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Summer 2016 Mediasite Migration

UPDATE: The migration of K-State's Mediasite content and services is complete. Faculty and staff who use Mediasite need to perform the post-migration steps to ensure their content and tools are working properly. See the Mediasite post-migration page for complete details.

Mediasite by Sonic Foundry is Kansas State University's choice solution for capturing, managing and delivering rich media content across the web and in the university's learning management system, Canvas by Instructure. With more than a million content views, Mediasite empowers the university to incorporate video, slides and audio into the learning environment.

Mediasite LogoSince first coming online in 2013, K-State's Mediasite implementation has been housed off-campus by an outside hosting provider and has seen broad adoption by the university community. In the last year alone, the platform has seen a 360 percent growth in presentations, now totaling more than 17 thousand. Given this tremendous growth, and the expectation adoption will continue to expand, it has become more practical and fiscally advantageous to migrate the university's Mediasite implementation from the existing off-campus hosting provider to an on-campus installation.

This migration of services and storage is a large undertaking. K-State Information Technology Services has taken steps to minimize inconvenience to Mediasite users. However, faculty and staff who intend to upload, create, or modify Mediasite content between June 1 and June 30 may be required to upload their video again and/or perform their changes again after the migration is complete June 30.

View the Post-Migration Guide

Key Points

  • During the month of June, while data is being copied to the new server, any new content or changes to existing content (edits, renaming presentations, etc.) may not be reflected on the new server once the migration is completed. For this reason, Mediasite users are strongly discouraged from adding new presentations or modifying existing ones June 1 - June 30.
  • ITS recognizes certain summer courses and other university activities will require the ability to add Mediasite content during the migration period. As such, users are not prohibited from uploading or changing content, but they should recognize they may potentially have to upload their content again or perform their edits again after the migration is complete June 30.
  • Mediasite users who anticipate they will need to add a lot of content during June should email their intentions to mediasite@k-state.edu so the Mediasite administrators are aware and can pay special attention to the matter, potentially reducing the amount of work you will need to redo post-migration.
  • Existing Mediasite presentations will be available for viewing throughout the migration.
  • Existing links to and embeds of K-State Mediasite content hosted off-campus will continue to function for a period of time after the migration is complete. However, web content owners and others who maintain links to this content should plan to update their links as early as possible. ITS will make an effort to automatically update as many links and embeds as possible in Canvas courses.

For Faculty and Staff

How long will the Mediasite migration take?

The migration will start in late May and last through June. See the Migration Timeline on this page for more details. The dates listed are subject to change depending on the progress of the migration; even with the fastest hard disk drive speeds currently available, reading and writing this much data from the storage media can take weeks. The cut-over to the new server will occur at approximately 10 a.m. on June 30.

Does this mean we are moving away from the Mediasite platform?

No. We are simply moving from one Mediasite system to another Mediasite system. The Mediasite platform will remain the same, but it will hosted on-campus by the university instead of an outside vendor.

How can I help?

The less data we have to transfer, the faster the migration will progress, so it will be helpful if you browse through your presentations in your MyMediasite portal and delete presentations you no longer need to keep.

If you have videos or other presentations you wish to keep, but that do not necessarily need to be available online, consider archiving an offline copy using the Publish to Go feature in Mediasite. Once you have downloaded the Publish to Go .zip file package, you can safely delete the presentation from the Mediasite system. Should you ever need to place the presentation online again, Publish to Go packages can be re-imported into the server by a Mediasite administrator.

Will my students be able to watch my Mediasite presentations during the migration?

Yes. The migration process will not impact the playback of existing presentations. You can still add existing Mediasite content to your K-State Online Canvas course.

So I can't add Mediasite content for an entire month?!

The ability to add Mediasite content will not be restricted during the migration, but adding new content or modifying existing content is not recommended. On June 1, a snapshot of the Mediasite system will be copied from the existing off-site system. This snapshot will be transferred and imported into the new on-campus system. Content added on or after June 1 will not appear on the new on-campus Mediasite system without manual administrative intervention. Users may need to re-upload this content to the new system once it is online June 30, which is why it is better to avoid adding content during the migration period if possible. If you plan to record new content or edit existing content for use in Fall 2016 or another future term, please refrain from making these changes until after June 30.  If you do choose to add Mediasite content during the migration period, it is a good idea to keep a local copy in case you have to add it again on the new Mediasite system.

Will anything appear differently after the migration?

