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Should you migrate to Google Apps or not? How can you decide? What questions should you ask? Two cases are presented--in one a medium-sized foundation migrates to Google Apps and in the other, a medium-sized nonprofit migrates to Microsoft BPOS.
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Should You Migrate to Google Apps?
Mark Gillingham, Great Books Foundation
Steve Heye, YMCA of Metro Chicago
Lisa Rau, Confluence
Chris Cheng, Google
Hashtag/Evaluation Code11NTCgapps
Consider CIFSS
• Cost• Information• Features• Security• Support
Reduce complexity: Find the deal breakers
Cost +Migration +Mail +Contacts +Chat -Documents
Plus Minus Interesting
Cost Control Standards
Mail GroupWise Library Import
Partner has migration app.
Security
Migration Kit
Compare your list with a product:
PMI was codified by Edward de Bono in his book Serious Creativity. PMI is a standard. See http://www.mindtools.com/pages/article/newTED_05.htm. Get a PMI chart from http://www.globaleducation.edna.edu.au
Plus Minus Interesting
Cost (10) Control (-3) Standards (8)
Mail (10) GroupWise Library Import
(-5)
Partner has migration app. (7)
Security (10)
Migration Kit (6)
36 -8 15
Rate the product:
= 43
Case: From Lotus Notes to Microsoft BPOS
Steve HeyeYMCA of Metropolitan Chicago
The Great Books Foundation migrated from Novell GroupWise to Google Apps
Mark GillinghamGreat Books Foundation
Boy shares big idea
How we migrated:
• 70 accounts
• 100s of email folders
• 1000s of documents
• 72 hours needed to migrate
• 6 hours training during next 2 weeks
• $3000 (not $10,000 to keep our system)
Case: Perspectives and Problems from the Trenches
Lisa RauConfluence
Confluence: To help our nonprofit clients achieve the greatest strategic potential from their technology resources Breakdown:• 10% Database Design and Development• 15% Software customization
o Sharepoint, CiviCRM, Joomla, Salesforce, Common Ground, Drupal, DIA, BPOS
• 15% Technology Consulting• 20% Website Design and Development• 40% Network / Infrastructure Support
Confluence Quick Facts
• Headquartered in DC – full service IT services nationwide
• Over 400 clients; 95% Nonprofits!o 85% Nonprofitso 10% Foundationso 10% Associationso 5% Small business, local and federal government
• Established March, 2001 – TEN YEARS!!• Over 30 full time staff and consultants• Clients span > 22 states
Live from the Trenches
• Younger staff are joining nonprofits• Bringing their Google Gmail accounts with
them o Previously: Staff learned Outlook on the (first) jobo Organizations don't take an "all or nothing" approach
Dismember Calendar, Docs, Gmail, Groups Use Gmail back-end with Email Clients
Real Life Scenarios• Multi-site nonprofit with 100+ employees
o Web access via Gmailo Download to Outlook for those who prefer
• Small, High-Tech, 5 person nonprofito Download to Entourage (all Mac environment)
• Small staff / Large Association Issues:• No clear exit strategy from Google Apps• But IMAP; so migrating is pretty straightforward.• Google doesn't allow distribution groups of more than
a certain size• Google's FAQ recommends splitting groups into
smaller sets and creating multiple distribution groups
Problems Encountered
• Lack of support - we pay for Postini for example• "Known Problems"
o Bugs with older versions of GMail New version Google Apps 2011 requires
conversiono Problem with Internet Explorer since 2009o Error loading messages; problems with
attachments• Standards Wars - we're stuck in between
o BPOS Exchange - sends email in RTF that Gmail and Droids can't read!
o Gmail not supporting IE
Real Feedback• Transition was very easy• Takes some getting used to accessing different accounts / switching among them
• Immediate benefits: o Spam reduction -- almost completely; huge boost in productivity
o Also ability to add and delete accounts easily by themselves.
o Seamlessness. Come to work w/o laptop and not have much of a problem; inconceivable before
o Backup - not dependent on "your" computer• Slower on deploying other Apps
o Good experience with Google Spreadsheet o Want to use Google Forms for get feedback
Lessons Learned
• Effective use of Gmail REQUIRES trainingo Mental Models need Adjustingo Email AS threat to life as we know it
• Beware cookie issues / multiple gmail accounts• One path to success with Google Docs:
o Start with one "perfect" doc (sign up for interview times)
o Utility is plain to see• Google Apps - does it scale?• Google Apps - from the personal to the
organizational
Google Apps for NonprofitsChris Cheng
Google Tools for Nonprofits
Why Google gives Apps away for free
1In 2004, Google's Founders committed to using Google's resources to tackle some of the world's biggest problems. This was the beginning of Google.org
2 The objective: Apply technology, and leverage Google's resources, to empower orgs to solve some of the world's biggest problems
3 Giving away Google apps to nonprofits helps us achieve this objective
Business challenges are changing
Information overload• Volume of information is increasing radically• Sort, file, and find is a broken paradigm
Collaboration is central• Work with global, distributed teams• Connect with external partners
Access anywhere• Proliferation of smart phones• Struggles with VPNs
Messaging challenges
Collaboration challenges
Technology challenges
Google Apps: tools for today's user
Gmail Huge inbox with search: keep and find everything.
Talk Business class IM and VC as easy as email.
Groups Let users easily create and work in teams.
Calendar Make sharing calendars and schedules easy.
Docs Makes collaborating as easy as creating
Sites Allow users to manage their own sites.
Video Unlock the power of video within your business.
Postini Security and compliance solutions.
Built on the cloud computing model
Benefits of Google Apps
1 Best tools for business.
2 Dramatically lower costs.
3 More reliable and secure.
Best tools for business
Information overload• Lots of storage: don't worry about quotas• Search built into every application• Labels and threading: new ways to cope
Collaboration is central• Make collaborating as easy as creating• Remove the IT barrier to collaboration
Access anywhere• Mobile versions for applications• Web-based, no VPN and no thumb drive
That just keep getting better
Frequent, small updates• ~2 week release cycle• Easier for users to adjust• Major features default is off
Learn from users• Research• Usage analysis
Easy to manage• No server or client upgrades• No data migration• Everyone is on the latest release
More reliable and secure
Corporate IT Survey – Messaging & Collaboration, 2008-2009,” The Radicati Group, 2008.
Better uptime than on-premise
Downtime per month (in minutes)
Purpose-built infrastructure• Hundreds of thousands of
identical servers• Custom, hardened Linux OS• Can rapidly update all systems• No third-party security issues
World Class Security• Industry-leading experts• Obfuscation of data at rest• Security reviews for all code
SAS 70 Type II certificationFISMA certification
Google's enterprise vision
Millions of Customers have
Gone Google
When will you?
Are you ready to migrate?
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