LearnIT @ Lunch
January 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 THE JESUIT UNIVERSITY OF NEW YORK
Survey Findings
Communications & 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 use
email and other communication and collaboration tools.
Fordham IT continually seeks feedback in order to improve services in this
changing environment.
Target:
All Fordham Faculty, administrators and staff
Timeline: March 1-25, 2011
Emerging Business Applications & Technologies
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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 Functionality
Prioritization of functional needs:
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• Highest priorities: Email, Contacts, Address Book, and Calendaring
• Lowest priorities: Social Media, Online Chat, and Wikis
High Priority Medium Priority Low Priority N/A
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
Grad. Students or StudentWorkers
Current Students and Advisees
Other Fordham Employees
Very Important
Important
Not Important
No Opinion
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
Grad. Students or StudentWorkers
Current Students and Advisees
External (non-University)Individuals
Other Fordham Employees
Very Important
Important
Not Important
No Opinion
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
Current Students and Advisees
Grad. Students or StudentWorkers
Other University Colleagues
Other Fordham Employees
Very Important
Important
Not Important
No Opinion
FORDHAM UNIVERSITY THE JESUIT UNIVERSITY OF NEW YORK
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 Faculty
Features: 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 = 11 University = 30
Communications & Collaboration Landscape Email 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
Texting Chat
Video ------------ Contacts ------------ Calendar
Collaborative Workspace
--------- Wiki’s Blogs
App Share Whiteboard
Collaborative edits Shared file space
Business Intel Search
Decision Support Portfolio’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