Email in the cloud Wnyric workshop

							E-Mail and eForms Services

E-MAIL IN THE CLOUD -
   WNYRIC WORKSHOP
 Agenda:
 Welcome, Introduction – Deb Arlington, WNYRIC
 Live@Edu – district experience
     Mike Murphy, Forestville Central
 Google Apps for Education – district experience
     Susan Gauch, Bemus Point Central
 E-Mail team: Information sharing
 Q &A/Discussion/Wrap-up
Taking a look at: Google Apps
for Education
   Offering includes:      Groups
     Gmail                 Sites
     Google Talk           Video
     Calendar              Docs
Google Apps for Education
offers:
•   99.9% uptime guarantee SLA            • custom password requirements
•   unlimited users                       • junk e-mail filtering
                                          • virus blocking
•   custom email addresses
                                          • shared external contacts
•   attachment size limit – 25 MB         • mobile device support
•   24x7 phone support                    • offline access
•   custom filtering, content policies,   • Voice and video chat
    encryption                            • access from Outlook (2003/2007)
•   IP address whitelisting               • access from IMAP/POP client
•   User-managed blacklists
•   removal of ads
•   logo and colors branding
•   custom URL
•   email user themes
•   both public/personal mailing lists
•   automated provisioning from LDAP
Taking a look at: Live@Edu
 Offering includes:          Skydrive
   Outlook LIVE (e-mail,    Windows LIVE
    calendars)                Messenger
   Windows LIVE             MS Office Web Apps
Live@Edu offers…
 Outlook Live – provides e-mail and calendars for
students/alumni use through graduation/beyond
     built-in protection from viruses, spam, phishing
    attacks
 Windows Live Skydrive – security enhanced, 25GB
free online storage, password protected login, student-
controlled permissions
 Windows Live Messenger – Stay connected via IM,
HD video calls, social network updates (also available
within Hotmail/mobile phones)
 MS Office Web Apps – free online companions to
Word, Excel, PowerPoint, OneNote; available via
Windows Live Skydrive
Taking a look at: LotusLive
 Stable of offerings:    Collaboration: Engage
   eMail: iNotes and      and Connections
    Notes                 Web Conferencing:
                           Events and Meetings

       iNotes “lite”          LotusLive Notes
LotusLive iNotes features:
 Rich webmail experience       Private/shared
    (with drag/drop into       personal calendars
    folders, tabs for multi-   Free/busy lookups when
    tasking)                   scheduling meetings
   Webmail, POP3, IMAP4,       Mail forwarding
    Authenticated SMTP          Administrative tools to
                               manage user
   Mobile support with
                               accounts/settings
    Auto-updates via IMAP
                                Spam and virus
   Secure password            protection
    recovery                    Backed by IBM support,
   Personal address book      24x7 monitoring
    for storing contacts        Note: This is a lo-end cloud e-mail
                                solution (not like iNotes we use
                                today via web).
 LotusLive Notes features:
 E-Mail features:          Instant Messaging features:
   Address type-ahead         IM histories, transcripts
   Auto spell-check           Rich text, custom
   Horizontal/vertical          emoticons
    preview pane               Configurable online status
   View messages by        Calendar features:
    conversation threads       Schedule meetings,

   Flag mail by
                              appointments, reminders
    importance                (including free time)
                               Daily/weekly/monthly
   Set follow-up
                              calendar views
    dates/alarms               Accept/decline meeting
   Recall mail sent in       invites, propose alternate
    error                     times, delegate attendance
District Experiences:

    Mike Murphy, Forestville Central
             Live@Edu
   Moved from Exchange last summer
                  **
   Susan Gauch, Bemus Point Central
      Google Apps for Education
       Three years’ experience
Info Sharing from Team:
 Matrix of cloud offerings/e-mail functionality
 Migration info/considerations
 Mobile device support
 E-mail archival
 Path for existing Notes Apps
 Benefits/considerations - e-mail in cloud
 WNYRIC cloud service support
  BASICS- related to e-mail
                        Google Apps Live@Edu          LotusLive    LotusLive
                                                       iNotes        Notes
 E-mail
 Calendaring
 Calendar Group
 scheduling
 Mobile                                                        *
 Mail storage                7 GB        10 GB **       25 GB       25 GB
 Instant Messaging
 Spam filtering
 Anti-virus
 Account Management
 Current Cost               No fee        No fee         Yes          Yes

