deliberation, decision and deployment michael pickett vice president and cio brown university 1
Post on 14-Dec-2015
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- Agenda
• Why did we consider a cloud-based option?
• What factors did we consider?
• How did we make a decision for a) students, b) faculty/staff?
• What difficulties/surprises did we encounter?
• Experiences with Google Apps for Education (GAE) thus far and lessons learned
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Why Change?
• Exchange 2003 system out of support
• Inadequate quotas (email 200 mb, attachments 10 mb)
• Data center limitations made BC/DR critical
• Significant improvements identified as strategic plan priority for Fall Term 2010
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- Requirements
• Significant email and attachment quota (> 2gb and > 10mb)
• Affordable – staff layoffs and budget cuts a reality
• Standards-based, integrated tools - preserve flexibility for faculty use, include full business functionality for staff, respond quickly to technology change - integrated email and calendar a key requirement
• Reasonable risks – Privacy, confidentiality, data ownership, compliance, cost exposure, service continuity, service lifespan, BC/DR capabilities key factors
• Ease of use – speed to functional use time important, low annoyance factor important
• Preserve naming conventions – no one’s email address should have to change
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Student Options
• Students had to be upgraded first and quickly because of BC/DR costs
• 2008-2009 Email assessment team led by John Spadaro (Director, Technical Architecture /Outreach) identified 3 viable student options:– Microsoft BPOS– Microsoft Live– GoogleApps for Education
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Student System Decision
• Microsoft & GoogleApps options piloted in 2009
• Campus technology advisory committee involved – faculty consulted
• General Counsel and Chief Security Officer reviewed risks & approved contract
• Students expressed preference for GoogleApps for Education (60% already forwarded to Gmail)
• Rollout – September 2009
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Faculty Staff Options
• Upgrade dedicated Exchange service & add BC/DR (onsite & hosted options considered)
• Convert to Microsoft hosted Exchange service (Live@edu or BPOS)
• Migrate to GoogleApps for Education
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Faculty, Staff, Decision 2009-
2010
• Vendor meetings/evals
• TCO financial analysis
• Input sought from Brown stakeholders, peers, businesses
• Email assessment paper with options and GoogleApps recommendation
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Key Factors for GAE
• Significant quota allocations: 7.4GB/user for email, 25MB attachments, 1GB for Docs, Sites
• New features and improvements added nearly daily• Brown undergrads GoogleApps experience was
positive. More collaboration opportunities w/faculty• Cost avoidance - significant new funds required for
any other viable option• Standards-based, integrated tools (Gmail, Docs,
Calendar, Sites (web), Chat, and more) – ability to read email from anywhere using almost any email reader or mobile device
• Reasonable risks – Reviewed by University Counsel and Chief Security Officer. Same protection as Google Apps for Business. Optional tools available for e-discover and end-to-end encryption (Postini)
• GoogleApps used by over 8 million faculty, staff and students worldwide - over 2M businesses including Intel, Motorola Mobile, Konica Minolta, National Geographic and Jaguar Land Rover entrust their business to GoogleApps.
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Seeking Input and Deciding
• Academic Technology Steering Committee• IT Advisory Board (3 discussions)• IT Project Review Committee• Graduate Student Council • Academic dept stakeholders• Faculty Executive Committee• Sr. Deans• External IT Advisory Council• President’s Cabinet• University Hall admin assistants• Academic Department Chairs – DECISION
MADE• Based on Chairs feedback, sent out pre-
announcement of intent to Brown • Held open campus forums and
demonstrations to identify issues/showstoppers
• Roadshows to departments and groups seeking input
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Success Factors and Lessons
Learned
• Strong senior executive sponsorship - President, Provost and EVP firmly behind initiative
• Strong, professional project leadership (Geoff Greene, Director of IT Support Services)
• Skilled rollout team of central IT staff, departmental staff
• Google Guides – students and dept staff experts
• Engaged Appirio - had significant experience in GoogleApps migrations in higher ed environments
• Promoted full range of GAE features and function to realize maximum benefits of the change
• Allowed departments and users not currently intensively using Exchange calendaring to be early adopters . “Just get out of the way (but don’t let anything break).”
• Built a high level of campus awareness, repeatedly trained in a variety of venues, provided online resources, tracked progress on migration website.
• Responded quickly to misinformation with facts and adjust FAQ documents accordingly
• Identified real issues and enlisted help to solve
• Watch out for calendaring on non-standards based mobile devices! – be prepared to replace and retrain
• Key users: admin assistants – don’t allow them to fail
• Timing is important and will impact whether a flash cutover or a phased rollout works best – intensive calendar use creates biggest constraints
• Set realistic expectations• It is ok if it is fun!
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Status
• Governance groups established
• All departments moved in June/July 2010
• ~ 11,370 out of 13,900 accounts moved so far
• Exchange server to be moved offline in mid-September
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Sticky Points
• Differences in UI and workflow• Calendaring on Blackberries • Policy – required opt-in and click thru
on AUP• Persistent FUD about ads, privacy,
data ownership and security• Google and China (and others)• MX record and elimination of
Proofpoint virus/spam• Consolidation of all Brown addresses
into Google contact list• Translating group mailbox
approaches into Google tools• Google Groups administration,• Google Sites • Many, many new features + labs
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Warm Fuzzies
• Many, many new features + Labs
• Access from any browser almost anywhere in the world – No VPN required
• Freeing up resources for new use
• Powerful collaboration tools gaining traction
• Google’s informal mission statement – “Don’t be evil”
• Responsiveness of Google (delegation, FERPA support)
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