SRJC CLOUD-BASED EMAIL ADOPTION

December 2013

Outlook Office 365

• Email cloud design overview• Why the cloud?• The evaluation process• Office 365 Advantages and Challenges• Features• Q&A

Why the Cloud?

• Inability to meet new demands• Requests for more storage• Needs for refocus on our core business• Learning from our peers• The emergence of effective/efficient

subscription-based technologies• Power generator Vs. PG&E• Whatever happened to your photosmart printer? • Security, Privacy, Compliance Concerns

Evaluation Study (Started Nov. 2012)

• Microsoft Initiated Changes– Free support for implementing the pilot ($40K)– Added support for Cisco Unity (Voicemail)

• Google Initiated Changes– End of support for Google Sync• Which ends Microsoft Exchange ActiveSync (EAS)

protocol for accessing Gmail, Calendar, and Contacts

– Scaled back the Google Apps for Education support

Office 365 Advantages and Challenges

O365 Implementation Advantages

• User familiarity with product• User migration experience– Minimal disruption– Minimal user training required

• Microsoft Technical Support• Leverage Microsoft Campus Agreement– Single licensing entity

• Unified Communication with Cisco Unity

O365 Implementation Challenges

• Some system software upgrades required• Apple/Mac issues– Some calendar management inconsistencies observed– Some synchronization delays observed

• Password management through Outlook Web Application

• Only applicable during migration– Calendar management– DL management– Public Folder management

Current Office 365 Email Users (211 total)

Faculty48%

Classified31%

STNC2%

Managment15%

Foundation1%

guser2%

gresource2%

Faculty Classified STNC Managment Foundation guser gresource

Generic Email Migration ProcessUser Creates request via IT

websiteHardware

ready?

YesNo

Upgrade Hardware

Operating System ready?

YesNo

Upgrade Operating

System

Schedule Upgrade and Implement

Migration includes:• Moving all PST files to the cloud• Configuring display options• Training users

Features

• Security, Privacy, & Compliance Concerns

• The interface: Outlook, Calendar, Contacts/People

• SkyDrive Pro (equivalent of GoogleDocs)

• The sites – social networks

• Lync2013 – Unified Communication Platform

Q&As