College Email Solutions Why Michael Nowlan Information

College Email Solutions Why ? Michael Nowlan Information Systems Services University of Dublin Trinity College With thanks to the staff of IS Services, TCD HEAnet Conference 16 th November 2007

Why ? HEAnet Conference 16 th November 2007

Definitions § Undergraduate Students § Postgraduate and Research Students § All staff HEAnet Conference 16 th November 2007

HEAnet Conference 16 th November 2007

Millenials & Digital Natives § Students today have never known a time without computers § Universal ownership and usage of mobile communications devices § Totally at home with the “new” digital world § Soon will be displacing the Digital Immigrants on the job market – totally at home with the alwayson internet HEAnet Conference 16 th November 2007

HEAnet Conference 16 th November 2007

Instant Everything § Survey! § How many people sent or received an IM in the last 24 hours ? § How many people sent or received a Text message (SMS) in the last 24 hours ? § What is the difference ? HEAnet Conference 16 th November 2007

HEAnet Conference 16 th November 2007

Presence § Telephone Tag § Instant message with Presence is the future HEAnet Conference 16 th November 2007

Email § Email is an unsatisfactory communications tool § Email is for “old” people § Email is on its last legs… HEAnet Conference 16 th November 2007

CAO 2007 § 84% or applications online § 16% foreign or “old” people § Of the online applicants 97. 8% supplied an email address – even though it was not required HEAnet Conference 16 th November 2007

Email for Students § Why do we go to the expense of providing an email service for students ? If 98% of our incoming students already have an email address and service. § In November 2007 – I cannot think of a single reason for 3 rd level Colleges to provide email for their students! HEAnet Conference 16 th November 2007

Marketplace in November 2007 for Email storage § DIT: 40 MB § Ireland. Com: 100 MB – you pay for it § UCD: 500 MB § Google: 2 GB – now 4. 5 GB § Microsoft: 5 GB § Yahoo: Infinite HEAnet Conference 16 th November 2007

Costs - Gartner § § § College home grown: Microsoft old offering: Exchange service: External service: “Free”: $4/user/month $3/user/year $10/user/month $1. 5/user/month $1/user/month HEAnet Conference 16 th November 2007

TCD Undergraduate Costs § § Internal Exchange Hosted “Free” € 43 K / year € 109 K / year € 16 K / year € 11 K / year HEAnet Conference 16 th November 2007

Why Replace TCD’s email system? § Hardware at end of life § Software very labour intensive § Limited future HEAnet Conference 16 th November 2007

TCD Email Review § § Define requirements Look at market Segment service components Select Products HEAnet Conference 16 th November 2007

Segmentation of services § § Undergraduate, Postgraduate, Staff Mobile and Fixed users Email Management, SPAM/Virus Select best point solutions at the time HEAnet Conference 16 th November 2007

HEAnet Conference 16 th November 2007

SPAM/Virus Filtering § In-house too costly § Lack of responsiveness § Use a service which is dedicated to this function HEAnet Conference 16 th November 2007

Exchange Hosted Services § Easy implementation, no requirements for Exchange § Few problems § Massive payback § Eliminate SPAM/Virus overheads § Only processing 20% of email § … no need to replace email systems! HEAnet Conference 16 th November 2007

HEAnet Conference 16 th November 2007

Enhanced Student Service § § § Familiar interface Storage Seamless access at home and abroad Retain address format: @tcd. ie Retain email address after graduation HEAnet Conference 16 th November 2007

Hosted Solutions Considered § Google - Gmail § Microsoft - Live Environment HEAnet Conference 16 th November 2007

Google Apps for Education § 2 GB storage – now 4. 5 GB § Applications: Gmail, Google Talk, Google Calendar, Google Docs, Page Creator and Start Page § No ads for registered students § Price: no charge by Google HEAnet Conference 16 th November 2007

Microsoft Live @ EDU § 5 GB storage § Applications: Hotmail, Calendar, Address Book, MSN, Sky. Drive § No ads for registered students § Price: no charge by Microsoft HEAnet Conference 16 th November 2007

TCD Selected Gmail § § Conceptual issue of hosted service Fears of loss of control Privacy concerns, data hosted off-island Don't be evil ? HEAnet Conference 16 th November 2007

Implementation so far § Most students have moved voluntarily and with problems – largely password related § Privacy concerns § Accessibility issues § Yet to face legal issues over logs and tracing nefarious activities § Uncontrolled interface changes HEAnet Conference 16 th November 2007

Some Numbers on 1 st November 2007 § Students would have been using a maximum of 750 GB in TCD § 22, 297 TCD Gmail accounts § Using 309 GB, up from 164 GB on 1 st October, 1 person using > 1 GB § Gmail quota 45, 641 GB which does not reflect the increase from 2 GB to 4. 5 GB HEAnet Conference 16 th November 2007

The Future for Students § Integrated Calendars § Online shared documents, collaborative editing, spreadsheets § Online storage for files § Integrated access in a mobile environment § Access facilitated through an Identity Management system/service HEAnet Conference 16 th November 2007

HEAnet Conference 16 th November 2007

Staff Email § In November 2007 – I can think of many reasons for 3 rd level Colleges to provide email for their staff and research students. § Intellectual Property (IP) § Privacy § Control HEAnet Conference 16 th November 2007

TCD Staff Email § § § Exchange Service Outlook on the desktop OWA for mobile users 2 GB resilient storage Enhanced service rolling out in late 2007 HEAnet Conference 16 th November 2007

Lessons Learned § § Think Latterly May be more than one solution Beware of dogma Beware of the capabilities of the Digital Natives – they may not live up to the expectations – limited narrow expertise HEAnet Conference 16 th November 2007

HEAnet Conference 16 th November 2007

Illustrations by Ken Coogan www. kencoogancaricatures. blogspot. com HEAnet Conference 16 th November 2007