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College Email Solutions Why ?

College Email Solutions Why ?. Michael Nowlan Information Systems Services University of Dublin Trinity College With thanks to the staff of IS Services, TCD. Why ?. Definitions. Undergraduate Students Postgraduate and Research Students All staff. Millenials & Digital Natives.

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College Email Solutions Why ?

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  1. College Email SolutionsWhy ? Michael Nowlan Information Systems Services University of Dublin Trinity College With thanks to the staff of IS Services, TCD

  2. Why ?

  3. Definitions Undergraduate Students Postgraduate and Research Students All staff

  4. Millenials & Digital Natives Students today have never known a time without computers Universal ownership and usage of mobile communications devices Totally at home with the “new” digital world Soon will be displacing the Digital Immigrants on the job market – totally at home with the always-on internet

  5. Instant Everything Survey! How many people sent or received an IM in the last 24 hours ? How many people sent or received a Text message (SMS) in the last 24 hours ? What is the difference ?

  6. Presence Telephone Tag Instant message with Presence is the future

  7. Email Email is an unsatisfactory communications tool Email is for “old” people Email is on its last legs…

  8. CAO 2007 84% or applications online 16% foreign or “old” people Of the online applicants 97.8% supplied an email address – even though it was not required

  9. Email for Students Why do we go to the expense of providing an email service for students ? If 98% of our incoming students already have an email address and service. In November 2007 – I cannot think of a single reason for 3rd level Colleges to provide email for their students!

  10. Marketplace in November2007 for Email storage DIT: 40MB Ireland.Com: 100MB – you pay for it UCD: 500MB Google: 2GB – now 4.5GB Microsoft: 5GB Yahoo: Infinite

  11. Costs - Gartner College home grown: $4/user/month Microsoft old offering: $3/user/year Exchange service: $10/user/month External service: $1.5/user/month “Free”: $1/user/month

  12. TCD Undergraduate Costs Internal €43K / year Exchange €109K / year Hosted €16K / year “Free” €11K / year

  13. Why Replace TCD’s email system? Hardware at end of life Software very labour intensive Limited future

  14. TCD Email Review Define requirements Look at market Segment service components Select Products

  15. Segmentation of services Undergraduate, Postgraduate, Staff Mobile and Fixed users Email Management, SPAM/Virus Select best point solutions at the time

  16. SPAM/Virus Filtering In-house too costly Lack of responsiveness Use a service which is dedicated to this function

  17. Exchange Hosted Services Easy implementation, no requirements for Exchange Few problems Massive payback Eliminate SPAM/Virus overheads Only processing 20% of email … no need to replace email systems!

  18. Enhanced Student Service Familiar interface Storage Seamless access at home and abroad Retain address format: @tcd.ie Retain email address after graduation

  19. Hosted Solutions Considered Google - Gmail Microsoft - Live Environment

  20. Google Apps for Education 2 GB storage – now 4.5GB Applications: Gmail, Google Talk, Google Calendar, Google Docs, Page Creator and Start Page No ads for registered students Price: no charge by Google

  21. Microsoft Live @ EDU 5 GB storage Applications: Hotmail, Calendar, Address Book, MSN, SkyDrive No ads for registered students Price: no charge by Microsoft

  22. TCD Selected Gmail Conceptual issue of hosted service Fears of loss of control Privacy concerns, data hosted off-island Don't be evil ?

  23. Implementation so far Most students have moved voluntarily and with problems – largely password related Privacy concerns Accessibility issues Yet to face legal issues over logs and tracing nefarious activities Uncontrolled interface changes

  24. Some Numbers on 1st November 2007 Students would have been using a maximum of 750GB in TCD 22,297 TCD Gmail accounts Using 309GB, up from 164GB on 1st October, 1 person using > 1GB Gmail quota 45,641 GB which does not reflect the increase from 2GB to 4.5GB

  25. The Future for Students Integrated Calendars Online shared documents, collaborative editing, spreadsheets Online storage for files Integrated access in a mobile environment Access facilitated through an Identity Management system/service

  26. Staff Email In November 2007 – I can think of many reasons for 3rd level Colleges to provide email for their staff and research students. Intellectual Property (IP) Privacy Control

  27. TCD Staff Email Exchange Service Outlook on the desktop OWA for mobile users 2 GB resilient storage Enhanced service rolling out in late 2007

  28. Lessons Learned Think Latterly May be more than one solution Beware of dogma Beware of the capabilities of the Digital Natives – they may not live up to the expectations – limited narrow expertise

  29. Illustrations by Ken Cooganwww.kencoogancaricatures.blogspot.com

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