The user interface of the new on-campus Mediasite system will be identical to that of the current off-site system. What will change is the domain name used to access presentations and catalogs. Links to these presentations and the code used to embed them will need to be updated to reflect the new domain name. See the post-migration steps for a complete description of changes and actions you may need to take. Please note existing links and embeds will continue to function for at least a few months after the migration, allowing sufficient time to complete the updates.

K-State Online Canvas instructors: ITS will make an effort to automatically update as many links and embeds as possible in your Canvas courses as part of the migration process. Instructors should see the post-migration steps to make sure their Mediasite content is functioning properly in their K-State Online course once the migration is complete.

The domain name used to access the MyMediasite portal will also change for those who do not access the portal from within their Canvas course, and they may need to update their bookmarks. The new address for direct access to the MyMediasite portal is https://mediasite.k-state.edu/mediasite/MyMediasite

What will I need to do once the migration is complete?

K-State Online Canvas instructors should look over their courses and verify Mediasite content is working properly. See a list of things to check

Those who added content content during the migration should verify their content exists on the new Mediasite system. If it does not, you may need to upload the content again and recreate any links to the presentation.

Mediasite Desktop Recorder users will need to remove the existing connection from the desktop recorder software and register a connection to the new server.

Website content managers should update their Mediasite links and embed codes as early as possible. Details about what needs to be changed will be provided toward the end of the migration process. Existing links will continue to function for a period of time after the migration.

See the complete list of post-migration steps you may need to perform to ensure your Mediasite content and tools are working properly.

For College/Departmental Mediasite Administrators

Which tasks should I avoid performing in the management portal during the migration?

Administrative actions should be kept to a minimum in the Mediasite management portal during the migration. On or after June 1, no actions you take in the management portal will be reflected in the on-campus system once the migration is complete. For instance, changes to shared folders or security permissions will not be retained.

How are my Mediasite recorder appliances affected by the migration?

Your recorders will continue to function during the migration. However, at some point during the transition (likely toward the end of June), each recorder's connection to the Mediasite server will be modified to point it to the new server. If you are actively using your recorders during this time, please contact mediasite@k-state.edu so we can coordinate this changeover and minimize the disruption to active courses.

We will be capturing distance course lectures throughout the month of June. How will these courses be accommodated?

Your recorders will continue to upload recordings to the current cloud-hosted Mediasite server. Shortly before the new on-campus Mediasite system goes into production, we will manually export the non-migrated content from the cloud-hosted system and import it into the new on-campus system.

Please contact mediasite@k-state.edu with details about which classes will be recording. Please include which shared folders are being used, the recording schedule, which recorder(s) will be used, the Canvas course where the resulting content is used (if available), and the eID of instructors who are managing the course's content.

Post-Migration Guide

Migration Timeline

  • Preparations for Migration

    Late May

  • Data is Exported from Off-Site System

    Late May through approximately June 6

  • Data is Imported into On-Campus System

    June 7 through June 19

  • Testing and Cleanup

    June 20 through June 30

  • Begin Using On-Campus System

    June 30 through approximately July 4

All dates are subject to change depending on migration progress


Migration Status

Preparing

Server systems, networked storage and other infrastructure are being readied to host Mediasite on campus. Preparations are being made to migrate the third-party hosted data to campus.

In Progress

Work is underway to copy off-site hosted data onto transport media. Faculty and staff are strongly discouraged from modifying existing content or uploading new content to Mediasite after May 31. Changes made after this date may not be reflected once the migration reaches completion. On-campus systems are being configured with Mediasite.

In Progress

Work is underway to import data copied from the off-site system. Faculty and staff are strongly discouraged from modifying existing content or uploading new content to Mediasite after May 31. Changes made after this date may not be reflected once the migration reaches completion.

Testing

The off-site hosted data has been successfully imported into the on-campus data storage location. Internal testing and final cleanup tasks are being conducted to ensure the on-campus Mediasite system is ready for production use. Faculty and staff are strongly discouraged from modifying existing content or uploading new content to Mediasite after May 31. Changes made after this date may not be reflected once the migration reaches completion.

Deploying

The new on-campus Mediasite system is now in production, replacing the off-site, third-party hosted system. While efforts are underway to automatically update as many links as possible within K-State Online Canvas, other links to content hosted on the off-site system will continue to function at this time. Instructors are encouraged to see this page to make sure their Mediasite content is functioning properly in their K-State Online course.

What do I need to do?

Complete

The new on-campus Mediasite system is now in production, replacing the off-site, third-party hosted system. While efforts to automatically update as many links as possible within K-State Online Canvas were successful, other links to content hosted on the off-site system will continue to function at this time. Instructors are encouraged to see this page to make sure their Mediasite content is functioning properly in their K-State Online course.

What do I need to do?