Email, Calendar, Chat Stakeholder Engagement

1. Email, Calendar, ChatStakeholder Engagement

2. Project Goal Identify, acquire and implement new email, calendar and possibly chat services. • Oracle Calendar is “End-of-Life” as of 8/10 • Opportunity

3. Project Phases and Activities 1 2 3 • Organize • Identify groups • Engage campus • Gather input • Create RFI • Distribute RFI • Review RFI responses • Engage solution providers • Compile • Develop formal requirements • ID evalteam • Create RFP • Create RFP evalframework • Solicit providers • Evaluate RFP responses • Compete proof of concept(s) • Recommend solution • Acquire solution • Create infrastructure implementation plan • Implement infrastructure • Create migration plan • Execute migration plan

4. Scope • Users: Faculty, staff, students and affiliates • Functions: Email, calendar and chat • No preconceptions as we plan….

5. Possible different solutions For different user populations (e.g. students and faculty/staff) By function (email, calendar, chat) By interaction (PC, mobile, etc.)

6. Requirements and assessment frameworkmayinclude…. • Evaluation of web user interface • Compatibility with UIs commonly used by our users (e.g. iCal, Outlook, Thunderbird) • Won’t actually assess the clients • Focus on standards that allow a wide variety of clients to operate effectively

7. Stakeholders Academic Departments , business-administrative focused users Administrative Council Administrative Process Redesign Project Administrative Units Alternative consumers of the calendar information Campus IT Policy Forum Information Technology Committee Instruction Madison Technology Advisory Committee R25 and EMS users

8. More Stakeholders Research Centers Research Executive Advisory Council Resource and Classroom schedulers Areas that run their own Strategic Plan - Enterprise Infrastructure Services Work Team Strategic Plan - Research Services and Support Working Group Student Advising groups Student Groups Student Information Technology Initiative Advisory Committee WiscCal Advisory Group WiscMail Advisory Group Wisconsin Open Organization for Help Desk Associates - WOOHA

9. Non-functional stakeholders DoIT Calendar Team DoIT Email Team DoIT Help Desk DoIT Middleware Services Team (MST) DoIT Security DoIT Systems Engineering and Operations (SEO) Office of Campus Information Security (OCIS) University Legal

10. Are we missing a significant perspective?

11. Higher Ed Overview • Recent survey of 31 research universities • 11 have moved to the “cloud” for student email, most Google but several MS Live • 15 are planning to/moving students to the cloud • Most evaluating a move to the cloud or a hosted solution (e.g. hosted Exchange)

12. What are your colleagues at other institutions doing?

13. Current climate Mobile Cloud Social networks

14. Your use? Your users?

15. What we’ve heard • More storage • Better integration across calendaring systems • Few people use just one • Few people interact with people who use the same one • Better integration between components • Better user interfaces • Possibilityto retain email services after graduation

16. What we’ve heard Auto-populate calendar with class events Auto-contact persistence Auto-save email drafts Pre-populate groups (class lists, etc.)

17. What’s important to you? • Who do you need to work with? • What does a campus service need to work with • Other ECC services? • Other services? • What works well with current services (WiscMail, WiscCal, WiscChat)? • What doesn’t work well? • Features you like from other providers? • Things you don’t like from other providers?

18. Why are you hosting your own?

19. Feedback to team • SandeeSeiberlich: seiber@doit.wisc.edu • Steve Devoti: devoti@wisc.edu • Project information • www.cio.wisc.edu/projects/planning.aspx • Join email list: join-ecc_interest@lists.wisc.edu • Survey coming