Recommendation for Campus Calendaring & Collaboration

1. Recommendation for Campus Calendaring & Collaboration • Jamie Sonsini • Information Technology Planning Group • Campus Calendaring Work Group • October 2011

2. Work Group Membership

3. Charter • IT Planning Group • Replacement for Oracle Calendar Service • Expanded to Include Email Services • IT Operational Effectiveness Committee • Advise Regarding Campus-Wide Collaboration

4. Process • Work Group Goal Statement • To prepare a set of recommendations which, if implemented, would allow those with administrative duties across campus to perform calendaring and scheduling tasks. • Fundamental Requirements • Support Calendar Delegation (designate) • Cross Calendaring with Microsoft Exchange Calendar Services • Calendaring/Scheduling of Resources • Support Mobile Devices (smart-phones) • Convenient Publishing of Calendaring Information for Others • In Production by August 2012

5. Steps to Our Recommendation- Our Evaluation - • Identify Candidate Products • Google Apps for Education • Microsoft Exchange – Provided Locally • Microsoft Office 365 • Zimbra – Provided Locally • Evaluation Process • Preference for SaaS Solution • Quality of service exceeds that achievable by a local service • Allows for better utilization of campus IT staff • Less expensive than locally provisioned service

6. Steps to Our Recommendation - Input from Others - • Data Recovery/Retention & E’Discovery Features • Requested Input/Comment from “Functional Users” • Office of the Chancellor, the Office of the Executive Vice Chancellor, Institutional Advancement, the Office of the Academic Senate, Intercollegiate Athletics, the Police Department, Business Services, Audit Services, Accounting, Budget & Planning, and the Chicano Studies Institute • UC Irvine, UC Berkeley, UC Santa Cruz…

7. Rationale X – Work Group Preference

8. Product Recommendations • Microsoft Office 365 - Base Level (No Cost) • Microsoft Office 365 - Campus Standard for Calendaring • IT Operational Effectiveness Committee • Consider Microsoft Office 365 at the Plan A3 level • Advanced collaboration features • Analysis of campus expenditures on Microsoft licensing

9. Other Recommendations • Governance Committee • Campus Service & Support Organization • Service Manager • Technical Support Staff • Application Support Staff • Technical Coordination Group

10. And More . . .Recommendations • Migration from Oracle Calendar to Office 365 • Provisioning and Authorization Plan • Cross Calendaring • Proof of Concept Implementation

11. User Options…. • “All In” • Use Office 365 for Email & Calendar • Calendar Only • Office 365 – “Standalone” Calendar • Use Different Email Service • Cross-Calendar • Local Exchange (2010) • Google Apps for Education

12. Basic Service Costs • Service Manager .25 FTE • Technical Support Staff 1.5 FTE • Application Support Staff 2.0 FTE • Staffing: $ 391,000/year • Equipment & Infrastructure: $ 2,500/year • Oracle Calendar Migration: $ 40,000 • EO Plan 1 Office 365 Licenses: $ 0/year • EO Plan 2 Office 365 Licenses: $ 1,000/year • Special Microsoft Support (1st Year) : $ 26,000

13. Collaboration Services Costs • Plan A3 Licenses (6,000): $ 1,008,000/year • EO Plan 2 Plus Collaboration Features • Sharepoint • Conferencing • Office Web Apps • Office Pro Plus (Desktop Apps)

14. Comments Regarding Recommendations • Reservations About Funding for Success • Concerns Regarding Office 365 Reliability

15. Questions?