Office 365 at Caltech

Solution Overview and Deployment Plans

Introductions

Bradley CainExecutive Director, Infrastructure & Operations, IMSS

Silvia CazaresCustomer Relations Analyst & Project Manager, IMSS

Wenyee LoSoftware Licensing & Technical Communications Coordinator, IMSS

Agenda

Project Background (10 minutes) Office 365 Solution Overview (10 minutes) Office 365 Service Demos (25 minutes) Deployment Plan & Schedule (10 minutes) What Does This Mean to Me? (15 minutes) Q&A (20 minutes)

Note: This is an introduction to Office 365 and a deployment overview.Additional information will follow as the project progresses.

Current State

IMSS Standard Email (i.e. “Unix email”, “POP” or “IMAP”) hosts ~10,000 email accounts and runs on older systems

IMSS Exchange hosts ~1,800 email and calendar accounts and runs on more current systems

IMSS Managed Storage provides file services to many campus customers (i.e. shared drives, home directories, etc.)

IMSS offers basic collaboration services (wikis, blogs, etc.) Groups around campus run dozens more local email systems, local

file servers and other local services

Current Challenges

Some campus services are aging and unable to meet growth demands, expectations of high availability or modern features

There are no established solutions for campus-wide collaboration Data stores are logically distinct and organized almost entirely by

customer, not by project or initiative Current services not designed around modern workflows Most campus services are heavily dependent on campus facilities

which represents operating risk

Cloud Services Benefits

Inherent capabilities of cloud computing: proven scalability and high-availability, faster upgrade cycles, modern features, etc.

Provide greater ability for customers to collaborate across campus and between institutions

Web and mobile device optimization allows campus to adopt modern workflows

Allows IMSS (and other campus IT providers who opt in) to avoid the cost of refreshing some campus services

Allows IMSS to focus on Caltech-specific problems and solutions Standard Office 365 services are free to Caltech (Why?)

Vendor Selection Process

A consortium of top tier research universities negotiated common, favorable Higher Education terms with Google & Microsoft

Both vendors made some concessions, but Microsoft made a deeper commitment to data and privacy safeguards: no advertising or data mining, domestic data hosting, regulatory compliance, etc.

Caltech conducted an extensive evaluation process based on our specific needs and determined that Office 365 is currently the better fit for our campus’ requirements

While we are deploying Office 365 now, it’s possible that we will also deploy Google services or other cloud options in the future

Office 365 Service Overview

What is Office 365? Cloud-hosted versions of common Microsoft apps/services

Currently: Exchange 2013, SharePoint 2013, Office Online, OneDrive for Business, and Lync 2013

Designed for web and mobile use, but compatible with traditional desktop applications (newer versions of Office, etc.)

Apps/services regularly updated to latest versions Note: Enterprise/Academic Office 365 services are distinct from

Microsoft’s consumer services Example: OneDrive for Business is different than OneDrive

Exchange

Exchange is a communications and productivity service Manage email (50GB mailboxes included), calendars, contacts & tasks Find availability, schedule meetings and reserve conference rooms Delegate access to your email, calendar, and contacts Outlook Web App offers the Outlook look & feel in modern browsers

Note for current Exchange customers: Exchange 2013’s web interface improves on the current version (i.e. Exchange 2010)

Hybrid model and access.caltech integration enables relatively seamless collaboration between campus Exchange customers and Office 365 Exchange customers during the migration period

Exchange

Compatible with common email/calendar clients: Mac Mail & Calendar (iCal) Outlook 2011 for Mac Outlook 2010 and 2013 for Windows Thunderbird Others

Natively supported by common mobile devices and tablets: iPhone/iPad Android Windows Mobile

SharePoint

SharePoint is a collaboration, information sharing, and document management service

Setup web-based collaboration sites for group document sharing/editing, departmental intranets, project management, etc.

Add web apps to customize sites without coding: document libraries, calendars, discussion boards, task lists, wikis, blogs, etc.

Search across sites with document preview for Office Online documents and site pages

Set group permissions for each site and individual web apps Includes automatic version control for documents, pages, and

common web apps

SharePoint

Compatible with a wide variety of devices: Use Office Online to edit Word, OneNote, PowerPoint and Excel

documents in modern browsers Use modern Mac and Windows versions of Office to edit documents

Office 2011 is recommended for the best Mac experience Office 2013 is recommended for the best Windows experience, though

Office 2010 is also compatible Use Office Mobile to view and edit documents on iPhones, iPads,

Android and Windows Mobile phones Note: document editing capabilities vary by mobile device

Office Online

Office Online is a web-based version of Office 2013 Web versions of Word, Excel, PowerPoint & OneNote are currently

available Create, edit, and share documents using modern browsers across

multiple devices Always have access to the latest version of Office from almost any

computer with a modern browser and most common tablets Documents are automatically saved during editing

OneDrive for Business

OneDrive for Business offers individual cloud file storage Store and organize documents and other files in the cloud Includes 1TB of individual storage space Upload files of up to 2GB Storage integrated with SharePoint personal sites and Office Online Files stored on OneDrive for Business can be synced across multiple

devices and some synced content can be accessed offline Automatic version control allows you to view and restore previous

versions of your documents

OneDrive for Business

Compatible with most devices: Web access available using modern browsers Client available for Windows 7 & Windows 8 Client for Mac coming later in 2014

Clients available for common mobile devices and tablets: iPhone/iPad Android Windows Mobile

Lync

Lync is a communications and collaboration service Note: Lync is not part of our initial Office 365 deployment plan Connect with others using instant messaging (IM), calls, and online

meetings View real-time presence information for others including availability

status, location and photos Make voice and video calls to other Lync or Skype users Create, moderate, and join audio, video, and web meetings Host online presentations with screen-sharing and virtual

whiteboards

Demo Example: New Student Center

Imagine Caltech is planning to build a New Student Center Project planning will require campus groups (DIR, Student

Affairs, Facilities, etc.) and external parties (architects, construction, etc.) to collaborate and communicate efficiently

Scenario A The project team only has current campus services

Scenario B (Demo Example) The project team has Office 365 services

New Student Center – Scenario A

How would the project team communicate & collaborate using current campus services?

