A Business Case for Google Apps for Education Problem Statement Goldfarb School of Nursing (GSON)’s lack of technology enhancement is a weakness. This weakness causes problems with: accreditation organizations, students’ satisfaction, aspiring nurse preparation, budget management, student retention, and student recruitment. Analysis of Situation BJC’s GroupWise email and messenger limit communication and collaboration among GSON stakeholders. GroupWise Messenger is not accessible outside the organization firewall, nor are students able to connect to the organization’s email system using a mobile device without incurring a cost. Because instant communication is lost and external communication is limited, students may be dissatisfied. Student dissatisfaction may have an effect on student retention, student recruitment, and the reputation of the organization. Moreover, the technology enhancements could allow better user experiences, like students learning in the way they want to learn, with technology. Beyond email and messenger, other innovative communication mediums exist. Documents can be shared and collaborated on in real time and videos can be shared, as with YouTube. These same approaches can be used in an educational environment to enhance operational efficiency as well as teaching and learning. Document sharing would allow students to collaborate with their peers and professors on projects or homework assignments. Video sharing can be used for nurse preparation, student orientation, or to share information related to drug or alcohol abuse, which is a compliance requirement for Title IX. Because GSON is limited by the lack of technology enhancements, third party solutions have been considered for procurement. For example, Mediacore, a video sharing product, was reviewed. The purpose of the product would be to share videos among different stakeholders throughout the College. Various departments would have the ability to share videos. While this is a great tool, as you will see in the cost benefit analysis section of this document, sound fiscal management would be remiss. The Higher Learning Commission (HLC), an accrediting body of the College, requires a plan for innovation and technology. 1. Criterion/standard 5.C.5 states: Institutional planning anticipates emerging factors, such as technology, demographic shifts, and globalization. 2. Criterion/standard 3.D.4. states: The institution provides to students and instructors the infrastructure and resources necessary to support effective teaching and learning (technological infrastructure, scientific laboratories, libraries, performance spaces, clinical practice sites, museum collections, as appropriate to the institution’s offerings). To address the problems presented in this business case, Google Apps for Education is recommended. Solution The solution to the problems presented in this business case is to implement Google Apps for Education (GAE). GAE is .

1. A Business Case for Google Apps for Education
Problem Statement
Goldfarb School of Nursing (GSON)’s lack of technology
enhancement is a weakness. This weakness causes problems
with: accreditation organizations, students’ satisfaction,
aspiring nurse preparation, budget management, student
retention, and student recruitment.
Analysis of Situation
BJC’s GroupWise email and messenger limit communication
and collaboration among GSON stakeholders. GroupWise
Messenger is not accessible outside the organization firewall,
nor are students able to connect to the organization’s email
system using a mobile device without incurring a cost. Because
instant communication is lost and external communication is
limited, students may be dissatisfied. Student dissatisfaction
may have an effect on student retention, student recruitment,
and the reputation of the organization. Moreover, the
technology enhancements could allow better user experiences,
like students learning in the way they want to learn, with
technology.
Beyond email and messenger, other innovative communication
mediums exist. Documents can be shared and collaborated on
in real time and videos can be shared, as with YouTube. These
same approaches can be used in an educational environment to
enhance operational efficiency as well as teaching and learning.
Document sharing would allow students to collaborate with
their peers and professors on projects or homework
assignments. Video sharing can be used for nurse preparation,
student orientation, or to share information related to drug or
alcohol abuse, which is a compliance requirement for Title IX.
Because GSON is limited by the lack of technology
enhancements, third party solutions have been considered for
procurement. For example, Mediacore, a video sharing product,
was reviewed. The purpose of the product would be to share

2. videos among different stakeholders throughout the College.
Various departments would have the ability to share videos.
While this is a great tool, as you will see in the cost benefit
analysis section of this document, sound fiscal management
would be remiss.
The Higher Learning Commission (HLC), an accrediting body
of the College, requires a plan for innovation and technology.
1. Criterion/standard 5.C.5 states: Institutional planning
anticipates emerging factors, such as technology, demographic
shifts, and globalization.
2. Criterion/standard 3.D.4. states: The institution provides to
students and instructors the infrastructure and resources
necessary to support effective teaching and learning
(technological infrastructure, scientific laboratories, libraries,
performance spaces, clinical practice sites, museum collections,
as appropriate to the institution’s offerings).
To address the problems presented in this business case, Google
Apps for Education is recommended.
Solution
The solution to the problems presented in this business case is
to implement Google Apps for Education (GAE). GAE is
chosen because it addresses the main problem and sub-problems
initially presented in this business case.
Student mobile access - The issue of mobile access for students
will be addressed because this platform allows for access at no
cost to students. This solution also mitigates BJC’s risk

3. because stakeholders’ email will not be going through the main
email system.
Increases stakeholders’ use and return on investment (ROI) -
The benefit is twofold. We hope to capitalize on stakeholders’
prior knowledge and use of Google Apps that way we increase
our return on investment. The ROI would be faster because
time to full implementation would be less.
Purchase of third party platforms -Google Apps for Education
provides similar solutions to those we are seeking from third
party vendors. This allows us (Administration) to be good
stewards of our budget.
Mission of College/Teaching and Learning - Teaching and
learning / nurse preparation is why we exist. Today’s students
are tech savvy and want to learn that way. To that end, this
solution addresses this problem because it provides a platform
for 21st century teaching and learning to take place. In
addition, because of our ability to better prepare aspiring
nurses, there may be a positive impact on the College’s
reputation that would help sustain and increase our market share
and create a competitive advantage.
Accreditation – This problem is addressed by GAE creating an
environment that provides students and instructors the
infrastructure and resources necessary to support effective
teaching and learning.

