5 simple ways to get more out of google...

5 Simple Ways to Get More Out of Google Apps

Jeremy Lawrence, CIO, Mind Research Network

Serena Satyasai, Product Marketing, Google

Agenda

Overview of Google Apps

Mind Research Network

Q&A

Google Solutions for IT

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Develop innovative user-centric technology for businessesBacked by Google’s core research and development20,000+ enterprise search customers3,000+ businesses sign up for Google Apps dailyPostini honored as a Leader in Gartner Magic QuadrantOver 60% of the world’s top brands have “Gone Google”

*Based on Google's Enterprise customers listed in Business Week's 2008 "100 Best Global Brands List."

365/24/7 support — 99.9% Uptime — Mobile options —Integration APIs — Partner program — Ad-Free

Google Apps Premier Edition – for your domain

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Disaster recovery, web-based Admin controls, usage reporting. With content monitoring and filtering, PETLS, anti-virus/spam by Postini.

GMail

Messaging

• Personal, shared, public

• Resource scheduling

• RSVPs and updates

• Video, voice, IM

• Presence

• Browser-based accessTalk (IM)

Calendar

Sites

Collaboration

• Real-time collaboration

• Word processing

• Spreadsheets, presentations

• Web-hosted video

• YouTube for your domain

• Secure, internal sharingVideo

Docs

• Built-in spam protection

• 25GB storage

• Fast search

• Easy web publishing

• Wikis, team space, blog

• Permission-based sharing

$4.17user/

Month*

For details: http://www.google.com/apps/intl/en/business/features.html* Annual charge is $50/user/year

Postini Services by Google ArchivingSecurity

Google Message Archiving• 1 or 10 years of retention• Admin search and restore• Investigations and message hold features• Personal archives optional• Mbox/PST Import and Export• Includes Message Security• Message Consolidation available as additional service

Google Message Security• Cloud-based spam filtering• Zero-hour virus protection• Content monitoring and filtering• Policy-based secure transport

Google Web Security• Malicious site protection• Web policy management

Google Message Encryption• Automatic policy-based encryption of message content

Disaster recovery, web-based Admin controls for MACs, usage reporting. Available stand-alone or as additions to Google Apps.

365/24/7 support — 99.99% Uptime — Partner program

For stand-alone services: www.google.com/postini

$1.09user/

month with Apps

Business as Usual!

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Google and its partners provides tools and resources to help make switching to Google Apps fast and easy.

Tools and services

Migration

For integration

APIs

Cross-platform support

Mobile

Web, Outlook,Mobile

Interfaces

Learn more at: deployment.googleapps.com

Deploying Google Apps At MRN

9 Google Confidential

About MRN

• Difficult blend of Research/Academic/Business needs

• Organization about 200 employees– Research

– HR

– Accounting

– Contracts & Grants

– Operations

– Security/Facilities

– Information Technology

Private Non-Profit 501(c)3 Research Corporation


Business Situation – 2005

• Local SUSE Linux OpenExchange (sendmail) server

• Neighboring University and Hospital systems

• Mixed clients – Outlook, Outlook Express, Netscape, Apple Mail, Pine, Elm, MH, Semaphore, Morse...

• Evolving organizational identity

• "Send it to my home account, I never check this one"


What Was Needed

• Single mail domain

• Mailing lists

• Company Directory

• Shared Calendar

• Shared Documents and project web sites (not really known by employees at the time)


Solutions Considered

• Run Microsoft Exchange in house

• Switch to another commercially supported platform

• Switch to a hosted model


First solution – Hosted Exchange

• Jan 2006 – March 2008

• Data center in Alameda California

• Replication to NYC

• 24/7 support– Except on President's day when your desperate

calls are routed to St. Petersburg Russia


Where Exchange Was Great

• Very good at fine grained access controls

• Calendar sharing and OS integration seamless

• Custom installers for Windows

• Blackberry Enterprise Server integration


Where Exchange Wasn't Good

• Assumes you're "inside the fence" collaboration was really difficult

• SharePoint wasn't all that great at sharing if you were outside the organization

• Same for Calendar

• Blackberry Enterprise Server integration a little too good


Going Google 2008

• Watch and wait for about a year (during hosted Exchange)

• Calculated costs

• Analyzed the key applications for the organization, evaluated the tradeoffs– Dropped BES (quality of life increases)

– Reliability

– Collaboration


Going Google Preparation

• Lots of testing and reading– Early adopters had a steeper learning curve

– Things are much easier now!

