear in your live@UCL calendar.


Can I make my live@UCL calendar available to Oracle Calendar users?


Yes, more information can be accessed from  OWA - Publishing your Calendar


New Terminology  - What are things now called in live@UCL?

Repeating Meetings ------------------------ Recurring Meetings

Designate ----------------------------------- Delegate

Access Rights ------------------------------- Delegate Access

Daily Note ---------------------------------- All-Day Event

Day Event ---------------------------------- All-Day Event

Description --------------------------------- Agenda

Page last modified on 09 jul 12 10:59