college email solutions why ? michael nowlan information systems services university of dublin...
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College Email Solutions
Why ?
Michael NowlanInformation Systems ServicesUniversity of DublinTrinity College
With thanks to the staff of IS Services, TCD
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Why ?
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Definitions
Undergraduate Students Postgraduate and Research Students All staff
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Millenials & Digital Natives
Students today have never known a time without computers
Universal ownership and usage of mobile communications devices
Totally at home with the “new” digital world Soon will be displacing the Digital Immigrants on
the job market – totally at home with the always-on internet
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Instant Everything
Survey! How many people sent or received an IM
in the last 24 hours ? How many people sent or received a Text
message (SMS) in the last 24 hours ? What is the difference ?
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Presence
Telephone Tag Instant message with Presence is the
future
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Email is an unsatisfactory communications tool
Email is for “old” people Email is on its last legs…
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CAO 2007
84% or applications online 16% foreign or “old” people Of the online applicants 97.8% supplied an
email address – even though it was not required
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Email for Students
Why do we go to the expense of providing an email service for students ? If 98% of our incoming students already have an email address and service.
In November 2007 – I cannot think of a single reason for 3rd level Colleges to provide email for their students!
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Marketplace in November2007 for Email storage
DIT: 40MB Ireland.Com: 100MB – you pay for it UCD: 500MB
Google: 2GB – now 4.5GB Microsoft: 5GB Yahoo: Infinite
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Costs - Gartner
College home grown: $4/user/month Microsoft old offering: $3/user/year Exchange service: $10/user/month External service: $1.5/user/month “Free”: $1/user/month
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TCD Undergraduate Costs
Internal €43K / year Exchange€109K / year Hosted €16K / year “Free” €11K / year
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Why Replace TCD’s email system?
Hardware at end of life Software very labour intensive Limited future
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TCD Email Review
Define requirements Look at market Segment service components Select Products
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Segmentation of services
Undergraduate, Postgraduate, Staff Mobile and Fixed users Email Management, SPAM/Virus Select best point solutions at the time
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SPAM/Virus Filtering
In-house too costly Lack of responsiveness Use a service which is dedicated to this
function
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Exchange Hosted Services
Easy implementation, no requirements for Exchange
Few problems Massive payback Eliminate SPAM/Virus overheads Only processing 20% of email … no need to replace email systems!
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Enhanced Student Service
Familiar interface Storage Seamless access at home and abroad Retain address format: @tcd.ie Retain email address after graduation
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Hosted Solutions Considered
Google - Gmail
Microsoft - Live Environment
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Google Apps for Education
2 GB storage – now 4.5GB Applications: Gmail, Google Talk, Google
Calendar, Google Docs, Page Creator and Start Page
No ads for registered students Price: no charge by Google
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Microsoft Live @ EDU
5 GB storage Applications: Hotmail, Calendar, Address
Book, MSN, SkyDrive No ads for registered students Price: no charge by Microsoft
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TCD Selected Gmail
Conceptual issue of hosted service Fears of loss of control Privacy concerns, data hosted off-island Don't be evil ?
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Implementation so far
Most students have moved voluntarily and with problems – largely password related
Privacy concerns Accessibility issues Yet to face legal issues over logs and tracing
nefarious activities Uncontrolled interface changes
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Some Numbers on 1st November 2007
Students would have been using a maximum of 750GB in TCD
22,297 TCD Gmail accounts Using 309GB, up from 164GB on 1st
October, 1 person using > 1GB Gmail quota 45,641 GB which does not
reflect the increase from 2GB to 4.5GB
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The Future for Students
Integrated Calendars Online shared documents, collaborative
editing, spreadsheets Online storage for files Integrated access in a mobile environment Access facilitated through an Identity
Management system/service
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Staff Email
In November 2007 – I can think of many reasons for 3rd level Colleges to provide email for their staff and research students.
Intellectual Property (IP) Privacy Control
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TCD Staff Email
Exchange Service Outlook on the desktop OWA for mobile users 2 GB resilient storage Enhanced service rolling out in late 2007
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Lessons Learned
Think Latterly May be more than one solution Beware of dogma Beware of the capabilities of the Digital
Natives – they may not live up to the expectations – limited narrow expertise
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Illustrations by Ken Coogan
www.kencoogancaricatures.blogspot.com