• Big Bang deployment of all services– Mail

– Docs

– Calendar

– Sites• Quiet at first – then migrated Intranet


Going Google

• Weekly email with FAQ's to prepare employees– Increasing frequency as The Day approached

• Bulk account creation in advance• Printed instructions for users• Setup "Hotline" for deployment week

questions• Parked IT Staff in the lobby with laptops

for walkups• Post migration "Tip of the Day" messages

for 14 days• Import of email was flawless – 104 mailboxes


Going Google

• Week long mourning/learning curve not so bad

• Option was given for Outlook/IMAP users to stay with their beloved mail applications (this proved to be a support burden)

• Small, vocal minority decried the business utility of Google Apps – Same minority refused training and didn't read

lead up email

• Fun fact (they're using it now and kinda like it)


Going Google Observations

• Newer email users were immediately receptive

• "Experienced" email users were antagonistic but one-by-one came around, mostly by seeing an increase in co-worker's productivity

• Google Docs use is good but not seeing full utility– Bad habits, old ways

– Format fidelity for complex documents


Going Google Day to Day

• Mobile device support greatly improved, sync and connectors to popular platforms– Google quietly licensed Microsoft ActiveSync

• Uptime, Uptime, Uptime

• Surveys, self managed one off applications

• New features all the time, but at the rate IT Administrators are comfortable with releasing



New Services

Sites/Intranet Groups Video



• Short deadline grant application, four authors in two states

• Edited to perfection and "frozen"

• Admin staff took over and formatted

Multi-author Document Example



• IT Business Impact Analysis

• Scientific Software Evaluation

• Meeting and Menu Planning

Capturing Ratings and Votes Via Forms



• Collaborative application built using sites– Video + Forms + Spreadsheet + Sites =

• Rapidly deployed, low cost, secure multi-user application

Training and Research



Dashboard Reporting Using Docs and Sites


Going Google Administration

• Postini Message Archiving– Great boolean search tools

– Audit trail

– The right amount of information

• ZixCorp Message Encryption– Combined with corporate policy on information classification,

sensitive conversations remain intra-domain

– Prevents unintended data leakage

Quiet Services


Going Google Administration

• SSO / AD integration for smoother provisioning

• AppEngine

• Use of scripting tools inside Google Spreadsheets

• Charts and graphs for research data

Things We're Not Doing but Wish We Could

Security at Google

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People

1Technology

3Process

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Annual SAS 70 Type II

Find out more at: www.google.com/apps/security

• 4th largest server manufacturer in the world - hardened, custom Linux stack• Billions of $ flowing through our systems• Millions of credit card numbers

o Data shared across servers o Data obfuscation on disko Data replication

Quick facts

On demand webcast: “How Google Tackles IT Security”

Continuous innovation delivered without hassles

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Stay up–to-date: http://googleenterprise.blogspot.com/

2009 2010

Gmail Offline

Sync for Microsoft Outlook

Google Groups

Over 100 feature releases

Gmail Buzz Announced

Blackberry Enterprise

Server Connector

Google AppsMarketplace

Migration for

Microsoft®Exchange

Google Apps customers

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Enterprises — Fortune 500 and Public Sector

Academic and Non–Profit Organizations

Small and Mid-Size Businesses

More than 2 million businessesThousands of new businesses every day

More customer webcasts: Google Apps Innovators series on Youtube

Sign Up For A Free 30-Day Period Today

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http://www.google.com/apps/businesshttp://www.google.com/apps/exchange

http://www.google.com/apps/notes