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Re: Question for Google Apps for Edu email users

daemon@ATHENA.MIT.EDU (Brian Gibson)
Fri Nov 11 11:42:04 2011

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Date:         Fri, 11 Nov 2011 11:40:09 -0500
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From: Brian Gibson <gibson_brian@wheatoncollege.edu>
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In-Reply-To:  <CACGRg4dF7oBKjePGivU2VELA98-Vwz3MKtBNHj=8+3J5S97x0A@mail.gmail.com>

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wow, thank you /everyone/ for putting so much time and effort into 
providing all this information for us :-)



On 11/10/2011 4:56 PM, Rachel Boutilier wrote:
> Hi Brian,
>
> Macalester moved from Oracle Collaboration Suite to Google Apps in 
> 2008.  This was before I started working here, but my colleague David 
> Sisk sent the following response to another Google Apps thread; I hope 
> you find it helpful.
>
> Rachel
>
> Rachel Boutilier '06
> Client Services Consultant
> Macalester College ITS
> (651)696-6507
> rboutili@macalester.edu <mailto:rboutili@macalester.edu>
>
>
>     Macalester adopted Google Apps for all stakeholders - students,
>     faculty and staff - in March 2008.  Long story short, we had spent
>     a year choosing a replacement for our then-current e-mail system,
>     and Google was the clear winner.  We received Senior Staff
>     blessing in February, and had planned a methodical eight-month
>     rollout when an electrical problem flatlined our old e-mail on
>     March 2.  Our eight-month rollout became a three-week one, at the
>     end of which we were all on Google Apps.  Best crisis we ever had.
>
>     Our migration was atypical, in two senses.  First, our old e-mail
>     system was so bad that we really had no choice but to go to
>     /something/, anything, better.  Our nadir came in a student
>     newspaper editorial that noted "I don't need to date other
>     students: our e-mail goes down on me every night."  Crude, but
>     unfortunately not an exaggeration.  (It was Oracle Collaboration
>     Suite with Mozilla Thunderbird as a desktop client, in case you're
>     wondering.)  Second, once the evaluation and selection process was
>     over, the crisis that killed OCS meant that we had to put Google
>     in place immediately, much faster than we would have preferred.
>
>     That said, I am glad we moved all stakeholders at one time.  I
>     really do not understand why some institutions find Google
>     workable for their students, but not for their faculty and staff
>     members.  (I imagine it's because they have something that works
>     OK, and that their employees have concerns about data privacy in
>     the cloud.)  We do not now, and never have, provided e-mail to
>     alumni.
>
>     Because of our crisis, the answer to your question #1 is Always
>     Standardized.  We gave our users an initial opt-in migration
>     period of two weeks, in which they could volunteer to have their
>     old mail migrated to Google Apps.  We then advertised a deadline
>     at which all accounts that had not migrated voluntarily would be
>     migrated, whether or not people wanted them moved.  We found that
>     close to 75% of our community volunteered to migrate within the
>     first week we made the option available, and only about 10% did
>     not volunteer at all - thus had to be manually migrated at the
>     "drop dead" date.
>
>     #2: We initially enabled all Google Mail and Calendar options. 
>     Analytics came a year later, 2009.  Skins are neither here nor
>     there, for us.  We recognized that we could not "control" when
>     Google introduced new services, so we decided to swim with the
>     current instead of against it.  We told our users that some
>     changes would come with advance notice, some without, and that
>     this was simply the way things were with the new package.  I
>     should add that before Google, our shared calendar offering for
>     employees was not good, and there was none at all for students. 
>     Google Calendar made friends fast in all these populations.
>
>     #3: We never used Microsoft Exchange, so I cannot speak to this
>     question.
>
>     #4: Yes, we used saml from the beginning, and we have been very
>     happy with it.  Saml login permits us to put a customized
>     Macalester face on logging into Google, including some useful help
>     resources and our password change tools.
