1. Next Generation Email & Communication Applications for Faculty and Staff October 2009

2. Next Generation Email Project Description The campus is heavily invested in a range of email services: centrally-managed Cyrus email service, the (recharge supported) Xeda Exchange service, and a variety of departmentally-based services. This project will investigate the feasibility and potential cost savings available from eliminating the Cyrus email service and extending the existing Gmail used by students to include faculty and staff. In partnership with the Administrative Process Redesign project, it will also explore alternatives to the centrally-managed Xeda Exchange service for heavy administrative users.

3. Next Generation Email Objectives Provide a richer set of messaging and collaboration tools for everyone; Realize cost savings and cost avoidance; Improve coordination between communication tools used by faculty and students (calendars, cell phones, IM, etc.); Improve coordination of communication tools among all staff (calendars, common email, chat, file sharing, etc.); and Eliminate duplication of email services.

4. Next Generation Email Phased Approach Phase One - pilot with subset of faculty and staff, including analysis of impacts; widely communicate results; if successful move on to Phase Two Establish workgroup to consult with the campus Ethics and Compliance Risk Committee, Campus Counsel, Office of General Counsel, privacy officers for the Sacramento and Davis campuses, etc. regarding security, privacy, litigation discovery and other policy issues

5. Next Generation Email Phased Approach Phase Two - Full expansion of the service to include faculty and staff on Cyrus. Ensure cyber safety and contract adherence; Develop the migration strategy of existing mailboxes; Develop technical/functional/feature assessment to address faculty and staff who are now accommodated with departmental email systems and the centrally-managed Xeda system to advise longer-term Administrative Process Review Initiative (APRI), led by Stan Nosek; and Eventually discontinue Cyrus central email service and possibly email routing.

6. Next Generation Email Next Steps and Timeline Finalize the analysis of projected cost savings and possible additional benefits; In partnership with the APRI, initiate review of Exchange services and alternatives; Consult with the Academic Senate regarding expansion of the service to include faculty; Discuss proposal and request formal endorsement from the Academic Senate (CIT), CCFIT, ADMAN, Technology Infrastructure Forum, Deans’ Technology Council, etc.;

7. Next Generation Email Next Steps and Timeline Develop recommendations for campus senior administration, including the Chancellor’s Cabinet, and the Council of Deans and Vice Chancellors; If approved and consensus is to move forward, VPIET Office consults with Office of General Counsel and others to finalized Google Inc. contract issues and implications; Establish a timeline for any approved transitions, which would best take place before fall quarter, 2010; and Establish governance structure including project sponsors, principle in charge, steering committee members, stake holders, etc.