* Via IMAP, not supported by all smartphones
** 10 GB for Outlook Live, 25 GB online storage (SkyDrive)
E-mail Comparison…
 Live@edu - full web based
  email/calendaring system almost
  identical to Outlook client (can also use
  client as option)
 Gmail - no columns for sorting, hard to
  get used to; does allow for POP clients
 LotusLive iNotes – web only, no client
  options
 LotusLive Notes – web/client option
Migration:         What we know
today…
 Google Apps – Notes migration tool, also
 IMAP and Google Apps Sync for Outlook
 Live@Edu – quick migration from Exchange
 2007/2010, more complex from Notes
 LotusLive – third party support to migrate
 from Notes or other e-mail systems
 Currently, WNYRIC could assist with
  Google Apps/Live@Edu migrations
Mobile Device support…

 Google Apps - full support for most mobile
  devices
 Live@Edu – full support for most mobile
  devices
 LotusLive iNotes – IMAP, IMAP IDLE and POP3
  supported, can be configured with native
  email client
 LotusLive Notes – Via Notes Traveler
 User Administration…
 User adds/deletes - within cloud admin on all
 solutions, not difficult
 User name change – more complex in Google
 Apps, easier on Live@Edu/LotusLive
 Mail tracking – can’t be done
 Holiday Calendar: Available in Live@edu,
 Gmail, & LotusLive iNotes (variations)
 Restores – can’t be done
E-Mail Archival…
 Current WNYRIC service offering,
  MAILMETER, now supports cloud e-mail!
  (Feb. 2011)
   Google Apps, LotusLive – full support
   Live@Edu – full support with journaling
 Coming: History capture for existing
  MailMeter mail by fall (to move to new
  solution if district moves to cloud)
Other e-mail archival options?

 Postini (offered with Google Apps) – add
  Message Discovery at $11 per user per year
     - can not bring over e-mail history if time
  lapse from Google start-up
 Microsoft – use what is available now within
  Live@Edu for basic mail search
Benefits of cloud based mail:

 Latest version with each login
 Built-in Spam and Virus protection
 Network and Service Monitoring
 Guaranteed Service Levels
 Frees up IT resources to focus on other tasks
 Relieves the burden on schools of
  maintaining hardware/software
 Ability to increase services/functionality on-
  demand
Considerations/possible issues:
 Possible loss of e-mail (Gmail Feb.
    occurrence) –temporary or permanent
   Tracking of mail/restores not available
   Password resets
   No time-out/stays logged in
   Directory synchronization
   Planning/implementation of move
   Miscellaneous technical support
   Changes in cost over time
 Contract/SLA considerations..
 Involve legal advice from start
 Ensure uptime and disaster recovery obligations/non-
  compliance penalties
 Problem resolution – understand escalation procedures
 Confirm ownership rights over all data
 Determine version used, when migration to new versions
  planned/notified
 Agree on terms to end contract (costs and data
  migration policies)
 Cap % increase for costs during contract renewal
For our current Notes
districts…
 Consider what you have and currently use
  OTHER than e-mail and calendaring, such as:
   AUP custom application for tracking staff sign-off
      on AUP policy
     BOE packet/information custom document library
     Welcome Page
     Bulletin Board
     Policy/handbook/other document libraries
     Other custom document libraries district/WNYRIC
      developed
What about Notes apps in use by our
districts today?



                          Notes
                        Document
                         Libraries

                        Solution:
                         WNYRIC
                         hosted,
                           web
                        accessible
                                     USC/CWOC
             eForms
                                       custom
              using
                                        Notes
            ProcessIT
                                     application
Custom Notes Apps: USC/CWOC…
 Option: move to Que Centre– Private Cloud
  application for work orders (USC), Preventive
  Maintenance (CWOC), Inventory, Event
  Scheduling (Rooms & Resources)
 Web-based modules
 Buildings, rooms & floors preloaded
 Enhanced reporting includes history logs, IP
  tracking, escalate by date or severity, and
  filtered search
Our “custom” Notes document
library for BOE Info…
 Could remain as is and be hosted here on a
  Domino Utility Server for web access only,
  OR--
 Consider other options, such as web
  application Board Docs
   Supported on mobile devices, including iPad
   Features include: agendas, policies, events, goals,
    board member pages, user-categorized library
    documents
   Context sensitive search
   Private annotations (sticky notes)
Private Cloud vs Public Cloud
vs Hybrid…what does this mean?
 Applications (eForms, example) could remain
 in a WNYRIC hosted “private” cloud…
 E-mail for students could evolve in the
 “public” cloud (vendor offering)…
 E-mail for staff could remain in district or in a
 WNYRIC hosted “private” cloud…
 “Hybrid” is mix of on premise private/public
 clouds, possibly MS Active Directory or
 WNYRIC Directory services for seamless user
 management
How will WNYRIC support e-mail
in cloud? Considering…

   Planning
   Migration from current system
   Training
   Technical support
   Directory assistance
   E-mail archival
Topics for discussion…
  Move students only to cloud?

  Move district staff to cloud?

  If a hybrid approach, how do users easily
   communicate within district?

  What is learning curve?

  How will support change from what
   WNYRIC offers today?