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Google Apps – 1 Year Later
Resnet Symposium 2009
10,000 Lakes, Infinite Ideas
Chester AndrewsOBERLIN COLLEGE
28 June 2009
Oberlin CollegeSmall Liberal Arts
College/Conservatory of Music in NE Ohio
2800 students, 900 faculty/staff
4000+ e-mail accounts
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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
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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
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Existing Environment (2007)
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IronMailSpam Filter
Mail Server
Clam AV (anti-virus)
User’s Inbox
User Access via:* Mac Mail* Thunderbird* ObieMail (web)
Existing Environment (2007)
Mail serverSunFire V480 (UltraSPARC III)Solaris 9 OSiPlanet SunONE Messaging
Server
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Existing Environment (2007)
E-Mail Quota50 MB Students;100 MB Fac/Staff~10% fac/staff accounts >
standard 100 MB
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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
Other Considerations
Blackboard based On-campus portalhttp://oncampus.oberlin.edu
Meetingmaker Calendar
Need/desire for more/better collaboration tools, calendar, shared docs
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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
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OR…
Decision PointOutsource
Looked at Google Apps for Education and Microsoft Live
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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
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
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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?
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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
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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
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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
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
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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
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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
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.)
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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)
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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.”
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Customization
Oberlin College look and feel
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CustomizationCustomized Start
Page = OCAppsE-mailweatherGoogle Newsword-of-the-day
Added links to password- changing program and OnCampus
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Forecast: Partly Cloudy
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OCApps
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
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Interim environment
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IronMailSpam Filter
Mail Server
User’s Inbox
User Access via:* Mac Mail* Thunderbird* OCMail (web)
Google Server
Mail Server
Clam AV (anti-virus)
CIT WebsiteBasic news and
info
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CIT WikiComplete how-to instructions& FAQs
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Sign-Up
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02-Ju
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14-Ju
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26-Ju
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07-A
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13-A
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25-A
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06-S
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12-S
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30-S
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06-O
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12-O
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500
1000
1500
2000
2500
3000
3500
4000
4500 OCMail Account Sign-Up
TOTAL OCMAIL ACCOUNTSTOTAL NOT YET ACCESSEDTOTAL ACCESSED
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As of 04-23-09:4462 total; 45 not
yet accessed.
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])
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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
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”
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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
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
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New Environment
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Password Changing: Using OC
ObieID SelfService Tool
Google Server
User’s Inbox
User Access via:* Mac Mail
* Thunderbird* OCMail (web)
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
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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
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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
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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
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Extended Forecast: More
CloudyCAA/OC/Resnet09 46
OCApps
Further Into “The Cloud”
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OCApps
OCMailOCCalOCTalk
OCDocsOCSites
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
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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
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What’s NextAdvertise other Google Apps –
during Fall semester
Conduct training sessions
Continue to develop (e.g., OCCal resources, use of calendars on campus)
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OCApps Policies
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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)
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QUESTIONS?
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OCApps
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Session Evaluationshttp://www.resnetsymposium.or
g/rspm/evaluation/
Chester Andrews:
http://www.facebook.com/chester.andrews
Twitter: chandrews
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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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