Setting up or migrating to a new server is an important step for any institution. When Leo is coordinating the setup of new AWS cloud servers as the host server we generally follow the steps below. These can be modified as is most relevant for your institution.
- Identify the key stakeholders at your institution and ensure they are included in the discussion or informed of the upcoming change, specifically the financial and technical implications of server migration from your current set up to a new, cloud-hosted, AWS set-up. (Institution Team)
- Schedule a consult call with the Leo Technical Team via a ticket from the Help Desk. The relevant technical people on your end will be required for this call as well. This enables us to address questions, discuss a timeline and establish what needs to be done on a case-by-case basis. (Institution Team)
- Establish a migration window i.e. when exactly the migration will occur. Usually, we need a four-hour window for migration. Please note that the system will not be available to users at this time, so it is best to choose an off-peak period. (Leo and Institution Team)
- Identify a technical team member who will be available during the migration process. If this is not the person handling central authentication, then they need the ability to immediately connect with that person, in case there are any issues with that. This person/people do not have to be on the line with us throughout the migration window but need to be immediately available via phone or text during the migration window. (Institution Team)
- Test account for your Central Authentication System (For instance, Shibboleth. Leo requires a test account to test whether the Central Authentication is working. (Institution Team)
- Set up the new servers. If Leo is handling this, we will set up the new (AWS) servers. (Leo Team)
- Create temporary DNS entries for the new servers and test them prior to the migration. The DNS change doesn't actually happen until the migration process starts but your team needs to be prepared to make the switchover at that moment. (Leo Team)
- Switch the DNS to point to the new servers. This is when the system will become temporarily unavailable to users. If you are not using an Leo domain, you need to do this. (Institution Team)
- File save of the existing Production System. Leo does a file save of the existing Production system before migration and restores the file onto the new (AWS) servers. (eo Team)
- Open or adjust firewalls as needed to allow for the new server traffic. This may be something that requires preparation and conversation on the institution side. (Institution Team)
- ReTest the Central Authentication System. Leo will use the authorized account you have provided to test before the migration actually starts. Leo will retest Central Authentication right after the migration to make sure it's working as expected. (Leo Team)
Best practice suggests keeping the existing servers up for an additional month, just to have a safeguard in place. This way, if there is an issue then your network team can point the DNS back to the original server.
To enable us to communicate effectively and meet the milestones identified with you initially, we request that you to provide the relevant information via the Leo Help Desk Ticketing system.
This also enables us to track progress and make any adjustments to the process or revise priorities as needed.