google

Faculty and staff will begin using their new UCSC Google Calendar on Monday, August 6. 

In-person training sessions will be available to all faculty and staff starting June 18 and will be offered through the fall quarter.   Learning Google Calendar

How Will It Work?

WHO

We have approximately 2,100 Oracle Calendar (CruzTime) accounts at UCSC. All of these accounts and calendar data will be moved to Google Calendar. Calendar data for anyone who has left UCSC will not be moved. A Google Calendar account is automatically provisioned for all faculty and staff - so those of you who have not used CruzTime can still use your new UCSC Google Calendar account if you find it useful.

WHAT

Most of the data in CruzTime will be moved to Google. Due to technical issues beyond our control, it is not possible to move all the data (meetings scheduled by employees who have left UCSC). Data Migration Issues

Items That Will Move

Personal Calendars and Resources

  • Meetings in CruzTime. Four years of past meetings and one year of future meetings (through July 2013) will be moved if scheduled by an active CruzTime user. CruzTime will remain open 90 days after we go live with Google Calendar, so you'll be able to access your CruzTime account to double check that your data and calendar settings were moved over correctly. Print out or create an archive copy of your CruzTime calendar before we migrate the data over to Google. 
  • Meeting information that will move to Google:   
    • Title
    • Details
    • Date
    • Time
    • Attendees
    • Access level (normal, personal/confidential)
  • Daily events (will show up as "All Day" Events in Google Calendar at the top of the screen, not at the bottom)
  • Calendar access and viewing rights will move to Google Calendar. If you have given a specific person viewing and/or designate rights to your calendar, those rights will move over to Google for that specific person. Please note: Only people with the ability to modify all event types in your CruzTime calendar are given "make changes to events" permissions in Google Calendar. More information. We suggest that you double check your access rights in CruzTime and make any necessary changes prior to the move to Google Calendar. Check your CruzTime Access Rights
  • Resources (rooms, etc.) Current CruzTime resources will be moved over to Google Calendar along with their access and viewing rights. If you own a resource, please double check its access rights in CruzTime and make any necessary changes prior to the move to Google Calendar. In general, resources should have "view details" rights for normal meetings and "view times only" for confidential and personal meetings. More information. To check your resource's settings, log into your resource in CruzTime and follow these instructions. If you forgot your CruzTime resource password, please contact the ITS Support Center for assistance. 

Secondary Calendars

Secondary calendars in CruzTime, (which have their own login) will be transferred to Google as long they currently belong to an active CruzTime user. They will be associated with whatever name we can find in the description we see in CruzTime. A good example of this are calendars used by departments for organizations to collect events, vacation requests and so on.

Items That Will Move, but Will Look or Behave Differently

  • Repeating meetings will be moved over. However, meetings in the past will no longer be considered part of the series (each becomes an independent non-connected meeting). Future repeating meetings remain as part of the series, but when you click on one, you will get a message that this has been changed from the original. The data migrates in some unexpected ways (the "When" field in Google Calendar sometimes has just one occurrence listed and sometimes all occurrences).
  • Daily notes and Daily events in CruzTime do not have a direct corollary in Google, so we are taking these items and converting them to Google "All Day Events".

Items That WILL NOT Move

  • Meetings scheduled by employees who no longer work for UCSC and by current employees who subsequently removed themselves as an attendee. These are meetings scheduled on the person's individual calendar, not meetings that they schedule on another calendar as a designate. Print out or create an archive copy of your CruzTime calendar before we migrate the data over to Google. 
  • Attachments added to meetings in CruzTime.
  • Contacts and collections of contacts (Groups) used to schedule meetings. 
  • Tasks (there is an individual task capability in Google Calendar, but it can not be shared with anyone).
  • Personal meeting notes (when someone replies to an CruzTime meeting invitation, a note can be added).

Capability We Will Lose

  • There is not a Google Calendar desktop client available. To have full calendar access, you must login and use the Google Calendar web interface. Third party calendar clients (iCal and Outlook) can be used with Google Calendar with less capability for example, resource (room) scheduling is missing.

Capabilities We Will Gain

  • Great mobile support for devices like iPhone, Android, Blackberry, Windows Mobile, etc.
  • Integration with UCSC Google Email (calendar widgets can be located in the left side panel, meeting invitations can be done within Email)
  • Meeting invitations generated by email can be accepted in the email - which also conveniently has your agenda for the day, making it easier to know if you can accept. 

WHEN

Migration occurs in two parts:

1) July 28/29 - Resources move over to Google Calendar

2) August 4/5 - Meetings move over to Google Calendar

Go-live on Monday, August 6

We will put a hold on any new resources or group calendars a few weeks before the migration begins. We will also put a freeze on using CruzTime on August 3. 

After migration, we will keep CruzTime open as a reference - in case you want to double check meetings and conference room reservations, we will make CruzTime available for a certain period of time. If you do use it, you will get an email that warns you not to schedule meetings in CruzTime and that Google Calendar is the official scheduling system for UCSC. 

WHY

Oracle Calendar (CruzTime) is no longer upgraded by Oracle - the new Oracle calendaring product is part of a bigger suite of collaboration tools that UCSC is not going to use. UCSC has decided to move to Google for the integrated suite of tools (email, calendar, docs, sites, groups).

HOW

We have a two phase migration plan.

  • Phase I - copy resources (e.g. conference rooms), group calendars, access control rights to Google calendar a week prior of go-live, on the weekend of July 28/29. 
  • Phase II - copy events (e.g. meetings) based on calendar data associated with current UCSC employees. Phase II requires that CruzTime be shut down so that we do not have meetings created in CruzTime after the export process starts.

The migration process involves exporting data from CruzTime, transforming the data into something we can use for Google, and importing the data into Google Calendar. Meetings are added to calendars in Google, access controls are applied, and resources created. It is important to know that meetings you already have in your Google Calendar will remain. Any special access rights you might have provided someone in Google Calendar will also remain.

Note: We will execute this process successfully with UC Berkeley in a test environment starting in May. 

LEARN

In-person training classes (coming soon) and online learning opportunities are available at: Learning Google Calendar

Have Questions?

Privacy Policy and Terms of Use