Most project info would be emailed back and forth repeatedly Project documents could only be edited individually Project info would be duplicated on isolated file shares and PCs Version control would be manual and challenging Most people would track meetings in their individual calendars Most participants would need to use a traditional computer to do

meaningful work on the project

New Student Center – Scenario B

How would the project team communicate & collaborate using Office 365 services? https://caltech.sharepoint.com/newstudentcenter/ becomes

the home for all project information, and the team could: Use shared wikis, blogs, document libraries, announcements,

tasks, etc. in lieu of traditional file shares and email Simultaneously collaborate on documents Sort and filter documents based on keywords and other metadata Share information more easily with external vendors Achieve greater productivity using mobile devices and tablets

Office 365 Service Demos

Begin Demos

Demo Example: Workflow Differences

Simultaneous collaboration on the same document Version control Search and filter using metadata and keywords Schedule meetings and check availability using the

Exchange scheduling assistant Do meaningful work away from your office and desktop

computer with tablets and smartphones

Demo Example: Summary

SharePoint Highly customizable using different web apps

Office Online View and edit documents in the browser

Exchange Email & Calendar Familiar tools that are compatible across many devices

Deployment Plan & Schedule

Summer 2014 Launch SharePoint, Office Online & OneDrive for Business

Spring 2015 New email accounts start using Office 365 Exchange

Summer 2015 – Fall 2016 Migrate Unix mailboxes to Office 365 Exchange

Fall 2016 to TBD Migrate campus Exchange mailboxes to Office 365 Exchange

TBD Launch Lync

Deployment Plan & Schedule

SharePoint, Office Online & OneDrive for Business Services will be offered starting in Summer 2014 These services require configuration assistance, training and support,

so we will gather customers’ requirements and develop individual implementation plans to meet their needs

We are currently working with several SharePoint pilot customers If you have ideas for using SharePoint in your group or on your project,

please contact IMSS and we’ll meet with you to discuss your needs

Deployment Plan & Schedule

Exchange As part of our service validation process, IMSS will be the first group

to migrate to Office 365 followed by early adopter customers All new Caltech email accounts will be created in Office 365 Exchange

starting in Spring 2015 Current Unix email customers will start migrating to Office 365

Exchange in 2015 with completion expected in late 2016 Current campus Exchange customers will then start migrating to

Office 365 Exchange If you are interested in being an Office 365 Exchange early adopter,

please contact IMSS

What Does This Mean to Me?

How will the email migration impact customers? IMSS is committed to minimizing change and disruptions We are developing an email migration schedule and communications

plan so we can provide advance migration notice to customers We are preparing an Office 365 support team who will provide direct

assistance to customers during their scheduled email migration Most customers, especially those who only use IMSS Standard Email

today, can continue to use their current devices and email clients For customers who want to take advantage of new Office 365 services

and features, we may recommend some updates to your computing environment

What Does This Mean to Me?

What can customers do today to prepare for Office 365? All Campus Customers

Learn more about Office 365 and consider which services may be of interest to you, your group and your campus projects

If you’re interested in taking advantage of new Office 365 services, be open to change (e.g. learning new tools)

If you’re considering a new technology purchase (i.e. new computer, tablet, smartphone, etc.), contact IMSS for advice

What Does This Mean to Me?

What can customers do today to prepare for Office 365? Current IMSS Standard/Unix Email Customers

Expect to hear more information later this year about the mail migration plan and schedule

Take stock of your current computing environment and workflows Current IMSS Exchange Customers

Sit tight: campus Exchange will continue to operate as it does today for the time being

Current IMSS Email Forwarders If you forward your caltech.edu email to another campus server

or an offsite mail provider, your preference will be respected

What Does This Mean to Me?

Potential SharePoint Customers How and with whom do you want to collaborate? How do you want to improve your group/project workflows? Which SharePoint web apps could help you reach your goals? Which current information can/should be migrated, archived,

reorganized? Which current information can/should be shared more openly?

Secured more tightly? Who in your local group can become a SharePoint power user? How can you help drive adoption of new tools and workflows in

your group or on your project?

What Does This Mean to Me?

Understanding Office 365 Roles and Responsibilities Microsoft – Provides highly-available cloud services to Caltech and

“behind the scenes” support to IMSS IMSS – Works with campus customers to setup Office 365 resources,

develops SharePoint information frameworks, defines access rules, provides initial training and ongoing support to campus customers

Campus Customers – Determine local use cases for new Office 365 services, work with IMSS to develop deployment plans, drive local adoption of new Office 365 services, commit to learning new tools and workflows (where necessary)

Takeaways

Office 365 is a comprehensive solution offering with many services Each individual, group and project will use Office 365 differently IMSS Standard Email will begin migrating to Office 365 in Spring

2015 Later this year, we will provide more information about the

migration plan/schedule to current IMSS Standard Email customers SharePoint, Office Online and OneDrive for Business are opt-in

services that launch in Summer 2014; Lync is TBD We are available to meet with your group or project team to

present a tailored version of this information We are available to answer any follow-up questions you have

Office 365 Help & Resources

Visit the Office 365 Information Center http://office365.caltech.edu

Request information or targeted demos for your group or project via https://help.caltech.edu Request type IMSS > Cloud Services > Office 365

Questions?