SRJC CLOUDBASED EMAIL ADOPTION December 2013 Outlook Office

SRJC CLOUD-BASED EMAIL ADOPTION December 2013

Outlook Office 365 • • • Email cloud design overview Why the cloud? The evaluation process Office 365 Advantages and Challenges Features Q&A

Why the Cloud? Inability to meet new demands Requests for more storage Needs for refocus on our core business Learning from our peers The emergence of effective/efficient subscriptionbased technologies • Power generator Vs. PG&E • Whatever happened to your photosmart printer? • Security, Privacy, Compliance Concerns • • •

Evaluation Study (Started Nov. 2012) • Microsoft Initiated Changes – Free support for implementing the pilot ($40 K) – Added support for Cisco Unity (Voicemail) • Google Initiated Changes – End of support for Google Sync • Which ends Microsoft Exchange Active. Sync (EAS) protocol for accessing Gmail, Calendar, and Contacts – Scaled back the Google Apps for Education support

Office 365 Advantages and Challenges

O 365 Implementation Advantages • User familiarity with product • User migration experience – Minimal disruption – Minimal user training required • Microsoft Technical Support • Leverage Microsoft Campus Agreement – Single licensing entity • Unified Communication with Cisco Unity

O 365 Implementation Challenges • Some system software upgrades required • Apple/Mac issues – Some calendar management inconsistencies observed – Some synchronization delays observed • Password management through Outlook Web Application • Only applicable during migration – Calendar management – DL management – Public Folder management

Current Office 365 Email Users (211 total) guser 2% gresource 2% Managment 15% STNC 2% Faculty 48% Classified 31% Faculty Classified STNC Managment Foundation guser gresource

Generic Email Migration Process User Creates request via IT website Hardware ready? Yes Migration includes: • Moving all PST files to the cloud • Configuring display options • Training users Operating System ready? Yes Schedule Upgrade and Implement No No Upgrade Hardware Upgrade Operating System

Features • Security, Privacy, & Compliance Concerns • The interface: Outlook, Calendar, Contacts/People • Sky. Drive Pro (equivalent of Google. Docs) • The sites – social networks • Lync 2013 – Unified Communication Platform

Q&As