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box.iu.edu
From 0 to 100,000: Insights from Box.com Rollout at Indiana and Michigan Laura Pa>erson & Brad Wheeler
box.iu.edu
• IU and UM Overall Experience
• M+ Box Process
• Box@IU Process
• Michigan Use Cases
• Indiana Use Cases
Overview
box.iu.edu
Overall Experience
box.iu.edu
October, 20118 Early Adopter schools, including Indiana and Michigan begin Box pilot
February 29, 2012 1st Box HED Advisory Board Meeting
March 9, 2012M+Box accounts announced to IT staff with 15GB quota
April 6, 2012M+Box accounts announced to Staff/Faculty
March 5, 2012Box/Internet2 contract finalized
Timeline
box.iu.edu
April 12, 2012Box@IU accounts announced to IT staff with 50GB quota
May 16, 2012Box@IU accounts announced to university community
June 15, 2012M+Box quota increased for all accounts to 50GB
Sep. 7, 2012Start marketing to UMich Students: M+Boxers
August 3, 2012M+Box reaches 5,000 accounts
Sep. 28, 2012M+Box reaches 10,000 accounts
August 30, 2012Box@IU reaches 5,000 accounts
August 1, 2012Cloud Storage connector released for Box@IU
box.iu.edu
January 18, 2013M+Box reaches 20,000 accounts
July 5, 2013M+Box reaches 30,000 accounts
August 2, 2013M+Box begins offering 200GB shared accounts
October 7, 2012Box@IU reaches 10,000 accounts
May 24, 2013Box@IU launches Organizational Accounts for schools and departments
April 14, 2013Box@IU reaches 30,000 accounts
February 1, 2013Box@IU reaches 20,000 accounts
box.iu.edu
December 13, 2013M+Box reaches 40,000 accounts
February 21, 2014M+Box begins deprovisioning
August 26, 2013Box@IU reaches 40,000 accounts
October 18, 2013Cloud Storage 2.0 for Box@IU
October 9, 2013Box@IU reaches 50,000 accounts December 19, 2013
Box@IU launches Group Accounts for teams, clubs and classes
January 30, 2014Box@IU reaches 60,000 accounts
box.iu.edu
• Learning Management Systems
• Virtual ApplicaNon Environment
• Labs and managed desktops
• Automated class file delivery
• Scanners and mulNmedia
Box Integration Points
box.iu.edu
• One-‐Nme
• Set-‐up fee
• Policy and process set-‐up
• Systems integraNon • Ongoing
• License fee
• < 1 FTE to manage
• PromoNon and outreach
• DocumentaNon
• Support • UM: 9 break/fix and 15 info calls per week for ~40K accounts • IU averages 30 Nckets (combined) overall per week for ~65K accounts
Costs
box.iu.edu
• Why Box?
• People were coming to campus with their own soluNons (BYOE), including insecure file sharing services
• Saw that we could not provide similar soluNons quicker or cheaper
• It’s a new day • Think of collaboraNon not just storage • Viral nature of collaboraNon • Puts users in the driver’s seat, not IT folks
Lessons
box.iu.edu
• Empower students to take charge of their learning • Do things not previously possible
• Distribute large content w/o paper • Sofware delivery w/o DVDs • All work together on one and only one document
• Deliver protected content securely • Save money by reNring services
• Slashtmp -‐ $5k/year
• Alfresco -‐ $25k/year
Outcomes
box.iu.edu
box.it.umich.edu/info
box.iu.edu
• Ann Arbor campus
• 19 schools and colleges • 43,710 students • 6,768 faculty • 13,715 staff • Total research expenditures exceed
$1.3 billion per year
• Flint and Dearborn campuses
Quick Facts
box.iu.edu
• Internet2 Early Adopter • Started rollout design early 2012, accounts in producNon
April (see adopNon curve)
• Big promoNon (see M+Boxers) in Fall 2012
• Tier 4 I2-‐Box contract: 100K accounts, 200TB storage: using as of 3/24/14
• 44,430 personal accounts, 297 shared accounts • 11,262 external collaborators • 56.3 TB data
Quick Facts
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Promotion
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Adoption
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box.iu.edu
box.iu.edu
Quick Facts
• 8 Campuses (2 Core, 6 Regional) • 115K students, 20K faculty/staff • 2nd Largest Med School in US • $533 million research in 2012
box.iu.edu
• Internet2 Early Adopter • Rolled out service April 2012 • Tier 5 I2-‐Box contract: 150K accounts, 300TB storage: using as of 3/24/14 • 63,679 personal accounts, 122 shared accounts • 7,702 external collaborators • 49.5 TB data
Quick Facts
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Promotion
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Adoption
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Case Studies
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Use Cases
