Recommendations for: Wireless Upgrades Email Upgrade Charge for Committee

1. Recommendations for: Wireless UpgradesEmail UpgradeCharge for Committee IT Governance – Emerging Technologies Working Group IT Governance Executive Committee January 31, 2014 Meeting

2. Emerging Technologies Working Group FACULTY & STAFF • Peggy Kelley Dean, CEIS (Co-Chair) • Kevin Morningstar Associate CIO, I&IT Ops (Co-Chair) • ShahnazLotfipour Professor/Educational Multimedia Coordinator, CEIS • Walter Marquez Associate Vice President, FP&M • Ronald E Pike Assistant Professor, CBA • Emily Velasco Communications Specialist, Public Affairs STUDENTS • Jasmine Andino ASI Engineering Senator • Andrea Cendejas ASI Elections Chair • Jordan Gonzalez ASI Business Senator • Raquel Mercado ASI CLASS Senator IT Governance – Emerging Technologies Working Group

3. IT Governance – Emerging Technologies Working Group Recommendation #1 – Upgrade of Wireless Infrastructure to Provide Enhanced Service

4. Upgrade of Wireless Infrastructure Working Group Consensus Emerging Technologies Working Group – Recommendation #1 • Wireless plays an important role in supporting the learning environment • Wireless access to information and online resources is important to all campus constituencies • Expectation and need for wireless coverage now extends to common outdoor meeting areas • All members have personally experienced problems in various locations with current wireless deployment

5. Recommendation from the Working Group – Prioritize Common Gathering Areas Emerging Technologies Working Group – Recommendation #1 Locations Recommended for New Service and/or Enhancement of Existing Service: • Bronco Student Center & University Park • Campus Market Place, Outdoor Patios & Quad • BRIC Pool Area & Bronco Commons • CLA Classroom Tower areas, Picnic Tables, and 4thFloor Landing • Library – all floors • Housing – wireless in common and living areas

6. Feedback on the Recommendation from I&IT Networks Emerging Technologies Working Group – Recommendation #1 • Most of the locations identified meet one of three conditions: • Outdated or under resourced wireless infrastructure • Location is not currently served by wireless service • Wireless access points require optimization and/or upgrade • BRIC Pool Area & Bronco Commons has planned coverage in the existing construction plan • Latency in Library has been addressed in Fall Qtr; Optimization plan requested from vendor

7. Feedback on the Recommendation from I&IT Networks Emerging Technologies Working Group – Recommendation #1 • I&IT Networks has taken the preliminary step of reviewing the list and gathering budgetary numbers • Proposals from the vendor have not been received as of this presentation • Bronco Commons – can be investigated - due to the openness of the area and limited places to install wireless access points the location will be difficult

8. Recommendation #1 – Questions and Dialog on the Recommendation Emerging Technologies Working Group – Recommendation #1 The committee recommends that the following locations be a priority for wireless upgrades or enhancement to existing service using Student Success Fee and other infrastructure funding. Locations recommended and prioritized for consideration are: • Bronco Student Center & University Park • Campus Market Place, Outdoor Patios & Quad • BRIC Pool Area & Bronco Commons • CLA Classroom Tower areas, Picnic Tables, & 4th Floor Landing • Library – all floors • Housing – wireless in common and living areas

9. IT Governance – Emerging Technologies Working Group Recommendation #2 – Replace Email System Due to Functional Deficiencies

10. Email System DeficienciesWorking Group Consensus Emerging Technologies Working Group – Recommendation #2 • Current email used by faculty and staff is too limited in terms of mailbox and attachment size • General preference of students is to forward email and not use Office 365 • Does not provide for online collaboration and effective search tools • Students and Faculty are already using other services that have this functionality

11. Functionality RecommendedWorking Group Consensus Emerging Technologies Working Group – Recommendation #2 • Unlimited mailbox capacity • Means to securely and quickly share large files • Chat and video enabled services • Improved indexing of mailbox contents • Training and resources

12. Recommendation – Replace Email System Due to Functional Deficiencies Emerging Technologies Working Group – Recommendation #2 Deploy a new or upgraded email system that provides more collaborative tools, provides space for secure file storage, and accommodates large mailboxes and attachments.

