1 Recommendation for Campus Calendaring & Collaboration Jamie Sonsini Information Technology Planning Group Campus Calendaring Work Group October 2011

2 Work Group Membership NameOrganization Represented Kip BatesHousing & Residential Services Polly BustillosAdvancement Services Department, Division of Institutional Advancement Ted CabeenLife Sciences Computing Group Lopaka Delp* Instructional Computing/Electronic Communications Group Bill DoeringGevirtz Graduate School of Education Doug DruryAdministrative Services Information Technology Matthew DunhamInstructional Computing and OIST Randall EhrenInstitute for Social, Behavioral and Economic Research & OIST Thomas HowardAdministrative Services Information Technology Richard KipCollege of Engineering Daniel LloydInstructional Development Bruce MillerCommunications Services Alan MosesCollege of Letters and Science Andy SatomiOffice of the Chancellor, Office of the Executive Vice Chancellor, Academic Personnel & Academic Senate Jason SimpsonDonald Bren School of Environmental Science & Management Chris SneathenOffice of Research, Animal Research Center & Center for Black Studies Research Jamie SonsiniInformation Systems & Computing Nathan WalterStudent Affairs James WoodsMarine Science Institute

3 Charter IT Planning Group Replacement for Oracle Calendar Service Expanded to Include Services IT Operational Effectiveness Committee Advise Regarding Campus-Wide Collaboration

4 Process Work Group Goal Statement To prepare a set of recommendations which, if implemented, would allow those with administrative duties across campus to perform calendaring and scheduling tasks. Fundamental Requirements Support Calendar Delegation (designate) Cross Calendaring with Microsoft Exchange Calendar Services Calendaring/Scheduling of Resources Support Mobile Devices (smart-phones) Convenient Publishing of Calendaring Information for Others In Production by August 2012

5 Steps to Our Recommendation - Our Evaluation - Identify Candidate Products Google Apps for Education Microsoft Exchange – Provided Locally Microsoft Office 365 Zimbra – Provided Locally Evaluation Process Preference for SaaS Solution Quality of service exceeds that achievable by a local service Allows for better utilization of campus IT staff Less expensive than locally provisioned service

6 Steps to Our Recommendation - Input from Others - Data Recovery/Retention & E’Discovery Features Requested Input/Comment from “Functional Users” Office of the Chancellor, the Office of the Executive Vice Chancellor, Institutional Advancement, the Office of the Academic Senate, Intercollegiate Athletics, the Police Department, Business Services, Audit Services, Accounting, Budget & Planning, and the Chicano Studies Institute UC Irvine, UC Berkeley, UC Santa Cruz…

7 Rationale Google Apps For Education Microsoft Office 365 Basic & Calendaring FeaturesXX Data RecoveryX Data Retention OptionsX E’Discovery FeaturesX Integration with MS OfficeX Cross-Calendaring with Local Exchange SitesX Collaboration FeaturesX X – Work Group Preference

8 Product Recommendations Microsoft Office Base Level (No Cost) Microsoft Office Campus Standard for Calendaring IT Operational Effectiveness Committee Consider Microsoft Office 365 at the Plan A3 level Advanced collaboration features Analysis of campus expenditures on Microsoft licensing

9 Other Recommendations Governance Committee Campus Service & Support Organization Service Manager Technical Support Staff Application Support Staff Technical Coordination Group

10 And More...Recommendations Migration from Oracle Calendar to Office 365 Provisioning and Authorization Plan Cross Calendaring Proof of Concept Implementation

11 User Options…. “All In” Use Office 365 for & Calendar Calendar Only Office 365 – “Standalone” Calendar Use Different Service Cross-Calendar Local Exchange (2010) Google Apps for Education

12 Basic Service Costs Service Manager.25 FTE Technical Support Staff1.5 FTE Application Support Staff2.0 FTE Staffing:$ 391,000/year Equipment & Infrastructure: $ 2,500/year Oracle Calendar Migration:$ 40,000 EO Plan 1 Office 365 Licenses:$ 0/year EO Plan 2 Office 365 Licenses:$ 1,000/year Special Microsoft Support (1 st Year) :$ 26,000

13 Collaboration Services Costs Plan A3 Licenses (6,000):$ 1,008,000/year EO Plan 2 Plus Collaboration Features Sharepoint Conferencing Office Web Apps Office Pro Plus (Desktop Apps)

14 Comments Regarding Recommendations Reservations About Funding for Success Concerns Regarding Office 365 Reliability

Questions?

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