>
>     In our discussions about migrating to Google Apps, the same few
>     questions seem to come up again and again when other schools ask
>     how we did it.  The most crucial one is about privacy.  There was
>     some initial concern among faculty, and particularly our Senior
>     Staff, about privacy of data in the cloud.  I must say what saved
>     us here was our President.  While not a "techie," he made it clear
>     to his cabinet that there is no expectation of privacy or
>     confidentiality in e-mail, so discussing whether one system is
>     less private or confidential than another is pointless.  He also
>     made it clear that having an e-mail system that worked was not a
>     debatable issue.  Having this kind of leadership at the top
>     removes a lot of obstacles, let me tell you!
>
>     We did not face much campus resistance based on faculty concerns
>     over where the data would be stored, that is, in what countries. 
>     We did hear concerns from our faculty about ownership of data. 
>     Although it costs us nothing, we signed a four-year contract with
>     Google, and they negotiated some aspects of that contract with us
>     in response to our concerns.  One point that is crystal-clear, and
>     that reassured most of our stakeholders, is the contract reading
>     essentially "Macalester's data belongs to Macalester College, not
>     to Google."
>
>     I should add that by the time we migrated, in March 2008, at least
>     70% of our students had already set up GMail accounts.  Many were
>     already forwarding all their Macalester e-mail to these accounts. 
>     Faculty can resist pressure from nearly everyone, but not from
>     their students.  When our students made clear that migrating to
>     Google was a question of "why did you wait so long" rather than
>     "why did you do this," a lot of potential faculty opposition
>     simply did not materialize.
>
>     Not to belabor the point, but our migration was a unique
>     situation.  If our e-mail system at the time had been stable, even
>     if feature-poor, the decision to migrate would have been much
>     harder.  Still, after the migration we find that everyone on our
>     campus seems to be happy with it.  The fact that we no longer
>     spend most of our time and effort fixing e-mail, or apologizing
>     for trying to fix e-mail, means we can concentrate our attention
>     on other projects that directly benefit our community.  Migrating
>     to Google really has marked a turn-around for our IT shop.  It may
>     not be the right path for all institutions, but it was
>     unquestionably the right path for us.
>
>     Those who may be interested in our evaluation and selection
>     process can check it out here:
>
>     http://www.macalester.edu/its/googleapps/background.html
>
>
>
>
> On Thu, Nov 10, 2011 at 1:24 PM, Shannon Peevey <speeves@stolaf.edu 
> <mailto:speeves@stolaf.edu>> wrote:
>
>     Sorry, Tony! Didn't mean to dis you on my email...
>
>
>     On Thu, Nov 10, 2011 at 1:10 PM, Tony Skalski <ajs@stolaf.edu
>     <mailto:ajs@stolaf.edu>> wrote:
>
>         To follow up on what Bud said, I would recommend you avoid any
>         attempt
>         to try to use Outlook. We have looked at the Outlook
>         connectors from a
>         few products and they all seemed to have mild to severe
>         issues, and
>         couldn't be trusted, especially with C-class employees. We had
>         a small
>         contingent of Outlook users, and they came around and liked
>         the Google
>         interface.
>
>         And, as the guy who did much of the meeting maker to google
>         migration
>         here at St. Olaf, it wasn't painful, it was just a lot of
>         export-import tedium, as we migrated groups of users instead of
>         everyone at once, and we had to upgrade our version of meeting
>         maker
>         each time so that we could access a new export feature that
>         allowed us
>         to import to Google.
>
>         There are so many additional services that Google brings to
>         the table,
>         beyond email and calendaring, that it was an easy choice for
>         us (we
>         did take a good look at Zimbra, and a few others).
>
>         ajs
>
>         On Thu, Nov 10, 2011 at 12:54 PM, Shannon Peevey
>         <speeves@stolaf.edu <mailto:speeves@stolaf.edu>> wrote:
>         >>
>         >> Zimbra (we use VMware now)
>         >
>         > carleton.edu <http://carleton.edu> (with whom we
>         collaborate) went with Zimbra ~2008. My only real
>         > experience was with connecting Blackberry's for syncing, and
>         the sync tool
>         > was limited somehow. (I think that it didn't sync with the
>         calendar at the
>         > time). But, someone at Carleton could weigh in on their
>         experiences. Zimbra
>         > was our other alternative, and we felt that the Google
>         product was the most
>         > compelling.
