Gmail Pilot for Students: What UC Davis has learned

1. Gmail Pilot for Students:What UC Davis has learned Gaston De Ferrari Project Manager Caren Weintraub Communication Lead July 22, 2008

2. “No one can whistle a symphony. It takes an orchestra to play it.” -H.E. Luccock Project Sponsors Pete Siegel Dave Shelby Principle in Charge Morna Mellor Implementation Team Tom Poage Charles Sievers Joshua Van Horn Blaise Camp Jed Whitten Roger Ashton Key Stakeholders Babette Schmitt Mark Stinson Debbie Lauriano Pilot Advisory Group Lisa Lapin—University Communications Julia Ann Easley—University Communications Janet Gong—Student Affairs Paul Drobney—Student Affairs Ravi Deepak—ASUCD Kareem Salem—ASUCD Anna Pruitt—graduate student Davis Honor Challenge Students Johnny Chau Katherine Leung Sona Lim Jayann Raguini Eric Woo Tiffany Wu

3. Presentation topics • Project background • About Gmail • About the pilot • Communication process • Gmail implementation plan • What we learned • Questions?

4. Project background • Need fast, feature-rich, cost-effective, and scalable email option for students • Current campus Web email has limitations • Explore offering email with other communication services (text & instant messaging, mobile access)

5. About Gmail • Benefits: • Lifetime email with @ucdavis.edu address • Virus and spam filtering with white listing • Same password and username • Keep account after graduation • Collaboration opportunities • Address book with the ability to import contacts from Yahoo! Mail, Outlook, and attachment size up to (unlimited through Google Talk) • Threaded email • Accessible from a mobile phone • Retrieves emails from up to five other email accounts • 6+Gigabytes of storage • Web-based customer support, 24/7 (IT Express will provide support for Gmail) • 40+ additional supported languages • UC Davis administrators’ ability to add, suspend and delete accounts • Access to user data under campus authority without subpoena • Email delivery verification • Elimination of email forwarding after graduation • Alumni Association opportunities • Ideal for team collaboration (space for videos, presentations, attachments, calendars, etc.) • Lifetime email with @ucdavis.edu address • Create multiple calendars • Share calendars with other users • Create a campus calendar • Sync with Outlook and mobile devises via SMS • Migrate events from Apple iCal, and Yahoo!, Outlook, or other calendars that support CSV file format • Chat and Group Chat • Voicemail • IM • Free PC-to-PC voice calls • Transfer files with no file size restriction or bandwidth utilization • Create, share, store and publish online documents, spreadsheets, and presentations on a Web-based application • Upload existing documents • 10.5 GB of storage space to create multiple sites with multiple pages

6. About the pilot • Objectives • Participant demographics • Surveys

7. Pilot: objectives Conduct a six week long pilot Gather feedback Ensure integration works properly in UC Davis live environment Study impact and implications for UC Davis Evaluate service Determine best way to communicate to students

8. Pilot: participant demographics • Total of 300+ randomly selected students • Breakdown of pilot participants • Graduate 25% • Senior 23% • Junior 19% • Sophomore 14% • Freshman 20% • 78 majors were represented

9. Pilot: surveys • Survey #1: February • Preliminary impressions, ease of transition, degree of support • Response rate: 74% • Survey #2: March • Impressions after several weeks, access, etc. • Response rate: 82% • Lots of thoughtful, constructive comments!

10. Pilot: survey

11. Pilot: survey

12. Pilot: survey “Have you had any reason to contact the IT Express help desk for help with your UC Davis Gmail account?”

13. Pilot: survey Please choose the option that best describes your opinion of the UC Davis Gmail service so far.

14. Pilot: survey Based on my experience so far, I would recommend the UC Davis Gmail service to my friends.

15. Communication process “The problem with communication ... is the illusion that it has been accomplished.” –George Bernard Shaw “Don’t knock the weather; nine-tenths of the people couldn't start a conversation if it didn't change once in a while.” –Kin Hubbard

16. Communication process Pilot Promotion of Gmail

17. Communication process: pilot gmail.ucdavis.edu Email updates Email list

18. Communication process: promotion of Gmail Davis Honor Challenge project Background Charge Three modes of communication DHC survey

19. Communication: student newspaper

20. Communication: fliers

21. Communication: facebook

22. Communication: DHC survey Face Question Have you recently heard about the optional Gmail service that UC Davis will implement? Branch Question How? Please select all that apply.

23. Communication: DHC survey results 25.6% 74.4% n = 5046

24. Communication: DHC survey results 46.7 13.4 29.4 30.4 n = 1133

25. Communication: DHC survey results 54.6 49.1 44.2 44.1 34.5 30.3 27.9 21.1 n = 1121

26. Communication: hits to gmail.ucdavis.edu

27. Communication: entrance sources to gmail.ucdavis.edu Date range: 5/1 – 5/12 Direct entrance = 4,924 (page views) Google search engine = 371 email.ucdavis.edu = 369 Date range: 5/13 – 5/21 Direct entrance = 5,037 (page views) Google search engine= 515 facebook = 513 email.ucdavis.edu = 275

28. Communication: recommendations & findings Aggie articles and ads Fliers facebook

29. Gmail implementation plan Contract Project plan

30. What we learned: successes Pilot charter and project plan Pilot advisory group Support services Campus community Surveys Student feedback Mitigation

31. What we learned: challenges Recruitment Service deployment Google Sites Security and privacy Contract

32. Questions? “It must be considered that there is nothing more difficult to carry out nor more doubtful of success nor more dangerous to handle than to initiate a new order of things.” -Machiavelli (1446-1507)

33. Further information: Morna Mellor Director, Data Center and Client Services mwmellor@ucdavis.edu 530-752-5127 Gaston De Ferrari Project Manager gdeferrari@ucdavis.edu 530-754-6277 Caren Weintraub Communication Lead crweintraub@ucdavis.edu 530-754-6530 Project Web site (ongoing updates): http://vpiet.ucdavis.edu/student.email.cfm UC Davis Gmail Web site & faq: http://gmail.ucdavis.edu/