google apps update global go-live orientation! may 22 and 23, 2014
TRANSCRIPT
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 [email protected]
● 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