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Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

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Page 1: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Google Apps – 1 Year Later

Resnet Symposium 2009

10,000 Lakes, Infinite Ideas

Chester AndrewsOBERLIN COLLEGE

28 June 2009

Page 2: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Oberlin CollegeSmall Liberal Arts

College/Conservatory of Music in NE Ohio

2800 students, 900 faculty/staff

4000+ e-mail accounts

CAA/OC/Resnet09 3

Page 3: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

CAA/OC/Resnet09

Today’s PresentationEmail in “The Cloud” provided

by GoogleHow did we get here

Current Forecast: Partly CloudyWhere are we now

Extended Forecast: More CloudyThe Future and Some

Observations 4

Page 4: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

CAA/OC/Resnet09

Google Apps at Oberlin Timeline

October 2007 – March 2008

April 2008 - July 2008

July 2008 - October 2008

November 2008 - January 2008

February 2009 - June 2009

Planning, Internal Testing, Broader Pilot, Approval, Campus Introduction

Documentation, Implementation Plans, Rollout to Incoming Class

Open Migration of Students, Faculty, and Staff, Training, Individual Assistance

Additional Google Apps planning

Google Apps Rollout

6

Page 5: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Existing Environment (2007)

CAA/OC/Resnet09 7

IronMailSpam Filter

Mail Server

Clam AV (anti-virus)

User’s Inbox

User Access via:* Mac Mail* Thunderbird* ObieMail (web)

Page 6: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Existing Environment (2007)

Mail serverSunFire V480 (UltraSPARC III)Solaris 9 OSiPlanet SunONE Messaging

Server

CAA/OC/Resnet09 8

Page 7: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Existing Environment (2007)

E-Mail Quota50 MB Students;100 MB Fac/Staff~10% fac/staff accounts >

standard 100 MB

CAA/OC/Resnet09 9

Page 8: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Existing EnvironmentSpam

Used CipherTrust IronMail product

Approx. 400,000 messages per day

Approx. 90% spam, 5-8% suspected spam sent to quarantine, 2-5% real messages

Required constant updates & tweakingCAA/OC/Resnet09 10

Page 9: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Other Considerations

Blackboard based On-campus portalhttp://oncampus.oberlin.edu

Meetingmaker Calendar

Need/desire for more/better collaboration tools, calendar, shared docs

CAA/OC/Resnet09 11

Page 10: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Decision PointUpgrade existing environment

New server hardware & software – support for e-mail, calendar, IM, LDAP

More disk spaceBackup hardware & software

replacementNeed Sun’s Web Communication

BundleTrainingProfessional services to assist with

upgradeOngoing licensing

CAA/OC/Resnet09 13

OR…

Page 11: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Decision PointOutsource

Looked at Google Apps for Education and Microsoft Live

CAA/OC/Resnet09 14

GOOGLE MICROSOFT LIVE

7 GB quota & rising Large quota

Web, POP, IMAP Web and POP – no IMAP

Integration with Oberlin systems ~70%

Extra onsite infrastructure required for integration

Page 12: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Google PilotFall 2007 – only e-mail at first

Oberlin domain at Google for testing purposes Provided Gmail to CIT/ Client Services

staff and selected othersMaintain 2 concurrent e-mail accounts

Met every other week

Info online on CIT Wiki for participants

CAA/OC/Resnet09 15

Page 13: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Google Pilot: Questions and Issues

Usernames: ObieID(flast)@oberlin.edu or e-mail address ([email protected])?

Change LDAP encryption algorithm to be consistent with Google’s in order to share passwords among systems.

Does Google support handheld devices?

CAA/OC/Resnet09 16

Page 14: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Google Pilot: Questions and Issues

Spam – Will users need to look in a spam folder?

How to provision group accounts?

Account names - Couldn’t use apostrophes in accounts/addresses – manually change 23 addresses

No logs available

CAA/OC/Resnet09 17

Page 15: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Expanded PilotEarly 2008, other IT professionals on

campus - record issues, concerns, and questionsEveryone positiveSome concerns about privacy

CTO, Dir. Networking/Operations/Systems, and E-Mail Sysadmin Visited Google Offices in Michigan Discuss security, reliability, customization,

migration process

CAA/OC/Resnet09 18

Page 16: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Moving ForwardGo-ahead from higher administration

