This article describes the Collaborative Computing Solutions Admin Tool (CAT), some of its features, and how to use them.

CAT is an application that

• Is restricted for use by 4Help, Collaborative Computing Solutions (CCS), Identity Management Customer Support (IMCS), Secure Identity Services (SIS), Information Technology Procurement and Licensing Solutions (ITPALS), Information Technology Security Office (ITSO), and Organizational Unit (OU) admins
• Provides critical user and departmental data for the management, security, and support of accounts within the Google Workspace and Microsoft 365 (M365) environments
• Enables better collaboration between central and distributed information technology (IT) professionals
• Emerged as a response to direct feedback from division and university stakeholders

Features

User Profile Search - This feature provides the ability for authorized individuals (4Help, IMCS, SIS, ITPALS, ITSO, CCS, and OU admins) to look up Virginia Tech users within the AD (Active Directory), Google, and M365 environments. The search results provide the following information about users

• Account status and affiliations
• Password set date and location where it was set
• Department
• Hokies OU (Organizational Units)
• Names of the OU Admins for the user
• Names of the network liaison for the user
• M365 licensing details
• Email accounts and routing details
• Forwarding email (FE) accounts owned by the user
• M365 groups, teams, sites, and shared libraries managed by the user
• M365 OneDrive usage details
• Google GAEs (Google Auxiliary Emails), groups, GCP (Google Cloud Platform) projects, and shared drives managed by the user
• Google My Drive usage details
• History of any administrative actions performed within CAT on the account

Contextual Help Text - alongside the information above, the CAT also provides contextual help text that gives assistance when troubleshooting an issue, including background on how the process works and information on who they need to contact to make changes.

Health Status of VT SaaS Environments – shows whether the Google Workspace, M365, and Slack environments are healthy, degraded, or experiencing an outage. It also provides links to the vendor’s health status pages for more details.

Hokies OU Admin Tools – provides the ability for OU admins to batch-move users into or out of their OUs. It also provides the ability to send a request to another OU admin to release users from their OUs in cases where users are moving to another department.

Actions List – this homepage task list shows OU admins a list of actions specific to their users and accounts. The list includes:

• Notice of expiring sponsorships
• Departmental accounts owned by ineligible users, such as former employees/alumni
• Pending requests from other OU admins to move a user

Reports – CAT provides the following reports by department and OU

• FE accounts and their owners
• GAEs and their owners
• Hokies AD accounts including users, groups, sponsored, service, PACE, resource, etc.
• Sponsored users and their sponsors
• Google group owner lookup
• Google My Drive storage usage
• Google shared drives and their managers (waiting on Google API update to provide storage details)
• M365 OneDrive usage
• M365 groups and their owners
• M365 teams, their owners, and storage usage
• M365 SharePoint libraries, their owners, and storage usage

How To

How to view a Hokies OU

1. Log into the CAT
2. Click Reports
3. Click Hokies Groups
4. Select the specific OU in the Hokies OU dropdown

How to request to move an account between OUs

1. Log into CAT, via a virtual private connection (VPN) if off campus, using your Hokies username and passphrase
2. Select the OU menu item

   

3. Select Request Account Move

   

4. Select the OU for the user you want to move or enter their name or username in the Search Text box

   

5. Once the user appears on the screen, click Select next to their name
6. Selected Accounts will appear in the panel to the right
   
7. If you added a user by mistake, select Remove to deselect the user
8. Select a Destination OU (choices are limited to OUs you manage)
9. Select Request Move

Once you complete these steps, the OU Admin(s) for the user will receive an email with a link to complete the request.  Additionally, your request will appear to them as an action item on the CAT homepage when they log in. 

How to complete an OU move request from another OU admin

1. Log into CAT, via a virtual private connection (VPN) if off campus, using your Hokies username and passphrase
2. Select the OU menu item

   

3. Select View Move Requests
   
   
4. All pending move requests will appear in the table
   
5. Select the request you want to process
6. Select Release to allow a user to be moved out of your OU

How to move multiple accounts between your OUs and the NOTOU

1. Log into CAT, via a virtual private connection (VPN) if off campus, using your Hokies username and passphrase
2. Select the OU menu item

   

3. Select Move Accounts

   

4. Select the OU with the users you want to move (choices are limited to your OUs or NOTOU)
5. Select the users you want to move using the Select buttons

   

6. Selected Accounts will appear in the panel to the right

   

7. If you added a user by mistake, you could select Remove to deselect the user
8. Select the Destination OU for the users (choices are limited to your OUs or NOTOU)
9. Select Move

How to set the AD "manager" attribute for multiple users in your OU

1. Log into CAT, via a virtual private connection (VPN) if off campus, using your Hokies username and passphrase
2. Select the OU menu item

   

3. Select Set Managers

   

4. Select the OU with the users you want to update (choices are limited to your OUs)
5. Select the user you want to update using the Select buttons
6. Selected Accounts will appear in the panel to the right

   

7. If you added a user by mistake, you could select Remove to deselect the user
8. Enter the Virgnia Tech username for the manager in the text box
9. Select Set Manager

You will be warned if the manager's Virginia Tech username (PID) cannot be found or if the manager does not appear in the same OU as the user.  You can still proceed if the manager is in a different OU. However, the update will fail if the PID does not exist. Once you populate the manager attribute, M365 will update to display the user underneath the identified manager in the tenant org chart.