Migrate to Google Apps? - Gillingham


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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.

Published in: Technology, Business
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Migrate to Google Apps? - Gillingham

  1. 1. 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 Code 11NTCgapps
  2. 2. Consider your migration needs: <ul><ul><li>What are you spending now? Can you afford more?   </li></ul></ul><ul><ul><li>What data must you migrate? </li></ul></ul><ul><ul><ul><li>Email, email folders, documents. </li></ul></ul></ul><ul><ul><li>What features must you migrate?   </li></ul></ul><ul><ul><ul><li>Email, contacts, chat, documents. </li></ul></ul></ul><ul><ul><li>How important is security? </li></ul></ul><ul><ul><li>How much support do you need? </li></ul></ul>
  3. 3. List the features you need and their importance: Cost Migration Mail Contacts Chat Documents
  4. 4. Compare your list with a product: Plus Minus Interesting Cost Control Standards Mail GroupWise Library Import Partner has migration app. Security Migration Kit
  5. 5. Rate the product: = 43 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
  6. 6. Case: From Lotus Notes to Microsoft BPOS Steve Heye YMCA of Metropolitan Chicago
  7. 7. The Great Books Foundation migrated from Novell GroupWise to Google Apps   Mark Gillingham Great Books Foundation
  8. 8. How we migrated: <ul><ul><li>70 accounts </li></ul></ul><ul><ul><li>100s email folders </li></ul></ul><ul><ul><li>1000s documents </li></ul></ul><ul><ul><li>72 hours needed to migrate </li></ul></ul><ul><ul><li>6 hours training (next 2 weeks) </li></ul></ul><ul><ul><li>$3000 (not $10,000 to keep our system) </li></ul></ul>
  9. 9. Case: Perspectives and Problems from the Trenches Lisa Rau Confluence
  10. 10. <ul><li>Confluence : To help our nonprofit clients achieve the greatest strategic potential from their technology resources </li></ul><ul><li>  </li></ul><ul><li>Breakdown: </li></ul><ul><ul><li>10% Database Design and Development </li></ul></ul><ul><ul><li>15% Software customization </li></ul></ul><ul><ul><ul><li>Sharepoint, CiviCRM, Joomla, Salesforce, Common Ground, Drupal, DIA, BPOS </li></ul></ul></ul><ul><ul><li>15% Technology Consulting </li></ul></ul><ul><ul><li>20% Website Design and Development </li></ul></ul><ul><ul><li>40% Network / Infrastructure Support </li></ul></ul><ul><li>  </li></ul>
  11. 11. Confluence Quick Facts <ul><ul><li>Headquartered in DC – full service IT services nationwide </li></ul></ul><ul><ul><li>Over 400 clients; 95% Nonprofits! </li></ul></ul><ul><ul><ul><li>85% Nonprofits </li></ul></ul></ul><ul><ul><ul><li>10% Foundations </li></ul></ul></ul><ul><ul><ul><li>10% Associations </li></ul></ul></ul><ul><ul><ul><li>5% Small business, local and federal government </li></ul></ul></ul><ul><ul><li>Established March, 2001 – TEN YEARS!! </li></ul></ul><ul><ul><li>Over 30 full time staff and consultants </li></ul></ul><ul><ul><li>Clients span > 22 states </li></ul></ul>
  12. 12. Live from the Trenches <ul><ul><li>Younger staff are joining nonprofits </li></ul></ul><ul><ul><li>Bringing their Google Gmail accounts with them </li></ul></ul><ul><ul><ul><li>Previously: Staff learned Outlook on the (first) job </li></ul></ul></ul><ul><ul><ul><li>Organizations don't take an &quot;all or nothing&quot; approach </li></ul></ul></ul><ul><ul><ul><ul><li>Dismember Calendar, Docs, Gmail, Groups </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Use Gmail back-end with Email Clients </li></ul></ul></ul></ul>
  13. 13. Real Life Scenarios <ul><ul><li>Multi-site nonprofit with 100+ employees </li></ul></ul><ul><ul><ul><li>Web access via Gmail </li></ul></ul></ul><ul><ul><ul><li>Download to Outlook for those who prefer </li></ul></ul></ul><ul><ul><li>  Small, High-Tech, 5 person nonprofit </li></ul></ul><ul><ul><ul><li>Download to Entourage (all Mac environment) </li></ul></ul></ul><ul><ul><li>Small staff / Large Association </li></ul></ul><ul><li>  </li></ul><ul><li>Issues: </li></ul><ul><ul><li>No clear exit strategy from Google Apps </li></ul></ul><ul><ul><li>But IMAP; so migrating is pretty straightforward. </li></ul></ul><ul><ul><li>Google doesn't allow distribution groups of more than a certain size </li></ul></ul><ul><ul><li>Google's FAQ recommends splitting groups into smaller sets and creating multiple distribution groups </li></ul></ul>
  14. 14. Problems Encountered <ul><ul><li>Lack of support - we pay for Postini for example </li></ul></ul><ul><ul><li>&quot;Known Problems&quot; </li></ul></ul><ul><ul><ul><li>Bugs with older versions of GMail </li></ul></ul></ul><ul><ul><ul><ul><li>New version Google Apps 2011 requires conversion </li></ul></ul></ul></ul><ul><ul><ul><li>Problem with Internet Explorer since 2009 </li></ul></ul></ul><ul><ul><ul><li>Error loading messages; problems with attachments </li></ul></ul></ul><ul><ul><li>Standards Wars - we're stuck in between </li></ul></ul><ul><ul><ul><li>BPOS Exchange - sends email in RTF that Gmail and Droids can't read! </li></ul></ul></ul><ul><ul><ul><li>Gmail not supporting IE </li></ul></ul></ul>
