Have Your Say – Survey Findings Melbourne staff Have Your Say – Survey Findings Melbourne staff

Introduction RMIT staff were invited to complete an online survey about Release 3 Melbourne staff transition from GroupWise to Google Apps. Participation was requested via formal University communications channels, with involvement encouraged via the opportunity to win movie tickets and Google merchandise. The surveys were open to all staff from RMIT Melbourne from Thursday 20 th October All surveys were final as at close of business, Friday 4 th November A good response rate was achieved, with 946 staff completing the survey. This number equates to 11% of total current number staff at RMIT Melbourne. –This response was broken down to 63% Professional staff and 37% Academic staff. RMIT University©2011 Information Technology Services 2

Key findings Release date The preferred release date is February 20 th 2011 (48%) –Staff are not in favour of an early March release, due to the start of the Academic HE Semester –26% of staff have no preference of a date (Majority are Professional Staff) –11% of staff provided “Other” dates- the majority consisted of “ASAP” and “January 2011” Training The majority of staff only require Basic Training (40%) –21% do not believe they require any training at all The most preferred types of training are “Self directed learning using a 'how to' workbook” and “attend a 'How to' session - Classroom based” Staff would also like online video training, FAQs and cheat sheets RMIT University©2011 Information Technology Services 3

Key findings GroupWise Functionality –The top three most used features in GroupWise are Mail, Calendar & Address Book. Whilst, the top three least used features in GroupWise are Mail merge, Documents folder and Chat –These findings will assist the project team to plan activities (e.g. Migration, training and communications) to help staff transition from GroupWise to Google Archiving –54% of staff store their archives on the personal network drive- H Communications –Staff strongly prefer that all communications about the Google release to staff be made via (97%) RMIT University©2011 Information Technology Services 4

Comments Staff spent time to provide comments and ask questions via the survey The following comments were made frequently: RMIT University©2011 Information Technology Services 5 General “Good Luck” “I can’t wait” Communication needs to be clear and frequent. Release date “ASAP” “The sooner the better” Dates are far too close to the start of Semester when staff are busy Training & Support Training needs to happen before we move, not after A range of options would be good, including FAQs, videos and cheat sheets Training targeted at job roles and schools/ portfolios/ teams Helpdesk staff need to be familiar with and able to support the different tools I use Google for my personal mail, so don’t need much training Google features Great- we will have so much more storage space. I hope archiving will be easier Migration of GroupWise data I must have access to my archives Don’t lose all my information I have in GroupWise already

Questions Staff spent time to provide comments and ask questions via the survey The following questions were made frequently: The project team will be publishing responses to common questions via the website FAQs pages RMIT University©2011 Information Technology Services 6 General Why are we going Google? What are the benefits? Will Google be able to view our s and document? How secure is our information? Can Google access and use my personal data? Release date Why are we even thinking of releasing so close to the start of Semester? Can we launch in January? I won't be here for a few months next year (e.g. on leave)- Do staff need to be present when we transition? Is there anyone I can start using Google earlier? Training & support I will be on leave early next year- will I be able to do training when I get back? I work part time/ don’t work certain days of the week- will training times be flexible for me? Google features Will the mailbox size be bigger than GroupWise? Will it work on mobile devices? Will it work better on a Mac? How will archives work? Will we have remote access (e.g. from home)? Will we be getting Google +? Can I use my personal Gmail as well? Migration of GroupWise data Will all my s, calendar and contacts be moved to Google? Will be archives be moved to Google? Will all the data on GroupWise by backed up in case there are any problems?

Have Your Say – Survey Findings Have Your Say – Survey Findings Who completed the survey? RMIT University©2011 Information Technology Services 7

RMIT University©2011 Information Technology Services Who completed the survey? By primary role Findings & Analysis: Survey reached 11% of total staff (946 from a possible 8571)

RMIT University©2011 Information Technology Services Who completed the survey? By employment status Findings & Analysis: Small percentage (2.5%) of casual/ sessional staff participated in survey (only 111 from a possible 4576) Reasons for this may include: Casual staff do not use their RMIT , and subsequently did not receive the about the survey Casual staff were not on campus/ in classes at this time of the year

RMIT University©2011 Information Technology Services Who completed the survey? –By Portfolio Findings & Analysis: Survey reached 11% of total staff (946 from a possible 8571)

Have Your Say – Survey Findings Have Your Say – Survey Findings What is the preferred launch date? RMIT University©2011 Information Technology Services 11

