It services system update office 365, office 2016, the portal and other stories

Who am i? Been at BGU just over 6 months Barry Clarkson Director of IT and Systems Development 20 Years in IT within an educational setting Firm believer that technology should make life easier

about RESEARCH Created IT Strategic plan for 2016 to 2020 EDUCATION WIDENING PARTICIPATION MANAGEMENT INFORMATION INFRASTRUCTURE CYBERSECURITY IT SUPPORT SERVICE STAFF and SKILLS Created IT Strategic plan for 2016 to 2020

about Positioning IT Services as the driver for technological change How we integrate systems How we develop systems to reach full potential How we enhance our processes, streamline and remove red tape I D E Integrate Develop Enhance

To do this: Some times things need to change we cannot carry on doing what we have always done

CHANGE IS GOOD YES? Let’s compare a change project to a family holiday. So, a family of 4 wishes to travel from England to Florida. With a budget of £6000. Quite simple to achieve.

So what would we need to do? Check passports are valid Book the actual holiday Buy clothes Put pets in kennels Arrange for kids to be away from school…(they are just ill!) Travel to airport Get on plane Arrive Enjoy holiday Come home grumpy…

But if this is translated to the majority of change projects…. 1 kid is left at home The Mum and Dad would actually arrive in Las Vegas 1 kid makes it to Florida and has a wonderful time The pets have been left to wreck the house, and The budget has been blown, virtually tripled to £17000. So, change is not straightforward.

What needs to change?

One major change is the move to OFFICE 365 and OFFICE 2016 Why??? Our current e-mail system is 9 years old Our current Office package is 6 years old Technology, hardware moves on. Support is lacking. OFFICE 365 will host our e-mail OFFICE 2016 will be installed onto all desktops

The process E-Mail will be automatically migrated to Office 365 cloud hosting – in Microsoft data centres Office 2016 will be automatically rolled out to the Virtual Desktop Infrastructure This all needs to happen during August as we cannot install Office 2016 without moving e-mail, and we cannot move e-mail without installing Office 2016… And we need to be ready for the start of the new academic year.

What does it mean to me? Your Office applications will look slightly different.

Although things look different, 80% of things still work in EXACTLY the same way… The other 20% we probably didn’t use anyway…

WORD 2010

WORD 2016

Excel 2010

Excel 2016

training A dedicated Office 2016 portal is setup on SharePoint This holds quick start guides, videos and training courses 30 minute drop in sessions to familiarise 1-1 sessions if necessary A demo Office 2016 desktop will be available for you to try

training

benefits As part of Office 365 staff will be allowed to install the latest Microsoft Office package onto 5 of their own devices. Opens up other ‘apps’ such as Yammer – a closed social networking platform for communication. Puts staff and students onto the same cloud platform to increase opportunity for collaboration / research. Options for ‘Office Mix’ content creation using standard Office tools. Resilience and security – we have Microsoft protecting us. Cloud storage options ‘OneDrive’

Future Will look at groups to trial different technologies – such as Yammer Potential to replace our telephony with Skype for business Move existing SharePoint to the cloud

Take breath…

What else is changing?

soon

What else is changing? Staff Portal

What else is changing? BGU on the app store myBGU

Audio visual Hardy Building Rooms 102,103 and 14

Cybersecurity New firewall with state of the art threat detection To be installed on the 5th August. There will be some disruption to internet access on that day.

systems Integration projects Development projects Enhancement projects KX conferencing CELCAT timetabling Development projects Abyassa One source of truth for information Enhancement projects Removal of paper based processes Using SharePoint effectively

Other New IT procurement policy Covering ALL IT related purchase Detailing supported hardware and software Covering ALL IT related purchase

In a bit

What else is changing? The Web Site…

What else is changing? Network infrastructure upgrades WiFi survey and replacement

Might take a bit longer

Management information Student Record System – change Integrated CRM Integrated curriculum management Trust in our data Reporting Information at your fingertips Push reporting – reports to your inbox

A lot to take in

Just remember… Systems, processes are just like underwear… Change is good.

Thank you for listening

director of it and systems development Barry clarkson director of it and systems development