learnit @ lunch january 2012 cloud computing, communications and collaboration fordham university...

LearnIT @ LunchJanuary 2012

Cloud Computing, Communications and Collaboration

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK

Agenda

Objective: Share Feedback from Faculty and Staff, and Understand How Communications and Collaboration Impact the Fordham Community

•Overview •Results of 2011 survey and focus groups with University faculty, staff and administrators•Current options for cloud email and for collaboration tools •Business drivers and key functionality •What’s In It For Me and Next steps

Elements of the Information Workplace

Defining the Environment

• Collaboration: A long and valued tradition

• Today: collaborative work facilitated by information technology

• Collaborative tools: • email, shared file storage, online calendars, conferencing

• New tools are also continually emerging, most especially in recent years

In light of this, Fordham IT has declared this objective:

“Fordham University should develop a model for a set of online tools and services to support collaboration both within the

University community and with external partners.”

Definitions• Collaboration:

– The work and activity of a number of persons who individually contribute toward the efficiency of the whole (group)

– To work jointly or together towards a common outcome

• Communication:– The process by which information

is exchanged between individuals• Asynchronous (one way)• Synchronous (two way)

FORDHAM UNIVERSITY


Survey FindingsCommunications & Collaboration

Applications and Tools________________________

April 14 , 2011

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK Background

Objective: To obtain an understanding of how faculty, administrators and staff useemail and other communication and collaboration tools. Fordham IT continually seeks feedback in order to improve services in thischanging environment.

Target: All Fordham Faculty, administrators and staff

Timeline: March 1-25, 2011

Emerging Business Applications & TechnologiesFordham IT

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FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK Participation (by role)

Total Respondents: 495


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• Significant respondent population• Weighted toward administrator/staff

– These are heaviest users of communication tools for business processes

Role Percent

Administrator 59%

Faculty Full-Time 30%

Faculty Adjunct 11%

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK @Fordham.edu Email Usage“Do you use your Fordham.edu email to send and receive emails?”


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• Vast majority are constant users of @Fordham.edu email account

Response Percent

Yes 94%

No 6%

Response Percent

Constantly 84%

Once a day 10%

Once a week 1%

Monthly 1%

Never 3%

“How frequently do you use your Fordham.edu email account?”

Population: 495

Population: 495

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK 3rd-Party Client Access


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“Do you access your Fordham.edu from a [non-Lotus] third-party client?”

“What method do you use to access your Fordham e-mail through a third-party client?”

• A third (28%) of users are already using a non-Lotus Notes email client

Response Percent

No 72%

Yes 28%

Response Percent

Don’t know 39%

IMAP 32%

Forwarding 21%

POP 8%

Respondent sub-population: 140 / 495

Population: 495

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK 3rd-Party Client Types(A third [140/495] of respondents are already using a non-Lotus email client)

“Which [non-Lotus] 3rd-party email client do you use?”


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Response Percent

Google Gmail 26%

BlackBerry 18%

Other 17%

Apple clients 14%

Microsoft Outlook 12%

AOL 6%

Yahoo 4%

Thunderbird 2%

Eudora 1%

Microsoft Hotmail 0%

Microsoft Windows Live 0%Respondent sub-population: 140 / 495

• Gmail, Outlook, BlackBerry devices, and Apple devices account for majority (70%) of use

• Gmail is most common non-Lotus solution

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK Email Access by Device“Which devices do you use to access your Fordham.edu email account?”Note: multiple selections allowed per respondent


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• A third (31%) of users need email access through Mac OS• A third (27%) of users need email access through BlackBerry devices

– BlackBerry is most frequently-used mobile device platform

Response Percent

PC 86%

Mac 31%

BlackBerry 27%

iPhone (Apple device) 13%

iPad (Apple device) 10%

Android 9%

Netbook / Tablet 9%

Other 4%Respondents (multiple selections): 495

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK Common Email Functionality


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• Folder/sub-folder functionality is very important• Most users are comfortable with email management (i.e. deleting

unneeded emails)

“Do you move emails from the inbox to different folders?”

“Do you regularly delete emails that you don’t need or use?”

Response Percent

Yes 80%

No 20%Population: 495

Response Percent

Yes 83%

No 17%Population: 495

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK Tools and FunctionalityPrioritization of functional needs:


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• Highest priorities: Email, Contacts, Address Book, and Calendaring• Lowest priorities: Social Media, Online Chat, and Wikis

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK Access to Calendar“How important is it that the following groups can access your calendar and see your availability?”


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• Low need for (or awareness of benefits of) sharing access to calendar• View access is requested for all group types• “Other Fordham Employees” is most-requested group for access

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK Setting Calendar Meetings“How important is it to send/accept calendar appointments from the following groups?”


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• High priority to manage calendar meetings with faculty/staff• Low priority to manage calendar meetings with students

FORDHAM UNIVERSITY

THE JESUIT UNIVERSITY OF NEW YORK Document Collaboration“How important is it to collaboratively create/edit/review online documents with the following groups?”


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• High priority for document collaboration among faculty, staff, and administrators

• Low priority for document collaboration with students

FORDHAM UNIVERSITY


Next Steps:

Findings will be taken into consideration in the selection of collaboration applications/tools

If you have any questions, please contact Deirdre Dillon at [email protected]

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Cloud Email for Staff and FacultyFeatures:

Email- 96%Contacts- 56%Address Books- 50% Calendars- 39%

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Cloud Email for Staff and Faculty

Features that rated high:

•Access and interoperability•Email and Calendars•Document sharing and collaboration


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Email & Cloud Apps: where are we?

Cloud Email for Students: Gmail -

Oct 2010

Google Apps for Students -

Jan 2012

Number of Cloud

Applications at Fordham

Cloud email decision: Feb 2012

Business partner discussions re cloud apps: i.e. Enrollment Recruitment, CRM, Collaboration Tools

Law School = 11University = 30

Communications & Collaboration LandscapeEmail Calendaring Contacts/Address Book

Collaboration Tools – File sharing, whiteboard, Wiki’s, Blogs, etc

Business Drivers

• Works with what people use today• Supports ‘Bring Your Own Device’• Work with anyone, from anywhere, anytime

– Cloud

• ‘Consumerization’ of IT– Interoperability

• The 80/20 Rule – Provide a solution for the 80% of the users, that use 20%

of the functionality (or only 20% use 80% of the functionality)

Collaboration Tools

Collaborative Communication

---------Email

TextingChat

Video------------Contacts------------Calendar

CollaborativeWorkspace

---------Wiki’sBlogs

App ShareWhiteboard

Collaborative editsShared file space

Business IntelSearch

Decision SupportPortfolio’s


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What’s In IT For Me? And Next Steps• Discuss: what are your thoughts in

moving to cloud email? Suggestions?

• Additional feedback via survey monkey

• Communications: portal, website, town halls

• Training

learnit @ lunch january 2012 cloud computing, communications and collaboration fordham university...

Documents

fordham faculty

university faculty

university community

fordham email

new tools

way slide

environment collaboration

information workplace