Graduate Career Services at Ford School
Need
• Distribute Resume Books to prospecNve employers
• Large CompilaNons of student submi>ed resumes
Before Box
• Created and mailed physical books
• DistribuNon via email not an opNon because of file size
box.iu.edu
Graduate Career Services at Ford School M+Box SoluNon • Resume Books created as PDFs with hyperlinked index • Open web access makes books available immediately on request
Use Cases
Benefits • Easily distribute large files electronically • Eliminate cost of prinNng and distribuNon 2005 Cost:
$3766 (today that would be $4510) 2013 Cost:$0 • Immediate availability via the web • AnalyNcs on effecNveness of promoNonal acNviNes
box.iu.edu
Need • Record client simulaNons in
class • Upload and store for further
analysis and sharing
Before Box • Used flipcams and commercial
paid video sharing site • All work done by instructor
instructor
Use Cases
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School of Social Work M+Box SoluNon • Students record w/smart phones, upload to M+Box • Files shared with instructor and classmates
Benefits • Reduced expense of video sharing service • Moved work from instructor to students • Files easily shared for analysis
Use Cases
box.iu.edu
Use Cases
LSA and ITS Sofware DistribuNon • Distribute sofware to campus
customers • Rapid fulfillment
box.iu.edu
Use Cases
LSA and ITS Sofware DistribuNon M+Box SoluNon • Store sofware in folders • Permit appropriate customers to download
Benefits • Large quota and file size • Eliminate DVD producNon cost • Instant delivery • Eliminate e-‐Waste • Validate receipt of files
box.iu.edu
Use Cases
UMHS Revenue Cycle • On-‐the-‐job reference materials for MiChart go-‐live • Most current informaNon must be accessible
box.iu.edu
Use Cases
UMHS Revenue Cycle M+Box SoluNon • Store files in M+Box, link from Intranet • New versions immediately available
Benefits • Able to update in place • Electronic vs manual file distribuNon saves
Nme • On-‐demand access to latest informaNon
box.iu.edu
Prison CreaNve Arts Project in LSA • Receives and reviews files from
applicants • Can be large audio or video files • Commi>ee reviews files
Use Cases
box.iu.edu
Prison CreaNve Arts Project in LSA M+Box SoluNon • Files uploaded to M+Box • Commi>ee of people at U-‐M and outside reviews files • Staff can track review process
Use Cases
Benefits • Large files and quota • Receive and share files outside of U-‐M • File access stats enables tracking progress
box.iu.edu
Coursework CollaboraNon in Kinesiology Need • Upload and store large files for
moNon study • Students collaborate on teamwork • Instructor have access to classwork
owned by the student • Both instructors and teammates
comment on files
Use Cases
box.iu.edu
Coursework CollaboraNon in Kinesiology M+Box SoluNon • Students create folder for classwork, shared with instructor • Instructor creates folders for teamwork, assigns students as
collaborators • Instructors and students collaborate and comment on files
Use Cases
Benefits • Large files and quota • Flexible collaboraNon • CommenNng allows discussion of classwork • Access anywhere
box.iu.edu
Case Studies
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box.iu.edu
Kelley School Field ConsulNng
• External collaboraNons
• Waterfall permissions
• Override default noNficaNons
• CommenNng
37
Use Cases
box.iu.edu
Spanish PhoneNcs
• External collaborators • Internal collaborators
• Audio preview
38
Use Cases
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ScreenwriNng Class
• Group collaboraNon space • Single doc ediNng
• CommenNng
• Mobile access
• Ubiquitous access
39
Use Cases
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The Art of Looking: Women and French Cinema
• Preview-‐only permission
• Video preview
• Access audit
40
Use Cases
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41
Use Cases Statewide IT Conference
• Shared presentaNons and videos during-‐preconference planning
• Comment and task assign
• Version tracking
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Proposal Feedback
• Self-‐inviNng link • Hide collaborators
• Restrict to IU accounts
42
Use Cases
box.iu.edu
Swim Lesson Feedback
• Mobile upload
• Video preview
• OrganizaNonal Account
• External collaborators
43
Use Cases
box.iu.edu
From 0 to 100,000: Insights from Box.com Rollout at Indiana and Michigan Laura Pa>erson & Brad Wheeler