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Google Apps Update

Google Apps Update. Global Go-Live Orientation! May 22 and 23, 2014. Agenda Quick Overview What to Expect Google Apps Training and Support Resources Communications Coaches’ Roles Next Steps/Call to Action Q&A. Google Apps Update. Drivers for Google Apps?

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Google Apps Update

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  1. Google Apps Update Global Go-Live Orientation! May 22 and 23, 2014

  2. Agenda • Quick Overview • What to Expect • Google Apps • Training and Support Resources • Communications • Coaches’ Roles • Next Steps/Call to Action • Q&A Google Apps Update

  3. Drivers for Google Apps? • We are ready to replace Meeting Maker! • Advantages of cloud-based email & 99.9% reliability • Easy access to email and calendar from anywhere. • Google’s commitment to continuous innovation. • A suite of collaboration applications (Google Drive, Docs, Slides, Sheets, Groups, Hangouts, • Google+ and more!) Your email and calendar available anytime, anywhere, on any device. Google Apps Update

  4. What:Apps Overview Our initial GoogleApps rollout will focus on the following: Gmail - replaces 14 lab/program mail servers Calendar - replaces Meeting Maker and Room & Resource Scheduler Drive/Docs - “office” applications (Docs, Sheets & Slides) options, dynamic document collaboration (internal and external) and storage Groups - user-created groups with mailing lists and docs will replace mailman and email aliases later this year Followed by an organization-wide release of the following: Hangouts - text chatting and video conferencing for up to 15 interactive participants or webcasts (1:many) Google+ - manage connections to people YouTube - catalog and publish video asset and other apps... Google Apps Update

  5. Google Apps Project Team Quick Background

  6. How: Google Apps Phases Each 3-4 week phase consists of technical preparations, communications, training, and ends at the launch date. • Phase I – Plan and Prepare - refining throughout • Phase II – Core IT (Beta) - 4 weeks, launch April 28 • Phase III – Early Adopters - 3 weeks, launch May 19 • Phase IV – Global Go Live - 3 weeks, launch June 9 Google Apps Update

  7. What Staff Can Expect for Mail: • Migration (copy) of all mail (<25MB), mail and sent folders and “savedfromtrash” from current mail server into Gmail • Switch to Gmail on June 9 and storage of your retired email account for a minimum of at least 3 months • We recommend usingGmail in a browser and mobile apps for a full featured version or you can opt to continue to use Thunderbird, Outlook, Mac Mail, or other IMAP client as a front-end for Gmail* • Message limit of 25MB; large attachments shared via link to Drive • Up to 30GB combined storage (Gmail and Drive) per account, programs may purchase additional storage @ $40 annually per 20GB increment *contact your Technical Point of Contact for support Google Apps Update

  8. Your Calendar: • Opportunity to create an archive copy of your Meeting Maker calendar for your records (different format options) • Switch to Google Calendar on June 9 with access to your historical Meeting Maker data for 6 months • On Global Go-Live June 9 - a Google Calendar populated with Meeting Maker & RRS data including: • Historical meeting data from January 2010 to present • Current and proposed meetings, including attendees, conference rooms, and recurrence • Banner equivalents (called All-Day Events in Calendar) • Private events will remain private • More details next week • Channels for requesting Event and Multi-Media services Google Apps Update

  9. Your Drive: • Docs, Sheets and Slides “office-like” applications • Immediate ability to create, share, & collaborate on docs, spreadsheets, & presentations • Drive supports files up to 10GB each, can share inside and outside UCAR • Documents in native Google Apps formats don’t count toward your 30G storage limit Google Apps Update

  10. What you can expect for training and support:

  11. Training and Support: Webinars: • Introduction to Google Mail, Calendar, Drive • (multiple session dates to choose from) • Collaborating with Google Text Documents • Evaluating with Google Spreadsheets • Application of Google Presentations • Illustrating with Google Drawings • Collecting & Analyzing Data with Google Forms • Graphing with Google Charts • Custom Training for Google Coaches and Help Desk staff Google Apps Update

  12. Training and Support: Future access to customized User Support Site: • Full-length instructional videos • Segmented topic videos • Quick-start guides • Life after…(Outlook, Meeting Maker, Thunderbird, Mac Mail) guides • First Days slide shows and guides • Links to Google help centers • Expert-level resources for deep dives • Tempus Nova YouTube channel Google Apps Update

  13. Communication with Early Adopters: • Communication and change management facilitation from User Reps and Tech Reps • Training information and project updates via GoogleNews@ucar.edu • Promotion of User Support and Google Apps project websites • Opportunities for feedback and input to help Go-Live for all Google Apps Update

  14. Your Google Apps Support Team: Google Apps Update

  15. Your Technical Point of Contact: • Works with Tech Leads to identify solutions to unforeseen or unique needs • Serves as resource to User Representative teammates • Communicates technical questions and answers • Works with Tech Leads during migration of accounts, mail, calendar, and documents • Helps evaluate staff readiness • Supports project debrief • Champions Google Apps Project Google Apps Update

  16. Your Technical Point of Contact Google Apps Update

  17. Your User Representative • Facilitates change management • Communicates about project, scheduling and training • Represents and communicates user requirements and needs • Partner with Google Coach and Tech Point of Contact teammates • Supports user readiness • Champions Google Apps Project Google Apps Update

  18. Your User Representative Google Apps Update

  19. Your Google Coach • First day Facilitator • Guide to the User Support Site • Resource for introduction to the Apps • Your Help You Find the Answer Person • Partner with Help Desk support, Tech Point of Contact and your User Representative teammates List available on the User Support Site next week... Google Apps Update

  20. Next Steps: • Register for and attend Mail, Calendar & Drive Webinars and classes between June 2-13 • Explore and use the User Support Website beginning late next week • Take any advanced topic webinars that interest you • Explore using Chrome • Check in with your Google Coach • Follow the First Day Instructions • Ask questions • Attend the Open Mic Webinars throughout the first week • Be sure to set aside time the first week to get acquainted with Google Apps • Have fun!! Google Apps Update

  21. Thank you! Google Apps Update

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