U-M Collaboration Suite www-sig Meeting July 8, 2010 Cindy Wells Deputy CIO Information Technology and Services

Agenda Overview of finding around collaboration tools in use at U-M Process to select collaboration tools for UM 2

Current Self Reported Collaboration Services 3

at U-M Currently ITS runs two different services – IMAP internally developed service Accounts are provisioned for every user Base funded and free to campus Lack of integrated calendar has pushed adoption of other solutions – ITS Microsoft Exchange Opt-in model - current rates are $108/per user per year Relatively low percentage of campus users are using service Dearborn, Flint, and UMHS all run different services for their respective campuses – Funded centrally and accounts are provisioned for every user Many users are forwarding their UMICH to internet (cloud-based) services 4

at U-M Campus Provided UMICH Accounts Forwarded to Cloud Providers TotalFac/StaffStudentAlumniOtherUnknown Gmail60,0793,2123,23645,0343,5685,029 Yahoo24, ,1623,0363,636 Hotmail19, ,1901,8762,955 AOL10, ,7842,1431,354 Comcast6, ,6711, Total121,4724,2074,41186,84112,27313,740 Due to UMOD accounts that forward to more than one provider the numbers due not represent a 1-to-1 forward ratio. provider. An individuals may have more than one role at the University, such as staff + student, faculty + staff, staff + lecturer, etc. As a result individuals may be counted more than once. Active Accounts Total Accounts ITS Exchange7239 IMAP UMHS Groupwise Dearborn Zimbra Flint Faculty/Staff Exchange1100 Flint Student/Alumni Exchange Total

Calendaring at U-M Calendaring is fragmented and integration between calendaring systems is limited Consistent theme in ITS town hall meetings was the need for a single calendaring system for campus Unit Calendar Solution Recap Unit ITS - MS Exchange Local MS Exchange Meeting Maker Google Calendar GroupWise iCal Zimbra Total Architecture and Urban Planning College of Pharmacy1 1 Dearborn 11 Engineering1 1 2 Fleming Administrative Units1 1 2 Flint 1 1 Institute for Social Research 1 1 Law School1 1 2 Life Sciences Institute1 1 2 LSA1 1 2 Medical School School of Dentistry1 1 2 School of Education1 1 School of Graduate Studies (Rackham)1 1 School of Information1 1 School of Kinesiology1 1 School of Music 1 1 School of Natural Resources1 1 School of Nursing School of Public Health1 1 School of Public Policy1 1 School of Social Works1 1 University Libraries1 1 Total Unit Usage Approximate User Count Approximate User %13%26%1%0%42%0%18%1 6

/Calendaring Outside of U-M and calendaring has become a utility/commodity Many universities have already outsourced student and are now starting to outsource staff and faculty Vendors are aggressively moving to provide in the cloud (Software as a Service - SaaS) and calendaring are being bundled with other collaboration services 7

Findings The current IT collaborative environment at U-M is highly fragmented, inconsistently shared, and poorly coordinated. It is substantially inadequate to meet or support the research, teaching, or learning missions of a major 21 st century institution with the global reach and aspirations of U-M. Collaboration tools are more and more intertwined, aggregated, and integrated so the cumulative effect is that the whole is greater than the sum of the parts. Collaboration IT Environment 8

Reasons to consider campus collaboration suite Reduce costs – Stop running commodity services on campus – Eliminate unnecessary redundant solutions – Redirect IT investment to strategic initiatives Improve service – Increase functionality and efficiency Prevent further fragmentation – Units are already moving to cloud on own 9

Preparing for Change The following steps have been taken or are underway to provide data for this decision – Formation of “Cloud Privacy and Data Security Task Force” – IT Rationalization assessments to identify current services and their associated costs – Executive briefings with Google and Microsoft to understand strategic direction – Technical evaluations/pilots of Google and Microsoft cloud based offerings – Research project in School of Information (Stephanie Teasley and Chuck Severance) to identify campus collaboration needs ( and calendaring are excluded) 10

Collaboration Suite Recommendation Process IT Unit Steering Committee charged with bringing recommendation to IT Council – IT Commons and Unit IT Steering committee have identified and ranked requirements for collaboration suite – Technical review session scheduled with Google and Microsoft – Vendors presentations will be scheduled in fall to gather campus feedback – Develop Investment Proposal and bring back to IT Council in fall 11