/Calendaring Evaluation and Recommendation /CALENDARING STEERING GROUP FEBRUARY 2014

Steering Group Composition Kim Maier Julie Matuszak Matt Roberts (Chair) Liz Schaal Joe Sigwarth Tonya Stappert Sally Swindall Joanne Wilson

Steering Group Objectives A review of the current market and the contracts already negotiated and available to the University for and calendaring. Determination of important criteria and requirements based on campus feedback. The development of scoring criteria based on University needs for and calendaring and a fit/gap analysis of and calendaring solutions available. The gathering of campus feedback on final potential solutions through surveys, listening sessions and vendor demonstrations. A recommended solution to the TOPC Committee* by February * Now IT Prioritization Committee

Technical Group Valerie Cowling Dale Johnson Nate Manwiller Josh Savoy

Vendors Considered Google Apps for Education Microsoft Office 365 Zimbra on-premises – Status Quo Zimbra hosted off-site (e.g., Merit.edu) Student providers (Source: EDUCAUSE 2011 Core Data Services Report)

Process 1. Campus survey 2. Campus visits by vendors 3. Criteria matrices 4. Focus groups

Recommendation 1. Zimbra hosted off-site – Our recommendation as the best solution for the campus 2. Microsoft 365 – Our recommendation if cost is an overriding factor

Zimbra Overview Strengths  The campus is familiar with it and satisfied (7) (survey & focus groups)  Merit.edu offers unlimited storage (2)  More control – we own the data (2)  Easier transition Weaknesses  Higher cost (5)  Mobile devices (3)  Company viability (2)  Alumni accounts (2)

Microsoft 365 Overview Strengths  Cost (2)  Mobile devices (2)  Office 365 and Sharepoint  Most UW Schools are using it  Students get 5 free licenses to Office  Alumni accounts  Desktop integration with Windows  Dominant corporate provider (for now) Weaknesses  Limited calendar functionality in the web version (4)  Some data will not transfer/difficult transition (4)  Loss of control/longer to get support (2)  Advanced features only available in outlook client  Upgrade schedules

Other Considerations Training/Education  Zimbra Features  Using off-campus features (e.g., Google Drive)  Records retention Storage (J: Drive, S: Drive, etc.)  Zimbra Briefcase  Microsoft SkyDrive Our current infrastructure will need to be upgraded by Jan 2015 Decision will affect costs and integration with other campus systems (e.g., storage, staff time, etc.)