>         >
>         >>
>         >> Oracle's Collaboration Suite
>         >
>         > http://www.macalester.edu/  migrated from Oracle CS to
>         Google Apps, so they
>         > could weigh in there.
>         >
>         > We were a meeting maker campus, and the migration from
>         meeting maker to
>         > Google Apps was painful. You can contact Craig Rice
>         (cdr@stolaf.edu <mailto:cdr@stolaf.edu>) if you
>         > would like more information on how we did it. He handled
>         those migrations.
>         > Google Apps calendaring has had a limitation in that:
>         > 1. we would like student workers (as admin assistants) to be
>         able to make
>         > appointments for staff in some depts. (ie Health Center,
>         Academic Support
>         > Center, Center for Experiential Learning, etc), but you need
>         to share your
>         > calendar with the student worker, _meaning_ that the student
>         has access to
>         > the staff calendar, and meeting information at all times.
>         The fear is that
>         > the student will forget to logout of their Google Apps
>         account at a public
>         > kiosk, and the next students could sit down and view all of
>         the student
>         > client names and appointment information.
>         > This has been a struggle, and so, the effected departments
>         have continued to
>         > use meeting maker.
>         > Does anyone have any news on Google Apps changes that may
>         help with this?
>         > thanks,
>         > --
>         > Shannon Eric Peevey
>         > Systems Programmer
>         > Information and Instructional Technologies
>         > St. Olaf College
>         > 1510 St. Olaf Avenue
>         > Northfield, MN  55057-1097 USA
>         > +1 507 786-3731 <tel:%2B1%20507%20786-3731>, +1 507 786-3096
>         <tel:%2B1%20507%20786-3096> (fax)
>         > ___________________________________________________ You are
>         subscribed to
>         > the ResNet-L mailing list.
>         >
>         > To subscribe, unsubscribe or search the archives, go to
>         > http://LISTSERV.ND.EDU/archives/resnet-l.html
>         > ___________________________________________________
>
>
>
>         --
>         Tony Skalski
>         Systems Administrator
>         ajs@stolaf.edu <mailto:ajs@stolaf.edu>
>         507-786-3227 <tel:507-786-3227>
>         St. Olaf College
>         Information and Instructional Technologies
>         1510 St. Olaf Avenue
>         Northfield, MN    55057-1097
>         ----------------------------------------------------------------------------------------------
>         St. Olaf IIT staff will *never* ask you for your password via
>         email.
>
>         ___________________________________________________
>         You are subscribed to the ResNet-L mailing list.
>
>         To subscribe, unsubscribe or search the archives,
>         go to http://LISTSERV.ND.EDU/archives/resnet-l.html
>         ___________________________________________________
>
>
>
>
>     -- 
>     Shannon Eric Peevey
>     Systems Programmer
>     Information and Instructional Technologies
>     St. Olaf College
>     1510 St. Olaf Avenue
>     Northfield, MN  55057-1097 USA
>     +1 507 786-3731 <tel:%2B1%20507%20786-3731>, +1 507 786-3096
>     <tel:%2B1%20507%20786-3096> (fax)
>     ___________________________________________________ You are
>     subscribed to the ResNet-L mailing list.
>
>     To subscribe, unsubscribe or search the archives, go to
>     http://LISTSERV.ND.EDU/archives/resnet-l.html
>     ___________________________________________________
>
>
> ___________________________________________________ You are subscribed 
> to the ResNet-L mailing list.
