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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