CTO submitted memo to campus describing need, benefits of Gapps for Ed, plan Significant annual cost savingsGreatly increased storage spaceReliable performance; secure;

supportive of web, POP and IMAP clients

Full collaborative suiteCAA/OC/Resnet09 19

Page 17: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Moving ForwardHeld open meetings to get buy-

in

Special meeting for Dean of Students and Dean of Studies Concerns about computer

forensics relevant to judicial process

CAA/OC/Resnet09 20

Page 18: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Legal Agreement

Google Agreement to College’s lawyers for review

Minor modifications

Submitted final mark-up to Google in March 2008

Final agreement in May 2008

CAA/OC/Resnet09 21

Page 19: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Plan of Action1. All Client Services staff to OCMail for

testing & doc Assign specific browsers & e-mail

clients to record results – screen shots, etc.

2. One person in charge of documentation & training

Training for early adopters – continue to refine training materials

Update Wiki continuouslyCAA/OC/Resnet09 22

Page 20: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Plan of Action 3.Develop OCMail branding

4.Migrate ObieMail Address Books

5.Migrate other CIT staff, then other early adopters

6.Develop user notification and education process (web, e-mail, posters, etc.)

CAA/OC/Resnet09 23

Page 21: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Plan of Action 7.Define coordination with other

tools and data – Blackboard, Content Management System, calendar of events, Banner data, logins

8.Add other Google Apps (OCApps) tools at later date (Winter Term – Jan. 2009)

CAA/OC/Resnet09 24

Page 22: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

BrandingLogo to grab people’s attention

– let them know this was something new and exciting - OCMail

Message from staff member: “First, congratulations to everyone after all of the hard work it must have taken to get us to this point! Second, LOVE the logo.”

CAA/OC/Resnet09 25

Page 23: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Customization

Oberlin College look and feel

CAA/OC/Resnet09 26

Page 24: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

CustomizationCustomized Start

Page = OCAppsE-mailweatherGoogle Newsword-of-the-day

Added links to password- changing program and OnCampus

CAA/OC/Resnet09 27

Page 25: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Forecast: Partly Cloudy

CAA/OC/Resnet09 28

OCApps

Page 26: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Migration ProcessStarted sign-up (opt-in) for all 07 July

2008

E-Mail to all - info on website - posters

Training sessions

Complete “how-to” details on Wiki

Online training doc

Migration required before Fall Break, 18 October 2008

CAA/OC/Resnet09 31

Page 27: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Interim environment

CAA/OC/Resnet09 32

IronMailSpam Filter

Mail Server

User’s Inbox

User Access via:* Mac Mail* Thunderbird* OCMail (web)

Google Server

Mail Server

Clam AV (anti-virus)

Page 28: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

CIT WebsiteBasic news and

info

CAA/OC/Resnet09 33

Page 29: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

CIT WikiComplete how-to instructions& FAQs

CAA/OC/Resnet09 34

Page 30: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Sign-Up

27-M

ay

02-Ju

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08-Ju

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14-Ju

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02-Ju

l

08-Ju

l

14-Ju

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20-Ju

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26-Ju

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01-A

ug

07-A

ug

13-A

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25-A

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06-S

ep

12-S

ep

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ep

24-S

ep

30-S

ep

06-O

ct

12-O

ct0

500

1000

1500

2000

2500

3000

3500

4000

4500 OCMail Account Sign-Up

TOTAL OCMAIL ACCOUNTSTOTAL NOT YET ACCESSEDTOTAL ACCESSED

CAA/OC/Resnet09 35

As of 04-23-09:4462 total; 45 not

yet accessed.

Page 31: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

IssuesMail Transfer:

All users needed to login to desktop client to transfer mail

Needed to create new account for OCMail

Moving large quantities of messages could be slow or could timeout

Desktop Clients:Account SettingsUsername ([email protected])

CAA/OC/Resnet09 36

Page 32: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

IssuesPassword Changing

Needed to continue using existing mechanism, NOT OCMail (Google)

LDAP IntegrationDid not enable Contact Sharing

due to FERPA & desire to preclude use for mass mailings/spam

Delays/TimeoutsCAA/OC/Resnet09 37

Page 33: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Other ConsiderationsVacation message On or Off – no way

to set actual dates

No longer able to block replies to Phishing messages

Only one forwarding address allowed

Added disclaimer to Start Page re: add-on “gadgets”

CAA/OC/Resnet09 38

Page 34: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Getting People to Migrate