>
> To subscribe, unsubscribe or search the archives, go to 
> http://LISTSERV.ND.EDU/archives/resnet-l.html 
> ___________________________________________________
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-- 


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    wow, thank you <i>everyone</i> for putting so much time and effort
    into providing all this information for us :-)<br>
    <br>
    <br>
    <br>
    On 11/10/2011 4:56 PM, Rachel Boutilier wrote:
    <blockquote
cite="mid:CACGRg4dF7oBKjePGivU2VELA98-Vwz3MKtBNHj=8+3J5S97x0A@mail.gmail.com"
      type="cite">Hi Brian,<br>
      <br>
      Macalester moved from Oracle Collaboration Suite to Google Apps in
      2008.&nbsp; This was before I started working here, but my colleague
      David Sisk sent the following response to another Google Apps
      thread; I hope you find it helpful.&nbsp; <br>
      <br>
      Rachel<br>
      <br clear="all">
      Rachel Boutilier '06<br>
      Client Services Consultant<br>
      Macalester College ITS<br>
      (651)696-6507<br>
      <a moz-do-not-send="true" href="mailto:rboutili@macalester.edu">rboutili@macalester.edu</a><br>
      <br>
      <br>
      <blockquote style="margin: 0pt 0pt 0pt 0.8ex; border-left: 1px
        solid rgb(204, 204, 204); padding-left: 1ex;"
        class="gmail_quote">
        Macalester adopted Google Apps for all stakeholders - students,
        faculty and staff - in March 2008.&nbsp; Long story short, we had
        spent a year choosing a replacement for our then-current e-mail
        system, and Google was the clear winner.&nbsp; We received Senior
        Staff blessing in February, and had planned a methodical
        eight-month rollout when an electrical problem flatlined our old
        e-mail on March 2.&nbsp; Our eight-month rollout became a three-week
        one, at the end of which we were all on Google Apps.&nbsp; Best
        crisis we ever had.&nbsp; <br>
        <br>
        Our migration was atypical, in two senses.&nbsp; First, our old
        e-mail system was so bad that we really had no choice but to go
        to <i>something</i>, anything, better.&nbsp; Our nadir came in a
        student newspaper editorial that noted "I don't need to date
        other students: our e-mail goes down on me every night."&nbsp; Crude,
        but unfortunately not an exaggeration.&nbsp; (It was Oracle
        Collaboration Suite with Mozilla Thunderbird as a desktop
        client, in case you're wondering.)&nbsp; Second, once the evaluation
        and selection process was over, the crisis that killed OCS meant
        that we had to put Google in place immediately, much faster than
        we would have preferred.&nbsp; <br>
        <br>
        That said, I am glad we moved all stakeholders at one time.&nbsp; I
        really do not understand why some institutions find Google
        workable for their students, but not for their faculty and staff
        members.&nbsp; (I imagine it's because they have something that works
        OK, and that their employees have concerns about data privacy in
        the cloud.)&nbsp; We do not now, and never have, provided e-mail to
        alumni.&nbsp; <br>
        <br>
        Because of our crisis, the answer to your question #1 is Always
        Standardized.&nbsp; We gave our users an initial opt-in migration
        period of two weeks, in which they could volunteer to have their
        old mail migrated to Google Apps.&nbsp; We then advertised a deadline
        at which all accounts that had not migrated voluntarily would be
        migrated, whether or not people wanted them moved.&nbsp; We found
        that close to 75% of our community volunteered to migrate within
        the first week we made the option available, and only about 10%
        did not volunteer at all - thus had to be manually migrated at
        the "drop dead" date.&nbsp; <br>
        <br>
        #2: We initially enabled all Google Mail and Calendar options.&nbsp;
        Analytics came a year later, 2009.&nbsp; Skins are neither here nor
        there, for us.&nbsp; We recognized that we could not "control" when
        Google introduced new services, so we decided to swim with the
        current instead of against it.&nbsp; We told our users that some
        changes would come with advance notice, some without, and that
        this was simply the way things were with the new package.&nbsp; I
        should add that before Google, our shared calendar offering for
        employees was not good, and there was none at all for students.&nbsp;
        Google Calendar made friends fast in all these populations.<br>
        <br>
        #3: We never used Microsoft Exchange, so I cannot speak to this
        question.&nbsp; <br>
        <br>
        #4: Yes, we used saml from the beginning, and we have been very
        happy with it.&nbsp; Saml login permits us to put a customized
        Macalester face on logging into Google, including some useful
        help resources and our password change tools.&nbsp; <br>
        <br>
        In our discussions about migrating to Google Apps, the same few
        questions seem to come up again and again when other schools ask
        how we did it.&nbsp; The most crucial one is about privacy.&nbsp; There
        was some initial concern among faculty, and particularly our
        Senior Staff, about privacy of data in the cloud.&nbsp; I must say
        what saved us here was our President.&nbsp; While not a "techie," he
        made it clear to his cabinet that there is no expectation of
        privacy or confidentiality in e-mail, so discussing whether one
        system is less private or confidential than another is