  15. 15. Real Feedback <ul><ul><li>Transition was very easy </li></ul></ul><ul><ul><li>Takes some getting used to accessing different accounts / switching among them </li></ul></ul><ul><ul><li>Immediate benefits: </li></ul></ul><ul><ul><ul><li>Spam reduction -- almost completely; huge boost in productivity </li></ul></ul></ul><ul><ul><ul><li>Also ability to add and delete accounts easily by themselves. </li></ul></ul></ul><ul><ul><ul><li>Seamlessness. Come to work w/o laptop and not have much of a problem; inconceivable before </li></ul></ul></ul><ul><ul><ul><li>Backup - not dependent on &quot;your&quot; computer </li></ul></ul></ul><ul><ul><li>  Slower on deploying other Apps </li></ul></ul><ul><ul><ul><li>Good experience with Google Spreadsheet  </li></ul></ul></ul><ul><ul><ul><li>Want to use Google Forms for get feedback   </li></ul></ul></ul>
  16. 16. Lessons Learned <ul><ul><li>Effective use of Gmail REQUIRES training </li></ul></ul><ul><ul><ul><li>Mental Models need Adjusting </li></ul></ul></ul><ul><ul><ul><li>Email AS threat to life as we know it </li></ul></ul></ul><ul><ul><li>Beware cookie issues / multiple gmail accounts </li></ul></ul><ul><ul><li>One path to success with Google Docs: </li></ul></ul><ul><ul><ul><li>Start with one &quot;perfect&quot; doc (sign up for interview times) </li></ul></ul></ul><ul><ul><ul><li>Utility is plain to see </li></ul></ul></ul><ul><ul><li>Google Apps - does it scale? </li></ul></ul><ul><ul><li>Google Apps - from the personal to the organizational </li></ul></ul>
  17. 17. Google Apps for Nonprofits Chris Cheng
  18. 18. Google Tools for Nonprofits
  19. 19. Why Google gives Apps away for free 1 In 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
  20. 20. Business challenges are changing <ul><li>Information overload </li></ul><ul><ul><li>Volume of information is increasing radically </li></ul></ul><ul><ul><li>Sort, file, and find is a broken paradigm </li></ul></ul><ul><li>Collaboration is central </li></ul><ul><ul><li>Work with global, distributed teams </li></ul></ul><ul><ul><li>Connect with external partners </li></ul></ul><ul><li>Access anywhere </li></ul><ul><ul><li>Proliferation of smart phones </li></ul></ul><ul><ul><li>Struggles with VPNs </li></ul></ul>
  21. 21. Messaging challenges
  22. 22. Collaboration challenges
  23. 23. Technology challenges
  24. 24. 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.
  25. 25. Built on the cloud computing model
  26. 26. Benefits of Google Apps 1 Best tools for business. 2 Dramatically lower costs. 3 More reliable and secure.
  27. 27. Best tools for business <ul><li>Information overload </li></ul><ul><ul><li>Lots of storage: don't worry about quotas </li></ul></ul><ul><ul><li>Search built into every application </li></ul></ul><ul><ul><li>Labels and threading: new ways to cope </li></ul></ul><ul><li>Collaboration is central </li></ul><ul><ul><li>Make collaborating as easy as creating </li></ul></ul><ul><ul><li>Remove the IT barrier to collaboration </li></ul></ul><ul><li>Access anywhere </li></ul><ul><ul><li>Mobile versions for applications </li></ul></ul><ul><ul><li>Web-based, no VPN and no thumb drive </li></ul></ul>
  28. 28. That just keep getting better <ul><li>Frequent, small updates </li></ul><ul><ul><li>~2 week release cycle </li></ul></ul><ul><ul><li>Easier for users to adjust </li></ul></ul><ul><ul><li>Major features default is off </li></ul></ul><ul><li>Learn from users </li></ul><ul><ul><li>Research </li></ul></ul><ul><ul><li>Usage analysis </li></ul></ul><ul><li>Easy to manage </li></ul><ul><ul><li>No server or client upgrades </li></ul></ul><ul><ul><li>No data migration </li></ul></ul><ul><ul><li>Everyone is on the latest release </li></ul></ul>
  29. 29. 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) <ul><li>Purpose-built infrastructure </li></ul><ul><ul><li>Hundreds of thousands of identical servers </li></ul></ul><ul><ul><li>Custom, hardened Linux OS </li></ul></ul><ul><ul><li>Can rapidly update all systems </li></ul></ul><ul><ul><li>No third-party security issues </li></ul></ul><ul><li>World Class Security </li></ul><ul><ul><li>Industry-leading experts </li></ul></ul><ul><ul><li>Obfuscation of data at rest </li></ul></ul><ul><ul><li>Security reviews for all code </li></ul></ul><ul><li>  </li></ul><ul><li>SAS 70 Type II certification </li></ul><ul><li>FISMA certification  </li></ul>
  30. 30. Google's enterprise vision
  31. 31. Millions of Customers have   Gone Google When will you?
  32. 32. Are you ready to migrate?   
  33. 33. Evaluate this session: Each entry via text or web is a chance to win great NTEN prizes throughout the day! Session Evaluations Powered By: TEXT Text 11NTCgapps to 69866. ONLINE Use 11NTCgapps at http://nten.org/ntc/eval