Google Apps Update

Global Go-Live Orientation!May 22 and 23, 2014

Google Apps Update

Agenda

● Quick Overview● What to Expect

○ Google Apps○ Training and Support Resources○ Communications

● Coaches’ Roles● Next Steps/Call to Action● Q&A

Google Apps Update

Drivers for Google Apps?● We are ready to replace Meeting Maker!

● Advantages of cloud-based email & 99.9% reliability

● Easy access to email and calendar from anywhere.

● Google’s commitment to continuous innovation.

● A suite of collaboration applications (Google Drive, Docs, Slides, Sheets, Groups, Hangouts,○ Google+ and more!)

Your email and calendar available anytime, anywhere, on any device.

What: Apps Overview

Google Apps Update

Our initial GoogleApps rollout will focus on the following:

Gmail - replaces 14 lab/program mail servers

Calendar - replaces Meeting Maker and Room & Resource Scheduler

Drive/Docs - “office” applications (Docs, Sheets & Slides) options, dynamic document collaboration (internal and external) and storage

Groups - user-created groups with mailing lists and docs will replace mailman and email aliases later this year

Followed by an organization-wide release of the following:

Hangouts - text chatting and video conferencing for up to 15 interactive participants or webcasts (1:many)

Google+ - manage connections to people

YouTube - catalog and publish video assetand other apps...

Google Apps Project Team

How: Google Apps Phases

Each 3-4 week phase consists of technical preparations, communications, training, and ends at the launch date.

● Phase I – Plan and Prepare - refining throughout● Phase II – Core IT (Beta) - 4 weeks, launch April 28● Phase III – Early Adopters - 3 weeks, launch May 19● Phase IV – Global Go Live - 3 weeks, launch June 9

Google Apps Update

What Staff Can Expect for Mail:

Google Apps Update

• Migration (copy) of all mail (<25MB), mail and sent folders and “savedfromtrash” from current mail server into Gmail

• Switch to Gmail on June 9 and storage of your retired email account for a minimum of at least 3 months

• We recommend using Gmail in a browser and mobile apps for a full featured version or you can opt to continue to use Thunderbird, Outlook, Mac Mail, or other IMAP client as a front-end for Gmail*

• Message limit of 25MB; large attachments shared via link to Drive

• Up to 30GB combined storage (Gmail and Drive) per account, programs may purchase additional storage @ $40 annually per 20GB increment

*contact your Technical Point of Contact for support

Your Calendar:

Google Apps Update

• Opportunity to create an archive copy of your Meeting Maker calendar for your records (different format options)

• Switch to Google Calendar on June 9 with access to your historical Meeting Maker data for 6 months

• On Global Go-Live June 9 - a Google Calendar populated with Meeting Maker & RRS data including:

* Historical meeting data from January 2010 to present* Current and proposed meetings, including attendees, conference

rooms, and recurrence* Banner equivalents (called All-Day Events in Calendar)* Private events will remain private * More details next week

• Channels for requesting Event and Multi-Media services

Your Drive:

Google Apps Update

• Docs, Sheets and Slides “office-like” applications

• Immediate ability to create, share, & collaborate on docs, spreadsheets, & presentations

• Drive supports files up to 10GB each, can share inside and outside UCAR

• Documents in native Google Apps formats don’t count toward your 30G storage limit

What you can expect for training and support:

Training and Support:

Google Apps Update

Webinars:

● Introduction to Google Mail, Calendar, Drive○ (multiple session dates to choose from)

● Collaborating with Google Text Documents

● Evaluating with Google Spreadsheets

● Application of Google Presentations

● Illustrating with Google Drawings

● Collecting & Analyzing Data with Google Forms

● Graphing with Google Charts

● Custom Training for Google Coaches and Help Desk staff

Training and Support:

Google Apps Update

Future access to customized User Support Site:

✓ Full-length instructional videos✓ Segmented topic videos✓ Quick-start guides✓ Life after…(Outlook, Meeting Maker,

Thunderbird, Mac Mail) guides✓ First Days slide shows and guides✓ Links to Google help centers✓ Expert-level resources for deep dives✓ Tempus Nova YouTube channel

Communication with Early Adopters:

Google Apps Update

● Communication and change management facilitation from User Reps and Tech Reps

● Training information and project updates via GoogleNews@ucar.edu

● Promotion of User Support and Google Apps project websites

● Opportunities for feedback and input to help Go-Live for all

Your Google Apps Support Team:

Google Apps Update

Your Technical Point of Contact:

Google Apps Update

● Works with Tech Leads to identify solutions to unforeseen or unique needs

● Serves as resource to User Representative teammates

● Communicates technical questions and answers● Works with Tech Leads during migration of accounts,

mail, calendar, and documents● Helps evaluate staff readiness● Supports project debrief● Champions Google Apps Project

Your Technical Point of Contact

Google Apps Update

Entity Name

CISL Greg Woods, Gary Studwell

COMET Malte Winkler

EOL Santiago Newbery, Jody Williams

COSMIC Jose Castilleja

HAO Kim Nesnadny

IIS Dennis Ogg

GLOBE Jon Lang

JOSS Travis Kuennen

NESL/ACD Tim Fredrick

NESL/CGD Mark Moore

NESL/MMM Carter Borst

UNIDATA Mike Schmidt

RAL Tor Mohling

UCAR G&A Ken Kim

Your User Representative

Google Apps Update

● Facilitates change management● Communicates about project, scheduling and training● Represents and communicates user requirements and

needs● Partner with Google Coach and Tech Point of Contact

teammates● Supports user readiness● Champions Google Apps Project

Your User Representative

Google Apps Update

Entity Name Entity Name

CISL, ASP, DIR

Silvia Gentile (CISL), Scott Briggs (ASP), Cindy Worster (NCARDIR)

JOSS, VSP VSP: Carrie Appel, Silvia Agnona (backup). JOSS: Tara Torres.

COMET Amy Stevermer NESL/ACD Carl Drews, Tim Fredrick (backup)

COSMIC Michelle Harrison, Rebecca Metts (backup)

NESL/CGD Jake Davidoff

EOL Vidal Salazar, Whitney Robinson (backup)

NESL/MMM Kay Sandoval, Bonnie Slagel (NESL AO)

FANDA Megan Delaney, Kristen Alipit and Susannah Martinez (backup)

RAL Karen Griggs

GLOBE Julie Malmberg, Kristin Wegner (backup)

Spark Teri Eastburn

HAO Amy Knack Unidata Ward Fisher

IIS Mary Beth Reece, Pat Steinkamp (backup)

UCP DIR Carey Reynolds

JOSS, VSP VSP: Carrie Appel, Silvia Agnona (backup). JOSS: Tara Torres

UCAR Pres Michelle Flores, Zhenya Gallon(backup)

Your Google Coach

Google Apps Update

● First day Facilitator● Guide to the User Support Site● Resource for introduction to the Apps● Your Help You Find the Answer Person● Partner with Help Desk support, Tech Point of Contact

and your User Representative teammates

List available on the User Support Site next week...

Next Steps:● Register for and attend Mail, Calendar & Drive Webinars

and classes between June 2-13● Explore and use the User Support Website beginning

late next week● Take any advanced topic webinars that interest you● Explore using Chrome ● Check in with your Google Coach● Follow the First Day Instructions● Ask questions● Attend the Open Mic Webinars throughout the first week● Be sure to set aside time the first week to get

acquainted with Google Apps● Have fun!!

Google Apps Update

Thank you!

Google Apps Update