        pointless.&nbsp; He also made it clear that having an e-mail system
        that worked was not a debatable issue.&nbsp; Having this kind of
        leadership at the top removes a lot of obstacles, let me tell
        you!<br>
        <br>
        We did not face much campus resistance based on faculty concerns
        over where the data would be stored, that is, in what
        countries.&nbsp; We did hear concerns from our faculty about
        ownership of data.&nbsp; Although it costs us nothing, we signed a
        four-year contract with Google, and they negotiated some aspects
        of that contract with us in response to our concerns.&nbsp; One point
        that is crystal-clear, and that reassured most of our
        stakeholders, is the contract reading essentially "Macalester's
        data belongs to Macalester College, not to Google."&nbsp; <br>
        <br>
        I should add that by the time we migrated, in March 2008, at
        least 70% of our students had already set up GMail accounts.&nbsp;
        Many were already forwarding all their Macalester e-mail to
        these accounts.&nbsp; Faculty can resist pressure from nearly
        everyone, but not from their students.&nbsp; When our students made
        clear that migrating to Google was a question of "why did you
        wait so long" rather than "why did you do this," a lot of
        potential faculty opposition simply did not materialize.<br>
        <br>
        Not to belabor the point, but our migration was a unique
        situation.&nbsp; If our e-mail system at the time had been stable,
        even if feature-poor, the decision to migrate would have been
        much harder.&nbsp; Still, after the migration we find that everyone
        on our campus seems to be happy with it.&nbsp; The fact that we no
        longer spend most of our time and effort fixing e-mail, or
        apologizing for trying to fix e-mail, means we can concentrate
        our attention on other projects that directly benefit our
        community.&nbsp; Migrating to Google really has marked a turn-around
        for our IT shop.&nbsp; It may not be the right path for all
        institutions, but it was unquestionably the right path for us.<br>
        <br>
        Those who may be interested in our evaluation and selection
        process can check it out here:<br>
        <br>
        <a moz-do-not-send="true"
          href="http://www.macalester.edu/its/googleapps/background.html"
          target="_blank">http://www.macalester.edu/its/googleapps/background.html</a><br>
      </blockquote>
      <br>
      <br>
      <br>
      <div class="gmail_quote">On Thu, Nov 10, 2011 at 1:24 PM, Shannon
        Peevey <span dir="ltr">&lt;<a moz-do-not-send="true"
            href="mailto:speeves@stolaf.edu">speeves@stolaf.edu</a>&gt;</span>
        wrote:<br>
        <blockquote class="gmail_quote" style="margin:0 0 0
          .8ex;border-left:1px #ccc solid;padding-left:1ex;">
          Sorry, Tony! Didn't mean to dis you on my email...
          <div>
            <div class="h5"><br>
              <br>
              <div class="gmail_quote">On Thu, Nov 10, 2011 at 1:10 PM,
                Tony Skalski <span dir="ltr">&lt;<a
                    moz-do-not-send="true" href="mailto:ajs@stolaf.edu"
                    target="_blank">ajs@stolaf.edu</a>&gt;</span> wrote:<br>
                <blockquote class="gmail_quote" style="margin:0 0 0
                  .8ex;border-left:1px #ccc solid;padding-left:1ex">To
                  follow up on what Bud said, I would recommend you
                  avoid any attempt<br>
                  to try to use Outlook. We have looked at the Outlook
                  connectors from a<br>
                  few products and they all seemed to have mild to
                  severe issues, and<br>
                  couldn't be trusted, especially with C-class
                  employees. We had a small<br>
                  contingent of Outlook users, and they came around and
                  liked the Google<br>
                  interface.<br>
                  <br>
                  And, as the guy who did much of the meeting maker to
                  google migration<br>
                  here at St. Olaf, it wasn't painful, it was just a lot
                  of<br>
                  export-import tedium, as we migrated groups of users
                  instead of<br>
                  everyone at once, and we had to upgrade our version of
                  meeting maker<br>
                  each time so that we could access a new export feature
                  that allowed us<br>
                  to import to Google.<br>
                  <br>
                  There are so many additional services that Google
                  brings to the table,<br>
                  beyond email and calendaring, that it was an easy
                  choice for us (we<br>
                  did take a good look at Zimbra, and a few others).<br>
                  <br>
                  ajs<br>
                  <div>
                    <div><br>
                      On Thu, Nov 10, 2011 at 12:54 PM, Shannon Peevey
                      &lt;<a moz-do-not-send="true"
                        href="mailto:speeves@stolaf.edu" target="_blank">speeves@stolaf.edu</a>&gt;
                      wrote:<br>
                      &gt;&gt;<br>
                      &gt;&gt; Zimbra (we use VMware now)<br>
                      &gt;<br>
                      &gt; <a moz-do-not-send="true"
                        href="http://carleton.edu" target="_blank">carleton.edu</a>
                      (with whom we collaborate) went with Zimbra ~2008.
