Cloud Computing, Communications and Collaboration LearnIT @ Lunch January 2012
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 email and for collaboration tools Business drivers and key functionality What s In It For Me and Next steps
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, 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.
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)
Survey Findings Communications & Collaboration Applications and Tools April 14, 2011
Background Objective: To obtain an understanding of how faculty, administrators and staff use email 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, 2011 7
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? Response Percent Yes 94% No 6% Population: 495 How frequently do you use your Fordham.edu email account? Response Percent Constantly 84% Once a day 10% Once a week 1% Monthly 1% Never 3% Vast majority are constant users of @Fordham.edu email account Population: 495 9
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 e-mail 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 email 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? 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 / 495 11
Email Access by Device Which devices do you use to access your Fordham.edu email 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 email access through Mac OS A third (27%) of users need email 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? Response Percent Yes 80% No 20% Population: 495 Do you regularly delete emails 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 email management (i.e. deleting unneeded emails) 13
Tools and Functionality Prioritization of functional needs: High Priority Medium Priority Low Priority N/A Highest priorities: Email, Contacts, Address Book, and Calendaring Lowest priorities: Social Media, Online Chat, and Wikis 14
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
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
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
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 ddillon@fordham.edu
Cloud Email for Staff and Faculty Features: Email- 96% Contacts- 56% Address Books- 50% Calendars- 39% 19
Cloud Email for Staff and Faculty Features that rated high: Access and interoperability Email and Calendars Document sharing and collaboration 20
Email & Cloud Apps: where are we? Cloud Email for Students: Gmail - Oct 2010 Google Apps for Students - Jan 2012 Number of Cloud Applications at Fordham Law School = 11 University = 30 Cloud email decision: Feb 2012 Business partner discussions re cloud apps: i.e. Enrollment Recruitment, CRM, Collaboration Tools 21
Communications & Collaboration Landscape Email 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 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)
Collaboration Tools Collaborative Communication --------- Email 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? Suggestions? Additional feedback via survey monkey Communications: portal, website, town halls Training 25