The University of Mississippi

Transcription

1 The University of Mississippi SCHOOL OF BUSINESS ADMINISTRATION MIGRATION TO GOOGLE APPS FOR EDUCATION AND GOODBYE MICROSOFT!

2 The University of Mississippi SCHOOL OF BUSINESS ADMINISTRATION Del Hawley Senior Assoc. Dean Assoc. Prof. of Finance Brian Reithel Professor of MIS Sam Hammoud IT Manager Adjunct Instructor of MIS Bart Garner Director of IT Instructional Asst. Prof. of MIS

3 Agenda Our Background Why Google Apps? Communication Plans Migration Plans Users Responses Results, Outcomes, Trade-Offs

4 Background - Before Went to MS Exchange in 2000 so LOTS of user inertia wrt using Outlook About $7500/yr cost for MS licenses: servers, Exchange, Office Large investment in server and storage hardware and Barracuda Sam spent substantial time on maintenance of software and hardware

5 Background - After Very little user resistance or angst, and most people welcomed the change. Eliminated most of the MS licensing cost: Google apps are all free Office 365 is free for academic use Eliminated all -related hardware and support cost Storage is free and unlimited SPAM filtering is outstanding (no Barracuda) Sam spends a lot less time on maintenance

6 Why Google Apps? No physical server maintenance Easy Collaboration FERPA Compliant Use on Any Device 99.97% Uptime Free with 24/7 support Unlimited Storage

7 Communication Plan Announcement As soon as your organization decides to Go Google. 1: First Notification About two weeks before the migration. 2: Reminder About one week before the migration. 3: Reminder with Preparation About two days before the migration. 4: Final reminder On the day of the migration 5: Welcome message for migrated users Right after the migration

8 Communication Plan Announcement As soon as your organization decides to Go Google. 1: First Notification About two weeks before the migration. 2: Reminder Caveat: Most users won t read About one week before the migration. ANY 3: Reminder with Preparation About two days before the migration. of those s! 4: Final reminder On the day of the migration 5: Welcome message for migrated users Right after the migration

9 Migration Plan Sign up your domain for Google Apps for Education Decide on your organizational structure Core IT, Early Adopters, Global Go Live Decide on mail flow during migration Dual Delivery vs. Split Delivery Prepare Migration Servers and Tools Google Apps Migration for MS Exchange (GAMME)

10 Data Migration To Google Apps

11 Routing in Dual Delivery Mode Applied to Core IT Group

12 Routing in Split Delivery Mode Applied to Early Adopters If user has Google Apps account, then deliver there if not deliver to legacy mail server.

13 Outcomes and Responses Migrated 140 Users Extensive preparation is key Google supports you in every step 2 Months transition period Expect resistance and complaints Eyes on the prize Goal focused Post migration issues GASMO for Outlook

14 Outlook/GMail Trade-Offs Folders Outlook Deleted stays there forever Clunky search based on indexing One click print Manages signatures well on replies/ forwards Not much customization possible Manages attachments well Labels GMail Trash is Gone (3o days) Archived stays forever Outstanding search using Google 3 click print Stacks signatures on forwards and reply-alls Tons of customization Google and 3 rd party labs, extensions and apps mostly free. Attachments are at the bottom of long messages other issues because its web-based

15 Old School POP3 Google supports POP3 SSL/TSL Uses Port 993 SMTP TSL Port 587

16 More Than Just Google Drive shared files and folders as well as accessible from multiple devices Google Hangouts chat, meetings, and more Google Calendar can create shared calendars, in addition to individual calendars

17 A Multi-Platform Solution Works beautifully with smartphones and tablets using Google s apps Accessible from any browser anywhere Can still use with Outlook, too, for those Outlook Power Users (IMAP) Easy learning curve many folks already have experience with Gmail

18 Lots of Future Options Google Classroom Google Docs Google Sheets Google Slides Google Sites Image credit:

19 Summary We experienced a relatively smooth migration Google provided powerful tools and professional support We have already seen a positive benefit, in terms of IT support staff time being freed up from recurring server management tasks. Legacy system will be kept for one year. We are barely beginning to explore the power of Hangouts, Drive, and other tools There are a number of future options and capabilities in Google Apps for Education that we will explore over the next few months The price can t be beat!

20 Are we glad we did it?