13. Feedback from I&IT Systems Emerging Technologies Working Group – Recommendation #2 • I&IT concurs that the current email system is no longer meeting updated functional requirements • Replacement needs integration with the campus’ existing identity management system • Easy to read online tools and help pages will be needed to get the message out on functionality

14. Feedback from I&IT Systems Emerging Technologies Working Group – Recommendation #2 • Acknowledging student feedback, I&IT recommends that with the right service plans Office 365 can provide the functionality identified as priorities • I&IT staff would recommend • A2 plan for Students, part-time Faculty and Staff (free) – adds storage, online apps & collaboration • A3 Plan for full time Faculty/Staff ($4.50 user/per month)

15. Functionality Comparison to Recommendations Emerging Technologies Working Group – Recommendation #2 • Large Mailboxes – 50GB per user • Web Conferencing – HD video conferencing, screen sharing, and IM • File Sharing – SkyDrive Pro for each user will have 25 GB of cloud storage accessible from anywhere

16. Functionality Comparison to Recommendations Emerging Technologies Working Group – Recommendation #2 • Collaboration – Ability to setup SharePoint site for teams/classes to work collaboratively • Security Integration – Supports single sign on using campus credentials • Spam & Malware Protection – Campus may choose to change to Microsoft’s filtering tools

17. Functionality Comparison to Recommendations Emerging Technologies Working Group – Recommendation #2 • Online Office Apps – Use of Word, Excel and PowerPoint via web browser • Licensing of Office (A3 plan) – On up to 5 PCs/Macs per user & Free to Students via Office 365 Pro Plus • Unlimited Storage (A3 plan) – Archiving and legal hold capabilities

18. Recommendation #2 – Questions and Dialog on the Recommendation Emerging Technologies Working Group – Recommendation #2 The Committee identified multiple deficiencies and limitations with the current email system and recommends to the CIO that the university seek to deploy a new or upgraded email system that provides more collaborative tools, provides space for secure file storage, and accommodates large mailboxes and attachments.

19. IT Governance – Emerging Technologies Working Group Recommendation #3 – Charge Committee to Investigate Trends and Technologies

20. Charge Committee to Investigate Trends and Technologies Emerging Technologies Working Group – Recommendation #3 Over the course of two meetings in the Fall Quarter, the members of the Emerging Technologies Committee engaged in dialog that identified many positive trends that are already active on campus. Clear theme that emerged is one of collaborative communications that deliver mobility, access, and sharing as core aspects of the university’s technical services

21. Charge Committee to Investigate Trends and Technologies Emerging Technologies Working Group – Recommendation #3 The committee prioritized the following technologies and recommends being charged with further investigation as to their potential future deployment • Files Anywhere • Easy access to files from any device anywhere • Basic campus provided file storage • Protection of files from accidental loss • Online archives • Secure methods for doing personnel actions

22. Charge Committee to Investigate Trends and Technologies Emerging Technologies Working Group – Recommendation #3 • Software Access (via Application Virtualization and Virtual Desktops) • Overcome device limitations due to outdated hardware • Standardized versions • Off campus access to software • Efficient distribution of updated versions • Remove device dependencies • Help to enable hybrid & online classes

23. Charge Committee to Investigate Trends and Technologies Emerging Technologies Working Group – Recommendation #3 • Collaboration Tools - Create places where students can collaborate online with other students and/or faculty) • Video – Face-to-face assistance and collaboration • Hangouts – Online meeting places • File sharing – Open to members outside of the campus community • Collaboration – Online and real-time editing

24. Feedback from I&IT Systems Emerging Technologies Working Group – Recommendation #3 • Several CSU campuses have deployed limited services around software and desktop virtualization • Office 365 A2 and A3 plans may address some of the functionality related to cloud storage and collaboration tools

25. Recommendation #3 – Questions and Dialog on the Recommendation to Investigate Trends and Technologies Emerging Technologies Working Group – Recommendation #3 Charge Committee to Investigate Trends and Technologies for file access, software virtualization, and online collaboration services and report back.