RMIT University©2011 Information Technology Services What is the preferred launch date? As soon as possible or late January 2012 Many comments made against these dates sue to being in the first few weeks of HE semester. Staff with no preference were not Academics, majority from Resources, non student facing staff

Have Your Say – Survey Findings Have Your Say – Survey Findings What training do staff require? RMIT University©2011 Information Technology Services 13

RMIT University©2011 Information Technology Services What training do staff require? What are the required levels of training? Findings & Analysis: 21% don’t believe they need training. Likely this is due to already being a Google user. Large majority only require basic training. Who requires Advanced Training? Professional staff

Information Technology Services What training do staff require? What are the preferred types of training? Findings & Analysis: Self directed training is the most preferred “Other” responses included: Online video tutorials One on one training at my office

Training needs by key user groups Professional staff: –Majority require no training or basic training –However, this group also has the highest need for Advanced Training. –Prefer Self directed learning using a 'how to' workbook and to attend a 'How to' session - Classroom based Academic staff: –Require basic training or intermediate training –Prefer Self directed learning using a 'how to' workbook and to attend a 'How to' session - Classroom based Casuals/ Sessional: –Require no training or basic training –Prefer Self directed learning using a 'how to' workbook and Information Session in a lecture. RMIT University©2011 Information Technology Services 16

Additional training comments Staff spent time to provide additional training comments and ask questions via the survey Key responses included: –Training needs to happen before we move, not after –Training needs to be relevant, customised to by school/ portfolio, and by job roles –Focus on the transition and what the differences are from GroupWise –Need to offer a range of training resources –Training needs to be offered at all campuses- not just City –I use Google for my personal mail, so don’t need much training –Please ensure that we can use Macs for training, rather than PCs –FAQs and cheat sheets would be good –Online tutorials and videos would be good RMIT University©2011 Information Technology Services 17

Have Your Say – Survey Findings GROUPWISE FEATURES AND FUNCTIONS RMIT University©2011 Information Technology Services 18

RMIT University©2011 Information Technology Services What are the most used features in GroupWise? The top three most used features in GroupWise are Mail, Calendar & Address Book. The top three least used features in GroupWise are Mail merge, Documents folder and Chat These findings will help to: Target and prioritise the functional areas for analysis with users Focus on key features in the Road show demonstrations Develop training materials Evaluate the lower used features against what is technically possible to migrate from GroupWise to Google Apps

Common likes and dislikes of GroupWise Likes Busy Search Calendar Retracting s Colour coding s Properties ( s and calendar items) Search Address Book Predicative name “All” and “everything” Dislikes Lack of storage space Archiving Usability & interface Calendar delegation Web mail Mobile device access “All” and “everything” RMIT University©2011 Information Technology Services 20

Archiving Where are you GroupWise archives stored? RMIT University©2011 Information Technology Services 21 Key Findings & analysis: The large majority of staff store archives on the H Drive (54%) A large number of staff do not know where there archives are stored. Meaning, they don’t access them at all.

Comments made regarding archiving A dissatisfaction for GroupWise archives, including: –Problems with archive files being corrupted and lost –Lack of access from home and via proxy accounts –How archives operate on Mac computers Lack of knowledge of where their archives or stored and how to use them Storage space provided in GroupWise is not big enough RMIT University©2011 Information Technology Services 22

Proxy Access RMIT University©2011 Information Technology Services 23 Key Findings & analysis: More staff have proxy access to other accounts, than giving out proxy access to theirs. Likely this is access to generic account/ service accounts shared by teams Of the staff that do give others access- the majority is to 2-5 users Of the staff that have access to proxy accounts, the majority have access to 2-5 accounts, followed by less than 2 accounts

Have Your Say – Survey Findings Have Your Say – Survey Findings How would staff like to receive communication about the project? RMIT University©2011 Information Technology Services 24

RMIT University©2011 Information Technology Services What are the preferred ways to receive communications about the transition to Google Apps? Findings & Analysis: Overwhelming number of staff prefer Many staff commented that they did not know what Yammer was

Do you have any concerns about transitioning to Google Apps for Education? Large majority of staff answered “no” or provided no comment to this question (approx. 80%) Main concern expressed is the security, confidentiality and privacy of data with Google. –Will Google be able to view our s and document? –How secure is our information? –Can Google access and use my personal data? Other key concerns included: –The transition date being released during Semester –Need for clear and timely communication on the transition –Losing current data and archives from GroupWise RMIT University©2011 Information Technology Services 26