                      My only real<br>
                      &gt; experience was with connecting Blackberry's
                      for syncing, and the sync tool<br>
                      &gt; was limited somehow. (I think that it didn't
                      sync with the calendar at the<br>
                      &gt; time). But, someone at Carleton could weigh
                      in on their experiences. Zimbra<br>
                      &gt; was our other alternative, and we felt that
                      the Google product was the most<br>
                      &gt; compelling.<br>
                      &gt;<br>
                      &gt;&gt;<br>
                      &gt;&gt; Oracle's Collaboration Suite<br>
                      &gt;<br>
                      &gt; <a moz-do-not-send="true"
                        href="http://www.macalester.edu/"
                        target="_blank">http://www.macalester.edu/</a>&nbsp;
                      migrated from Oracle CS to Google Apps, so they<br>
                      &gt; could weigh in there.<br>
                      &gt;<br>
                      &gt; We were a meeting maker campus, and the
                      migration from meeting maker to<br>
                      &gt; Google Apps was painful. You can contact
                      Craig Rice (<a moz-do-not-send="true"
                        href="mailto:cdr@stolaf.edu" target="_blank">cdr@stolaf.edu</a>)
                      if you<br>
                      &gt; would like more information on how we did it.
                      He handled those migrations.<br>
                      &gt; Google Apps calendaring has had a limitation
                      in that:<br>
                      &gt; 1. we would like student workers (as admin
                      assistants) to be able to make<br>
                      &gt; appointments for staff in some depts. (ie
                      Health Center, Academic Support<br>
                      &gt; Center, Center for Experiential Learning,
                      etc), but you need to share your<br>
                      &gt; calendar with the student worker, _meaning_
                      that the student has access to<br>
                      &gt; the staff calendar, and meeting information
                      at all times. The fear is that<br>
                      &gt; the student will forget to logout of their
                      Google Apps account at a public<br>
                      &gt; kiosk, and the next students could sit down
                      and view all of the student<br>
                      &gt; client names and appointment information.<br>
                      &gt; This has been a struggle, and so, the
                      effected departments have continued to<br>
                      &gt; use meeting maker.<br>
                      &gt; Does anyone have any news on Google Apps
                      changes that may help with this?<br>
                      &gt; thanks,<br>
                      &gt; --<br>
                      &gt; Shannon Eric Peevey<br>
                      &gt; Systems Programmer<br>
                      &gt; Information and Instructional Technologies<br>
                      &gt; St. Olaf College<br>
                      &gt; 1510 St. Olaf Avenue<br>
                      &gt; Northfield, MN &nbsp;55057-1097 USA<br>
                      &gt; <a moz-do-not-send="true"
                        href="tel:%2B1%20507%20786-3731"
                        value="+15077863731" target="_blank">+1 507
                        786-3731</a>, &nbsp;<a moz-do-not-send="true"
                        href="tel:%2B1%20507%20786-3096"
                        value="+15077863096" target="_blank">+1 507
                        786-3096</a> (fax)<br>
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                  Tony Skalski<br>
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              Shannon Eric Peevey<br>
              Systems Programmer<br>
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