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Recommendation for Campus Calendaring & Collaboration

Recommendation for Campus Calendaring & Collaboration. Information Technology Planning Group Campus Calendaring Work Group October 2011. Work Group Membership. Charter. IT Planning Group Replacement for Oracle Calendar Service Expanded to Include Email Services

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Recommendation for Campus Calendaring & Collaboration

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  1. Recommendation for Campus Calendaring & Collaboration • 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 • Create Work Group Goal Statement • Determine Fundamental Requirements • Identify Candidate Products • Google Apps for Education • Microsoft Exchange – Provided Locally • Microsoft Office 365 • Zimbra – Provided Locally

  5. Steps to Our Recommendation- Our Evaluation - • Evaluation Process • Evaluation Criteria • Evaluation Groups • Evaluation Group Reports • UCSB “Walk Through” • 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 on Campus - • 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

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

  8. Other Recommendations • Governance Committee • Service Organization • Service Manager • Technical Support Staff • Application Support Staff • Technical Coordination Group

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

  10. 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

  11. 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)

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

  13. Questions?

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