riding the wave of change canheit | riding the wave of change | june 13-16, 2010 | memorial...

Riding the Wave of Change

CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland

Outsourcing University of Alberta Email - A Bold Step Forward

Rob LakeInformation Technology Planning and Forecasting Officer

[email protected]

Jonathan SchaefferVice-Provost (Information Technology)

[email protected]

University of Alberta


IT World is Changing

Fast network connections

Social networking

Cloud computing / Software as a service

Ubiquitous wireless access

Fundamental paradigm shifts that will dramatically impact how we deploy IT


Where Do We Want To Be?

IT world is changing rapidly but universities are usually slow to change

We run the risk of offering an antiquated IT environment to our faculty, staff and students

Universities are all about change; we should embrace it, not fear it

Can we change the way we think about IT so we can free up resources to change IT?


The Generation Gap

Students Faculty/Staff

Mobile computing Desktop computing

Texting Memos & email

Cellular telephones Desktop telephones

Social networking Face-to-face

Google apps Microsoft Office

Non-local computing infrastructure Local computing infrastructure

Open Proprietary/commercial

Digital Media Print media

Open Private


Our Philosophy

Core mandate of the University of Alberta is research and teaching

IT is an enabler

Some IT components have become known as utility computing

Where appropriate, we should consider getting out of the utility computing business


Dare to Change?

Are we prepared to challenge the status quo?

Can we think about doing things differently?

Can we move towards deploying modern IT across the entire campus?

If not, we run the risk of providing core IT that is seen as irrelevant

Let’s start with one area for change…


University of Alberta Email

Over 30 independent email systems on campus

Each has their own hardware, software and people resources

No central calendaring

At least 37 Blackberry servers on campus

Does this make sense?


The Business Case

A single email system on campus:– simplifies IT / Blackberry infrastructure– enables university-wide calendaring– simplifies emergency response– improves security– enables cost savings by removing duplication– frees up valuable IT personnel time– supports green computing– addresses auditor concerns


Solution 1: In-house

Provide an in-house solution

Expand our central infrastructure to support all email/calendaring/Blackberry needs

Investigated several options; two in-depth– Microsoft and Zimbra– Expensive

Need to explore other options


Solution 2: External Local

Get out of the utility computing business

Find a local provider

Investigated Telus– Annual cost per mailbox; too expensive– No calendaring


Solution 3: External

Gmail: Email provided by Google– Large default email box (7.4 GB)– Email integrated with calendaring– Google apps (including docs and tools)– Backups and disaster recovery– Google’s service is free, but there is a cost for

increased network access– Create central Blackberry service

Many are already using Gmail


The Proposal

Commit to one email system for the University of Alberta– Follow in the footsteps of CCIDs and wireless– Create a new way of thinking about IT– Open the door for creating IT economies of scale where

appropriate

Commit to an external provider: Google– Major increase in functionality for many

• Goes beyond just email and calendaring• Get out of the utility computing business (where it makes

sense)• Focus IT investments on furthering the mission of the

University of Alberta


Gmail FAQ (1)

It’s free. What’s the catch?

Creating customer loyalty: Google wants us to fall in love with its products so when people leave the University they continue to use Google

Claiming market share: 110,000 Google accounts is 110,000 less for the competition

Industry practice: Microsoft and Apple have done this for years by heavily discounting or giving away for free some of their products


Gmail FAQ (2)

Is University of Alberta Gmail the same as the Gmail version I can already get?

Education Gmail is NOT Public Gmail!

We will continue to own the ualberta domain: [email protected]

We will control CCIDs and passwords on campus

We will own the data

No advertising

No data mining


Gmail FAQ (3)

Is using Gmail the same as using Outlook?

Gmail is a different email program but it has essentially the same functionality

Full benefits from using the web-based interface

Can still read email using your favorite email reader (possibly with a limited features set)

Most popular Microsoft features supported in the web client


Gmail FAQ (4)

Is Gmail secure?

Email is neither private nor secure!

Gmail offers the same or improved security over existing campus systems

Enforces de facto campus-wide policies


Gmail FAQ (5)

Gmail is hosted on servers around the world including the USA. What about the Patriot Act?

Alberta has strict privacy laws that must be followed (FOIPP)

Privacy Impact Assessment (PIA) completed and accepted in March 2010 by the Alberta Office of the Information and Privacy Commissioner


Privacy (1)

From the Office of Internal Audit:

“… Internal Audit believes that the risks can be managed with the appropriate due diligence, including such steps as conducting a Privacy Impact Assessment, ensuring clarity of data ownership, and gaining appropriate assurance that security will be effective.”


Privacy (2)

From the Canadian OIPC:

“The risk of a U.S.-based service provider being ordered to disclose personal information to U.S. authorities is not a risk unique to U.S. organizations. In the national security and anti-terrorism context, Canadian organizations are subject to (and may be just as likely to receive) similar types of orders to disclose personal information of Canadians to Canadian authorities. There are also several formal bilateral agreements in place between analogous Canadian and U.S. organizations that provide for the cooperation and exchange of relevant information.”


Privacy (3)

From the Alberta OIPC:

“… users of the University email system must be informed that their emails will reside in a foreign jurisdiction and will be subject to the laws of that jurisdiction, such as in this case, the USA Patriot Act. Individuals can then make an informed decision about what kind of information they will transmit through email. The University has agreed to inform the student body and employees that it won’t be able to guarantee protection against possible disclosures of emails residing in the United States.”


Status (1)

ualberta.ca Gmail domain has been set up– Local authentication working– Developing a second authentication mechanism– Support a forwarding capability

Gmail operational for pilot projects– Five groups tested– Excellent user feedback– Many individuals see the move as enhancing their

work environment


Status (2)

Mandated by the Vice-Presidents

Currently working with Google’s lawyers on an agreement that recognizes Canadian and Provincial laws

Bottleneck for past six months

We will not switch over until such an agreement is in place


Dare to Change?

These are difficult times for the university

Campus-wide email/calendaring addresses many concerns

Gmail offers many advantages and the few disadvantages can be addressed


For More Information

www.vpit.ualberta.ca/email

riding the wave of change canheit | riding the wave of change | june 13-16, 2010 | memorial...

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