have your say – survey findings melbourne staff google@rmit have your say – survey findings...

Google@RMITHave Your Say – Survey FindingsHave Your Say – Survey FindingsMelbourne staffMelbourne staff

Introduction

• RMIT staff were invited to complete an online survey about Release 3 Melbourne staff transition from GroupWise to Google Apps.

• Participation was requested via formal University communications channels, with involvement encouraged via the opportunity to win movie tickets and Google merchandise.

• The surveys were open to all staff from RMIT Melbourne from Thursday 20th October 2011. All surveys were final as at close of business, Friday 4th November 2011.

• A good response rate was achieved, with 946 staff completing the survey. This number equates to 11% of total current number staff at RMIT Melbourne.

– This response was broken down to 63% Professional staff and 37% Academic staff.

RMIT University©2011 Information Technology Services 2

Key findings

Release date

•The preferred release date is February 20th 2011 (48%)

– Staff are not in favour of an early March release, due to the start of the Academic HE Semester

– 26% of staff have no preference of a date (Majority are Professional Staff)

– 11% of staff provided “Other” dates- the majority consisted of “ASAP” and “January 2011”

Training

•The majority of staff only require Basic Training (40%)

– 21% do not believe they require any training at all

• The most preferred types of training are “Self directed learning using a 'how to' workbook” and “attend a 'How to' session - Classroom based”

• Staff would also like online video training, FAQs and cheat sheets


Key findings

• GroupWise Functionality

– The top three most used features in GroupWise are Mail, Calendar & Address Book. Whilst, the top three least used features in GroupWise are Mail merge, Documents folder and Chat

– These findings will assist the project team to plan activities (e.g. Migration, training and communications) to help staff transition from GroupWise to Google

• Archiving

– 54% of staff store their archives on the personal network drive- H

• Communications

– Staff strongly prefer that all communications about the Google release to staff be made via email (97%)


Comments

• Staff spent time to provide comments and ask questions via the survey

• The following comments were made frequently:


Questions

• Staff spent time to provide comments and ask questions via the survey

• The following questions were made frequently:

• The project team will be publishing responses to common questions via the website FAQs pages


Have Your Say – Survey FindingsHave Your Say – Survey Findings

Who completed the survey?

RMIT University©2011Information Technology Services 7

RMIT University©2011 Information Technology Services


• By primary role Findings & Analysis:

•Survey reached 11% of total staff (946 from a possible 8571)



By employment status

Findings & Analysis:

•Small percentage (2.5%) of casual/ sessional staff participated in survey (only 111 from a possible 4576) Reasons for this may include:

• Casual staff do not use their RMIT email, and subsequently did not receive the email about the survey

• Casual staff were not on campus/ in classes at this time of the year



– By Portfolio


•Survey reached 11% of total staff (946 from a possible 8571)


What is the preferred launch date?



What is the preferred launch date?

As soon as possible or late January 2012

Many comments made against these dates sue to being in the first few weeks of HE

semester.

Staff with no preference were not Academics, majority from Resources, non

student facing staff


What training do staff require?




• What are the required levels of training?


•21% don’t believe they need training. Likely this is due to already being a Google user.

•Large majority only require basic training.

•Who requires Advanced Training?• Professional staff

Information Technology Services


What are the preferred types of training?


•Self directed training is the most preferred•“Other” responses included:

• Online video tutorials• One on one training at my office

Training needs by key user groups

• Professional staff:

– Majority require no training or basic training

– However, this group also has the highest need for Advanced Training.

– Prefer Self directed learning using a 'how to' workbook and to attend a 'How to' session - Classroom based

• Academic staff:

– Require basic training or intermediate training

– Prefer Self directed learning using a 'how to' workbook and to attend a 'How to' session - Classroom based

• Casuals/ Sessional:

– Require no training or basic training

– Prefer Self directed learning using a 'how to' workbook and Information Session in a lecture.


Additional training comments

• Staff spent time to provide additional training comments and ask questions via the survey

• Key responses included:

– Training needs to happen before we move, not after

– Training needs to be relevant, customised to by school/ portfolio, and by job roles

– Focus on the transition and what the differences are from GroupWise

– Need to offer a range of training resources

– Training needs to be offered at all campuses- not just City

– I use Google for my personal mail, so don’t need much training

– Please ensure that we can use Macs for training, rather than PCs

– FAQs and cheat sheets would be good

– Online tutorials and videos would be good



GROUPWISE FEATURES AND GROUPWISE FEATURES AND FUNCTIONSFUNCTIONS



What are the most used features in GroupWise?

The top three most used features in GroupWise are Mail, Calendar & Address Book.

The top three least used features in GroupWise are Mail merge, Documents folder and Chat

These findings will help to:

•Target and prioritise the functional areas for analysis with users•Focus on key features in the Road show demonstrations•Develop training materials•Evaluate the lower used features against what is technically possible to migrate from GroupWise to Google Apps

Common likes and dislikes of GroupWise


ArchivingWhere are you GroupWise archives stored?


Key Findings & analysis:

•The large majority of staff store archives on the H Drive (54%)

•A large number of staff do not know where there archives are stored. Meaning, they don’t access them at all.

Comments made regarding archiving

• A dissatisfaction for GroupWise archives, including:

– Problems with archive files being corrupted and lost

– Lack of access from home and via proxy accounts

– How archives operate on Mac computers

• Lack of knowledge of where their archives or stored and how to use them

• Storage space provided in GroupWise is not big enough


Proxy Access


Key Findings & analysis:

•More staff have proxy access to other accounts, than giving out proxy access to theirs.

• Likely this is access to generic account/ service accounts shared by teams

•Of the staff that do give others access- the majority is to 2-5 users

•Of the staff that have access to proxy accounts, the majority have access to 2-5 accounts, followed by less than 2 accounts


How would staff like to receive communication about the project?



What are the preferred ways to receive communications about the transition to Google Apps?


•Overwhelming number of staff prefer email•Many staff commented that they did not know what Yammer was

Do you have any concerns about transitioning to Google Apps for Education?

• Large majority of staff answered “no” or provided no comment to this question (approx. 80%)

• Main concern expressed is the security, confidentiality and privacy of data with Google.

– Will Google be able to view our emails and document?

– How secure is our information?

– Can Google access and use my personal data?

• Other key concerns included:

– The transition date being released during Semester

– Need for clear and timely communication on the transition

– Losing current data and archives from GroupWise


have your say – survey findings melbourne staff google@rmit have your say – survey findings...

Documents

questions staff

comments staff

majority of staff

total staff

professional staff

academic staff

introduction rmit staff

melbourne staff transition