Cloud Computing, Communications and Collaboration

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Dale Douglas
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1 Cloud Computing, Communications and Collaboration Lunch January 2012

2 Agenda Objective: Share Feedback from Faculty and Staff, and Understand How Communications and Collaboration Impact the Fordham Community Overview Results of 2011 survey and focus groups with University faculty, staff and administrators Current options for cloud and for collaboration tools Business drivers and key functionality What s In It For Me and Next steps

3 Elements of the Information Workplace

Defining the Environment Collaboration: A long and valued tradition Today: collaborative work facilitated by information technology Collaborative tools: email, shared file storage, online calendars,

4 Defining the Environment Collaboration: A long and valued tradition Today: collaborative work facilitated by information technology Collaborative tools: , shared file storage, online calendars, conferencing New tools are also continually emerging, most especially in recent years In light of this, has declared this objective: Fordham University should develop a model for a set of online tools and services to support collaboration both within the University community and with external partners.

5 Collaboration: Definitions The work and activity of a number of persons who individually contribute toward the efficiency of the whole (group) To work jointly or together towards a common outcome Communication: The process by which information is exchanged between individuals Asynchronous (one way) Synchronous (two way)

6 Survey Findings Communications & Collaboration Applications and Tools April 14, 2011

7 Background Objective: To obtain an understanding of how faculty, administrators and staff use and other communication and collaboration tools. continually seeks feedback in order to improve services in this changing environment. Target: All Fordham Faculty, administrators and staff Timeline: March 1-25,

8 Participation (by role) Total Respondents: 495 Role Percent Administrator 59% Faculty Full-Time 30% Faculty Adjunct 11% Significant respondent population Weighted toward administrator/staff These are heaviest users of communication tools for business processes 8

@Fordham.edu Email Usage Do you use your Fordham.edu email to send and receive emails?

9 @Fordham.edu Usage Do you use your Fordham.edu to send and receive s? Response Percent Yes 94% No 6% Population: 495 How frequently do you use your Fordham.edu account? Response Percent Constantly 84% Once a day 10% Once a week 1% Monthly 1% Never 3% Vast majority are constant users account Population: 495 9

10 3 rd -Party Client Access Do you access your Fordham.edu from a [non-lotus] third-party client? Response Percent No 72% Yes 28% Population: 495 What method do you use to access your Fordham through a third-party client? Response Percent Don t know 39% IMAP 32% Forwarding 21% POP 8% Respondent sub-population: 140 / 495 A third (28%) of users are already using a non-lotus Notes client 10

3 rd -Party Client Types (A third [140/495] of respondents are already using a non-lotus email client) Which [non-lotus] 3 rd -party email client do you use?

11 3 rd -Party Client Types (A third [140/495] of respondents are already using a non-lotus client) Which [non-lotus] 3 rd -party client do you use? Response Percent Google Gmail 26% BlackBerry 18% Other 17% Apple clients 14% Microsoft Outlook 12% AOL 6% Yahoo 4% Gmail, Outlook, BlackBerry devices, and Apple devices account for majority (70%) of use Gmail is most common non-lotus solution Thunderbird 2% Eudora 1% Microsoft Hotmail 0% Microsoft Windows Live 0% Respondent sub-population: 140 /

Email Access by Device Which devices do you use to access your Fordham.edu email account?

12 Access by Device Which devices do you use to access your Fordham.edu account? Note: multiple selections allowed per respondent Response Percent PC 86% Mac 31% BlackBerry 27% iphone (Apple device) 13% ipad (Apple device) 10% Android 9% Netbook / Tablet 9% Other 4% Respondents (multiple selections): 495 A third (31%) of users need access through Mac OS A third (27%) of users need access through BlackBerry devices BlackBerry is most frequently-used mobile device platform 12

Common Email Functionality Do you move emails from the inbox to different folders?

13 Common Functionality Do you move s from the inbox to different folders? Response Percent Yes 80% No 20% Population: 495 Do you regularly delete s that you don t need or use? Response Percent Yes 83% No 17% Population: 495 Folder/sub-folder functionality is very important Most users are comfortable with management (i.e. deleting unneeded s) 13

14 Tools and Functionality Prioritization of functional needs: High Priority Medium Priority Low Priority N/A Highest priorities: , Contacts, Address Book, and Calendaring Lowest priorities: Social Media, Online Chat, and Wikis 14

15 Access to Calendar How important is it that the following groups can access your calendar and see your availability? Other Fordham Employees Current Students and Advisees Grad. Students or Student Workers Very Important Important Not Important No Opinion Low need for (or awareness of benefits of) sharing access to calendar View access is requested for all group types Other Fordham Employees is most-requested group for access 15

16 Setting Calendar Meetings How important is it to send/accept calendar appointments from the following groups? Other Fordham Employees External (non-university) Individuals Current Students and Advisees Very Important Important Not Important No Opinion Grad. Students or Student Workers High priority to manage calendar meetings with faculty/staff Low priority to manage calendar meetings with students 16

17 Document Collaboration How important is it to collaboratively create/edit/review online documents with the following groups? Other Fordham Employees Other University Colleagues Grad. Students or Student Workers Very Important Important Not Important No Opinion Current Students and Advisees High priority for document collaboration among faculty, staff, and administrators Low priority for document collaboration with students 17

18 Next Steps: Findings will be taken into consideration in the selection of collaboration applications/tools If you have any questions, please contact Deirdre Dillon at

Cloud Email for Staff and Faculty Features: Email-

19 Cloud for Staff and Faculty Features: - 96% Contacts- 56% Address Books- 50% Calendars- 39% 19

20 Cloud for Staff and Faculty Features that rated high: Access and interoperability and Calendars Document sharing and collaboration 20

21 & Cloud Apps: where are we? Cloud for Students: Gmail - Oct 2010 Google Apps for Students - Jan 2012 Number of Cloud Applications at Fordham Law School = 11 University = 30 Cloud decision: Feb 2012 Business partner discussions re cloud apps: i.e. Enrollment Recruitment, CRM, Collaboration Tools 21

22 Communications & Collaboration Landscape Calendaring Contacts/Address Book Collaboration Tools File sharing, whiteboard, Wiki s, Blogs, etc

Business Drivers Works with what people use today Supports Bring Your Own Device Work with anyone, from anywhere, anytime Cloud Consumerization of IT

23 Business Drivers Works with what people use today Supports Bring Your Own Device Work with anyone, from anywhere, anytime Cloud Consumerization of IT Interoperability The 80/20 Rule Provide a solution for the 80% of the users, that use 20% of the functionality (or only 20% use 80% of the functionality)

24 Collaboration Tools Collaborative Communication Texting Chat Video Contacts Calendar Collaborative Workspace Wiki s Blogs App Share Whiteboard Collaborative edits Shared file space Business Intel Search Decision Support Portfolio s

What s In IT For Me? And Next Steps Discuss: what are your thoughts in moving to cloud email?

25 What s In IT For Me? And Next Steps Discuss: what are your thoughts in moving to cloud ? Suggestions? Additional feedback via survey monkey Communications: portal, website, town halls Training 25

(Office 365) Service Level Expectation

(Office 365) Service Level Expectation Email SLE Service Overview... 2 Service Features... 2 Service Warranty... 3 Support Model... 3 Support Hours and Initial Response Times... 4 Support Request Resolution Targets... 5 Service Request Fulfillment