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					                                              Microsoft Online Services
                                              Customer Solution Case Study




                                              University Offers Students, Alumni New
                                              Choice in Hosted Email and Collaboration


                                              “Live@edu initiated a collaborative relationship with
Customer: University of Washington            Microsoft. Their willingness to work with us to deliver
Website: www.uw.edu
Customer Size: 40,000 employees
                                              more cloud-based services for students and staff is of
Country or Region: United States              great value to the university.”
Industry: Higher education—Universities
Partner: Planet Technologies                   Scott Mah, Associate Vice President for Technology Services, UW Information Technology


Customer Profile                              The University of Washington wanted to provide students and
The University of Washington serves
more than 50,000 students on three            alumni with optional, self-serve access to an alternative email
campuses in Washington state—in               service other than its own and to other web-based email
Seattle, Bothell, and Tacoma.
                                              offerings. It chose Microsoft Live@edu hosted collaboration
Software and Services                         services and deployed a web application that automates account
 Services
  − Microsoft Live@edu                        provisioning. Today, the university is offering a new email service
 Technologies
                                              that meets the expectations of its technically savvy students and
  − Windows PowerShell
                                              alumni.

                                              Business Needs                               because the old system was full and we
                                              The University of Washington (UW)            didn’t have room to add this class to the
                                              provides quality information-technology      system,” says Scott Mah, Associate Vice
                                              services to support innovative learning      President for Technology Services, UW
                                              environments. However, the university’s      Information Technology. “We wanted to
                                              email services had not kept pace with the    reduce IT support and improve features for
                                              expectations of its students and alumni.     our alumni, such as an increased mailbox
                                              The student email service offered only 300   size, but we had to act quickly to find
                                              megabytes of online storage and provided     another solution for June 2009.”
                                              no collaborative capabilities. The aging
                                              alumnus email service had reached the        The university didn’t want to continue
                                              upper limits of its capacity and no longer   paying for an in-house solution, so it
                                              warranted its administration costs.          looked at hosted options. “We also were
                                                                                           against subjecting our alumni to online
For more information about other
                                              “The graduating class of 2009 provided the   advertisements,” says Mah. “And we
Microsoft customer successes, please visit:
                                              impetus to look for a new email service      wanted them to keep their old UW email
www.microsoft.com/casestudies
addresses in a university-branded interface.                    alumni. “The momentum for hosted email           option for self-serve access to Live@edu
Most importantly, we wanted to automate                         services picked up as the economic reality       email and collaboration services, without
provisioning of the accounts and deliver a                      of budget cuts set in,” says Mah.                ever having to provision accounts for
self-serve approach for alumni to sign up                                                                        them. “Live@edu gives us one more
for the email service whenever they wanted                      To replicate the self-serve aspect of the        reason to get out of the email business
to.”                                                            solution, the University of Washington           altogether,” says Butler. “Now that we’re
                                                                redesigned the application created by            letting Microsoft provide commodity
Solution                                                        Planet Technologies to integrate it with the     communication services, we can focus on
The University of Washington deployed                           university’s NetID authentication system.        IT projects that enrich our programs on
Microsoft Live@edu, a Microsoft-hosted                          Beginning in September 2009, students            campus.”
communication and collaboration solution                        and alumni could use their UW network ID
for educational institutions that delivers                      to access the MyUW portal, where they            Improving Collaboration on Campus
web-based email accounts using Microsoft                        could sign up for Live@edu.                      At the same time, the university recognizes
Outlook Live to students or alumni. The                                                                          that students have high expectations for
accounts are available for life. Other                          “We want the best for the students. That’s       digital communications that build
Live@edu services include Windows Live                          why we added Live@edu as a feature-rich,         connections with faculty and peers that
SkyDrive storage technology and Microsoft                       collaborative suite of online tools to           may last a lifetime. “Students are migrating
Office Live Workspace for online storage,                       choose from, alongside our own email             from our email service to the collaboration
access, and sharing of documents.                               service and other web-based email                capabilities in Live@edu,” says Mah. “They
                                                                providers,” says Colleen Butler, Technical       are getting 10-gigabyte inboxes instead of
The solution still lacked the automated                         Project Manager, Program Management              the 300 kilobytes of storage that we offer,
user-account provisioning required by the                       Office, UW Information Technology.               plus an additional 25 gigabytes with
university’s IT staff. Mah contacted                                                                             Windows Live SkyDrive. That’s a lot of
Microsoft Gold Certified Partner Planet                         Benefits                                         online space to share documents and
Technologies. The firm built a web                              With Live@edu, the University of                 collaborate. Our next step is to offer
application with a portal where alumni can                      Washington provided the graduating class         similar services to faculty and staff.”
activate their Live@edu accounts using the                      of 2009 with an email service for life, while
passwords they had as students to access                        reducing administrative overhead. This           Building a Strategic Relationship
the student portal, called MyUW.                                move enabled the university to retire its        Today, the university is actively exploring
                                                                alumnus email service and reallocate IT          additional Microsoft-hosted collaboration
Planet Technologies used the Windows                            resources to more strategic projects. Now        technologies for faculty and staff that
PowerShell command-line interface, a                            all students and alumni have self-serve          would provide similar features and
feature of the Windows Server operating                         access to rich communications capabilities,      functionality as Live@edu, with enhanced
system, to build the functionality of the                       similar to those they might encounter in         data-protection capabilities.
application to check alumni’s passwords                         the workplace. More importantly, the
against a database and create Live@edu                          University of Washington has solidified a        “Live@edu initiated a collaborative
accounts for eligible alumni. “All we had to                    partnership with Microsoft that facilitates a    relationship with Microsoft. Their
do,” says Mah, “was provide a database of                       move toward low-cost “cloud                      willingness to work with us to deliver more
eligible alumni from the class of 2009, and                     computing”—the hosting and                       cloud-based services for students and staff
we were ready for the June 2009                                 management of web applications on the            is of great value to the university,” says
graduation.”                                                    Internet through data centers.                   Mah. “We see it as a foundation for the
                                                                                                                 future, helping us to build a true campus
During the summer of 2009, the University                       Reallocating IT Resources                        community.”
of Washington made new plans to offer                           Today, the University of Washington is
Live@edu to its students and the rest of its                    offering its students and alumni a new




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Document published June 2010

				
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Description: The University of Washington wanted to provide students and alumni with optional, self-serve access to an alternative email service other than its own and to other web-based email offerings. It chose Microsoft Live@edu hosted collaboration services and deployed a web application that automates account provisioning. Today, the university is offering a new email service that meets the expectations of its technically savvy students and alumni.