Making the Move to Google for County Human Services

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Resource Document for County Directors

As many of you know, State-provided Microsoft Exchange users are moving to Google Workspace this year! The County Liaisons and the OIT team have been presenting at regional meetings to introduce what this change means and begin answering questions.
 
What: State-provided Microsoft Exchange users are moving to Google Workspace
 
Who: Any county that currently has state-provided Microsoft Exchange email accounts. Although this mostly applies to Option 2 counties, all counties have an EBT mail account that will be switching from Exchange to Google in this process.
 
Why: To facilitate easier collaboration and remove barriers to productivity, all state-provided Microsoft Exchange users will move from Microsoft Exchange for email, calendar and contacts to the equivalent Google Workspace applications.  All of the applications within Google Drive will also be available for use through one convenient single sign-on to the state managed Google account.
 
When: Counties have been scheduled in batches between September through November. (Regions align with CHSDA regions)

  • Sept. 28 - Oct. 10: Southwest Region  
  • Oct. 11-21: Northeast Region    
  • Oct. 22- Nov. 1: San Luis Valley Region  
  • Nov. 2 - Nov. 18: Southeast and Metro Regions  
  • Nov. 19-30: Fremont
  • Dec. 1-Dec. 3: EBT Mailboxes

What to expect:

  1. You will receive an email when your region starts migration. This email will outline a more specific schedule for each county and links to the post-migration command center.
  2. 1-2 days before your county’s migration date, you will receive a temporary password email on Exchange from Istonish. This email will provide users with the temporary password they will use to log on to Google for the first time.
  3. On your county’s migration date, County Directors will receive a reminder email and an invitation to the CDHS Command Center Hours for the morning after the migration. Istonish and OIT will start migrating accounts at 6:00 PM. Your Google accounts will not be available until the morning after your migration date.
  4. The morning after your county’s migration date you should be able to log-on using the temporary password sent to your Exchange account 1-2 days prior. Most items from Microsoft Exchange should be present.
  5. In order to ensure a smooth and successful transition, CDHS will be hosting command center hours the morning after the migration. These are completely optional and are there to help troubleshoot any issues and answer any questions you may have.

Please note that after your county’s migration date, Google should be used exclusively moving forward. After your migration date, any emails that you send from your state-provided Microsoft Exchange account will not be migrated to the Google Workspace.
 
Training and Resources:
FAQ Document focuses on the move from MS Exchange to Google Workspace for Option 2 counties (and Option 3 EBT mailboxes). In reviewing this FAQ, please let us know what additional questions you have or what other information would be beneficial for county personnel. This FAQ is a living document and will continue to be updated as we better understand from counties what information is needed, please email megan.tobias@state.co.us for questions or feedback on the FAQ.

Thus far, CDHS has offered three live training opportunities for county directors and staff to learn the basics of operating in the Google Work Space. These live trainings have been recorded and are available for on-demand use moving forward:

Additionally, Google provides a host of on-demand resources, including a youtube channel that has short tutorials and a training center with robust learning guides for those who prefer reading to video based learning.

Finally, OIT has created a TechU web page that provides a thorough set of resources for being productive in the Google Workspace, ranging from guides on how to use Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, among other features!

Please contact cullen.dilldine@state.co.us or laura.miller1@state.co.us with any questions.