Email, Calendar, ChatStakeholder Engagement

Project Goal

Identify, acquire and implement new email, calendar and possibly chat services.

• Oracle Calendar is “End-of-Life” as of 8/10• Opportunity

Project Phases and Activities

21 3•ID eval team•Create RFP•Create RFP eval framework•Solicit providers•Evaluate RFP responses •Compete proof of concept(s)•Recommend solution•Acquire solution

•Organize•Identify groups•Engage campus•Gather input•Create RFI•Distribute RFI•Review RFI responses•Engage solution providers•Compile•Develop formal requirements

•Create infrastructure implementation plan•Implement infrastructure•Create migration plan•Execute migration plan

Scope

• Users: Faculty, staff, students and affiliates• Functions: Email, calendar and chat• No preconceptions as we plan….

Possible different solutions

• For different user populations (e.g. students and faculty/staff)

• By function (email, calendar, chat)• By interaction (PC, mobile, etc.)

Requirements and assessment framework may include….– Evaluation of web user interface– Compatibility with UIs commonly used by our

users (e.g. iCal, Outlook, Thunderbird)– Won’t actually assess the clients– Focus on standards that allow a wide variety of

clients to operate effectively

Stakeholders• Academic Departments , business-administrative focused

users • Administrative Council • Administrative Process Redesign Project • Administrative Units • Alternative consumers of the calendar information • Campus IT Policy Forum • Information Technology Committee • Instruction • Madison Technology Advisory Committee • R25 and EMS users

More Stakeholders• Research Centers • Research Executive Advisory Council • Resource and Classroom schedulers • Areas that run their own • Strategic Plan - Enterprise Infrastructure Services Work Team • Strategic Plan - Research Services and Support Working Group • Student Advising groups • Student Groups • Student Information Technology Initiative Advisory Committee • WiscCal Advisory Group • WiscMail Advisory Group • Wisconsin Open Organization for Help Desk Associates - WOOHA

Non-functional stakeholders

• DoIT Calendar Team • DoIT Email Team • DoIT Help Desk • DoIT Middleware Services Team (MST) • DoIT Security • DoIT Systems Engineering and Operations (SEO) • Office of Campus Information Security (OCIS) • University Legal

Are we missing a significant perspective?

Higher Ed Overview

• Recent survey of 31 research universities

– 11 have moved to the “cloud” for student email, most Google but several MS Live

– 15 are planning to/moving students to the cloud– Most evaluating a move to the cloud or a hosted

solution (e.g. hosted Exchange)

What are your colleagues at other institutions doing?

Current climate

• Mobile• Cloud• Social networks

Your use?

Your users?

What we’ve heard

• More storage• Better integration across calendaring systems– Few people use just one– Few people interact with people who use the same one

• Better integration between components• Better user interfaces• Possibility to retain email services after graduation

What we’ve heard

• Auto-populate calendar with class events• Auto-contact persistence• Auto-save email drafts• Pre-populate groups (class lists, etc.)

What’s important to you?

• Who do you need to work with?• What does a campus service need to work with– Other ECC services?– Other services?

• What works well with current services (WiscMail, WiscCal, WiscChat)?

• What doesn’t work well?• Features you like from other providers?• Things you don’t like from other providers?

Why are you hosting your own?

• Feedback to team• Sandee Seiberlich: seiber@doit.wisc.edu• Steve Devoti: devoti@wisc.edu

• Project information• www.cio.wisc.edu/projects/planning.aspx• Join email list: join-ecc_interest@lists.wisc.edu

• Survey coming