By 10 October 2008: 487 faculty/staff/org/dept/special accounts + 868 student accounts yet to be migratedSome expired accountsLots of “away” people

Big push at the end Directed e-mailsOne-on-one assistanceIncreased number of training sessions

“I forgot that I had to change over until tonight, and I just submitted the change-over request, but the website says that it had to be in by 11am today, I think. Will I have a problem with my email now?” [17Oct]CAA/OC/Resnet09 39

Page 35: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

After Migration DateContinued moving accounts past

Fall BreakOld mail server accessible to Help

Desk and all Client Services staff until end of Fall semester

Fewer/shorter delays once OC e-mail server removed from service

Improved spam filtering

CAA/OC/Resnet09 40

Page 36: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

New Environment

CAA/OC/Resnet09 41

Password Changing: Using OC

ObieID SelfService Tool

Google Server

User’s Inbox

User Access via:* Mac Mail

* Thunderbird* OCMail (web)

Page 37: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

ResultsOpportunity for users to clean up mail

Opportunity to have users set up password recovery questions

Opportunity for users to have all mail – including what was in local folders

Greatly increased quota (7319.198634GB as of 23 April 2009)

Opportunity for us to clean up accounts

CAA/OC/Resnet09 42

Page 38: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

ResultsGmail already used by many

“Conversations” – some like, some don’t

Must open spam folder to view

Password-changing – user education

Anxiety mainly with set-up and moving of mail

Most people positivePresident’s Office gives thumbs up

CAA/OC/Resnet09 43

Page 39: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Keys to SuccessExceptional back-end Systems

support

Exceptional Client Services staff Help Desk Manager, Help Desk

Coordinator, student staff, Client Support Analysts

Offer of individual, one-on-one assistance

CAA/OC/Resnet09 44

Page 40: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Keys to Success

Notification early and often, via multitude of mechanisms:E-mailWeb – CIT website, OnCampus

announcementsOnline news: “The Source”Student Newspaper, “The Oberlin Review”

Solid documentation: CIT Wiki, paper docs

CAA/OC/Resnet09 45

Page 41: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Extended Forecast: More

CloudyCAA/OC/Resnet09 46

OCApps

Page 42: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

Further Into “The Cloud”

CAA/OC/Resnet09 47

OCApps

OCMailOCCalOCTalk

OCDocsOCSites

Page 43: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

OCAppsPHASE 1 – by mid-October 2008:

OCMail – e-mail

PHASE 2 – Start 20 January 2009 (CIT staff, early adopters)OCCal – online calendarsOCTalk – chat featureOCDocs – doc creation and sharingOCSites – website & Wiki

development

CAA/OC/Resnet09 48

Page 44: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

OCApps

PHASE 3 – starting Spring Break ‘09Move Senior Administration

calendars from Meetingmaker to OCCal – online calendarsSync Blackberry’s and iPhone’s

with Google provided Sync featuresAdd additional offices

CAA/OC/Resnet09 49

Page 45: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

What’s NextAdvertise other Google Apps –

during Fall semester

Conduct training sessions

Continue to develop (e.g., OCCal resources, use of calendars on campus)

CAA/OC/Resnet09 53

Page 46: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

OCApps Policies

CAA/OC/Resnet09 54

Page 47: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

What’s Next• Continue to develop (e.g.,

OCDocs, encourage use of docs for document sharing)

• Continue to develop (e.g., OCSites, incorporate some Sites into main Oberlin web sites)

Explore chat for campus use (e.g., OCTalk)

CAA/OC/Resnet09 55

Page 48: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

CAA/OC/Resnet09

QUESTIONS?

56

OCApps

Page 49: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

CAA/OC/Resnet09

Session Evaluationshttp://www.resnetsymposium.or

g/rspm/evaluation/

Chester Andrews:

[email protected]

http://www.facebook.com/chester.andrews

Twitter: chandrews

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Page 50: Google Apps – 1 Year Later Resnet Symposium 2009 10,000 Lakes, Infinite Ideas Chester Andrews OBERLIN COLLEGE 28 June 2009

CAA/OC/Resnet09

Credits Original Presentation: Cindy Sanders, NERCOMP, January

2009

Modified presentation: Building Stronger Collaborative Relationships Across NITLE Institutions: An IT and Library Staff Collaboration Retreat, Centre College, Danville, KY; April 2009

Clouds:http://www.troyh.us/photos/Nature%20&%20Art/slides/04938%20Partly%20cloudy%20sky.html

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