As announced in the DoD365 Deployment – SharePoint Online Migrations CIO Note 006/22, the Coast Guard-Wide Migration to DOD365 - SITREP 11ALCOAST 073/22 (CAC required for access), and on MyCG, the phaseout of the Coast Guard’s legacy CGPortal and all of its intranet sites is underway. Deadlines are rapidly approaching for commands and site owners to take actions to ensure all active and valid sites are properly accounted for. If left unaddressed, hundreds of sites within the legacy environment will go fully offline April 1, and will no longer be accessible to users.
The CGPortal is the Coast Guard’s collection of intranet sites that are not accessible to anyone outside of the organization. It is a secure web space for the service, with a collection of sub-sites that consist of organizational unit pages, resources, and more. Since 2010, it has been a place where units were given sites to publish and share information internally throughout the organization. It has also been used to store official records.
Over the past 12 years, the CGPortal intranet space was located on physical, and now outdated, computer servers the Coast Guard owned. To replace those, the entire CGPortal intranet space is moving to the DoD365 SharePoint Online environment. The new intranet space is branded as “CGPortal Online”.
The Command, Control, Communication, Computer, Cyber and Intelligence Service Center (C5ISC) CGPortal Migration Team is well into the home stretch of the overall migration process. However, the team has determined there are over 800 sites and sub-sites that remain unclaimed and are not currently scheduled for migration based on one or more of the following criteria:
- No site permissions are found
- No ownership has been identified (unconfirmed/unclaimed)
- No activity or updates are shown within the past five years
These sites were switched to a read-only status Dec. 30, 2022, as announced in an email notification released to all-hands in December 2022 (CAC required for access). Users can still view the sites but will not be able to make any edits or add any content to them. These sites will remain in this status until they are claimed by someone willing to take ownership with a migration plan set in place. Otherwise, they will not be migrated to CGPortal Online, and will no longer be accessible after April 1.
Commands, site owners, and users must take action now to confirm all sites are properly accounted for and on-track for successful transition from the legacy CGPortal environment to CG Portal Online. Specific details, actions, resources, and critical timelines, along with how to take ownership of an unclaimed site, are outlined here.(CAC required for access).
The C5ISC CGPortal Migration Team has already done a tremendous amount of work, moving close to 700 CGPortal “site collections”, a higher-level designation that includes all corresponding sub-sites, to the new CGPortal Online environment. Those site collections all have ownership confirmed by the C5ISC CGPortal Migration Team. The team is actively working with confirmed site owners who have requested extensions and is standing by for additional sites to be claimed based on a critical need to ensure they are migrated.
Please keep these deadlines in mind as you consider the migration’s potential impacts on your unit and team.
- Dec. 1 marked the end of the remaining scheduled migration period for sites with confirmed ownership.
- Dec. 15 was the deadline to submit migration extension requests for legacy sites. New requests will be considered based on an urgent need to migrate them. Of note, an active migration plan is required and units may need to obtain developer support depending on the complexity of the site (e.g.,workflows, etc.).
- Dec. 30, 2022, the remaining unclaimed sites on the old CGPortal became read-only. These sites are tagged with a header and link to a form for users to claim ownership if they are still needed.
- From Jan. 1 to March 1 is designated for residual site cleanup, migration extensions efforts, and archival processing for sites that are unclaimed.
- By March 1, all approved migration extensions must be completed.
- April 1, the “legacy” (old) CGPortal is to be decommissioned, and all legacy sites, including unclaimed sites, will be no longer accessible.
Once moved, CGPortal Online will be better, faster, and more accessible along with many other benefits associated with DoD365 in general.
Resources:
- DoD365 Deployment – SharePoint Online Migrations CIO Note 006/22
- Coast Guard-Wide Migration to DOD365 - SITREP 11ALCOAST 073/22
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