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  1. Email-SIG Information Systems & Computing University of Pennsylvania June 27, 2013

  2. BlackBerry Enterprise Server Zimbra and Exchange Service Review Campus Discussions on Email Services Agenda

  3. Firm date for end of service life: August 30, 2013 Outreach options: support providers and/or end users Today, 33 active devices (of 55 accounts) Other ActiveSync alternatives: iOS, Android, Windows Phone, and … Newer BlackBerry handhelds: Z10 and Q10 BES

  4. 13,500 accounts (7.2% growth over last year) • FY13 uptime: 99.941% • 4.6 hours average downtime, but … • 21 hours of very visible instability for Zimbra Web Client • Next steps: • Take advantage of new proxies and multiple mailbox servers • Notify LSPs and move batches of mailboxes in an 8-10pm window • FY14 Rate: $4/user/month Zimbra

  5. 4,860 accounts (16% growth over last year) • FY13 Uptime: 99.978% • 1.5 hours average downtime • Next steps: • Stabilize Exchange Account Management / Services • Decommission BlackBerry Account Management • Investigate and plan for Exchange 2013 • Explore Microsoft Office 365 • FY14 Rate: $9.50/user/month Exchange

  6. Today’s Environment

  7. Spoke with school mail server colleagues about on-premises servers to understand the range of service today Contacted more than 20 school and center IT leaders about email and related services goals Got responses from most, including those representing the largest user communities Gathering Input and Requirements

  8. Many have expressed interest in a cloud-based approach to email and calendars. Google Apps for Eduand Microsoft Office 365 are the two of greatest interest Most campus partners say that running email services is not core to their mission and that it is better sourced as a service Good University-negotiated contracts are key, and should include protections (e.g. BAA,  US Data Centers, data recovery, etc.) as well as strong SLA and good negotiated pricing To the Cloud!

  9. Understood goals: • Same or improved functionality for email, calendar (and more?) • Same or improved security and regulatory protections (HIPAA, FERPA, etc.) • Same or lower total cost of ownership/operation per user • No strong alignment on timeline, other than a few schools wanting to address current calendar challenges by September 2014 Goals and Alignment

  10. Email is already interoperable Calendaring is the most important collaboration element in this effort. Free/Busy sharing is the base level functionality required Other collaboration elements appear to be less of a pressing issue File sharing will continue to be done in a variety of ways around campus, so this effort does not need to provide a single file sharing solution that meets all needs Online directory would continue to be handled in the same way for finding addresses of record Mixed responses on Unified Communications tools such as Voice, video, instant messaging integration. We are including it as a part of service design Calendar as the Killer App

  11. Most students would go to Google Apps for Education Many or most faculty and staff would go to Microsoft Office 365, with Google Apps for Education as an option ISC was asked to provide a proposal and to develop associated pricing. We are currently preparing a proposal for a hybrid cloud and premises-based Exchange 2013 and Office 365 design Some schools may still prefer to implement on their own. In those cases, we would provide very basic guidance on integration, and would offer to do basic “Free/Busy” calendar integration with them A Possible Direction is Emerging

  12. Trying for a service design agreed to by SAS, SEAS, Wharton, PSOM and Nursing, plus ISC, before end of Summer Starting the process of assessing interest on the part of other schools and centers Developing transition plans during the first half of FY2014, and beginning to execute in the last half of FY2014 Goal of a live service a little over a year from now Next Steps

  13. If this continues to be a direction with momentum for Penn, ISC can move forward by combining our Zimbra and Exchange communities under a single upgraded service, Exchange 2013 This change would take place over many months, with a goal of turning up a new service in the summer of 2014 ISC would try to provide some very strong incentives for Zimbra user communities to move to Exchange during the course of FY2014 rather than all at once next summer Likely Implications for ISC Services