4. Table 1 is a snapshot of how Google Apps for Education
addresses the problems presented in this business case by app.
Table 1
Current Structure vs. Google Apps for Education with benefits
Applications
Current Structure
Google Apps for Education
Benefits
Email
X
X
Adds familiar platform stakeholders know – increase use / ROI
Email mobile access
X – cost for students
X
No cost to students
Messenger
X – not external
X
Increases communication by adding external access
Video Conference – Google Hangout
X

5. Eliminates need for third party platform / decrease budget
implications
Shared Documents anytime /anywhere
X
Increases collaboration among stakeholders
Video Sharing
X
Eliminates need for third party platform / decrease budget
implications
Calendar
X
X
Increases use among stakeholders because users have prior
knowledge of the system
Appointments
X
Eliminates need for third party platform / decrease budget
implications
Implementation

6. To implement this solution change would have to take place
from structural, human resource, political, and symbolic
perspectives.
Structural
To implement this project the following platforms or utilities
will be needed:
Google Apps for Education (GAE) - is the platform that allows
us access to the different apps that address the problems
presented in this case.
Google Active Directory (GADS) – is a utility provided by
Google that allows user accounts to be created using
automation. At a given time, the GADS tool will execute by
looking inside of the designated OU in Active Directory. Then,
any changes will be synced with GAE. This process is
encrypted.
Google Apps Password Sync (GAPS) – is a utility provided by
Google that automatically keeps your users’ Google Apps
passwords in sync with their Active Directory passwords.
Whenever a user's Active Directory password is changed, GAPS
pushes the change to Google Apps immediately
Active Directory (AD) – AD is used throughout the organization
for access control. Our students complete clinical experiences
throughout the BJC system; therefore, they still need network
access. For Google Apps for Education, we would need a
student’s “mail” attribute to end in barnesjewishcollege.edu.

7. Domain Name Services – In the domain control panel for
barnesjewishcollege.edu, the MX record would need to be
changed to point to Google’s mail servers. These mail servers
are provided once we are approved by Google. We would also
need the CNAME setup that points to
webmail.barnesjewishcollege.edu.
Website – The website is used to verify the
barnesjewishcollege.edu domain.
Additional Deployment Information:
https://docs.google.com/document/d/1ixVHcT85nhaU8yYUzi4S
EaEMocqkRSSC_Y5GpUtUCVI/edit
Human Resources
At this point, no new employees are needed; however, technical
and non-technical stakeholders will be affected by this change.
The technical stakeholders are:
1. BJC IS Security – We will need them to make sure that the
risk to BJC infrastructure will not be compromised.
2. BJC IS Email Server Group – We will need this group to
make sure our approach to adding GAE as an email platform
will not interfere with GroupWise.
3. BJC IS Domain Name Services Group – We will need this
group to make the domain changes to the
barnesjewishcollege.edu domain.
4. BJC IS Help Desk Group – This group will need to
understand how to help a student calling for support due to

8. migrating over to GAE.
5. GSON – Angela Trower – She has access to make changes to
the College’s website.
6. GSON – Information Systems – Information Systems will
need to understand the technology implications as they relates
to GAE.
7. GSON - Instructional Technology – Instructional Technology
would be responsible for communicating the change and
developing a student and faculty training program.
8. GSON - Administrators, Faculty, Staff, and Students
Political
The two key political areas that need to be addressed are:
1. BJC IS approval to implement the proposed solution.
2. GSON stakeholders’ attitude toward change.
To address issue one, this business case has been submitted, and
we are having monthly meetings with BJC IS to work through
the details and build relationships. Issue two will be addressed
by developing a communication and training plan that addresses
GSON stakeholders’ concerns.
Symbolic
Part of the communication plan created by the Instructional
Technology department will mentioned how making this change
prepares the college for future and allows 21st Century teaching
and learning. Change champions would also be identified to
help with this transition.

9. Cost benefit analysis (CBA)
The cost benefit analysis includes quantitative and qualitative
benefits.
Quantitative Benefits
The cost for not changing our current practice will be a $66,118
initial investment. Every year after until year 5 will cost 49%
of the initial investment or $32,728. Year 5, the cost will
increase due to the SharePoint server equipment replacement
cycle. See tables below.
This CBA does not include labor; however Google Apps
compared to our given structure (GroupWise) and third party
applications is the most appropriate. The fact that GAE is free
is not the only reason for this choice. GAE meets our needs.
Table 2
Current Structure with Third Party Calculations
Applications & Hardware
Use
QTY
Year 1 Cost
Comments
BJC Email Mobile
Mobile Email
800 Students X $10
$8000

10. 1. Recurring cost for new students each year.
2. Paid by students
Mediacore
Video Share
1
$30,000
Annually
BJC-SharePoint Server
Document Share
1
$15,000
Every 5 years
BJC-SharePoint Cals
Document Share
1000 ($11)
$11,000
BJC DropBox
Document Share
1
$390
Appointments
e-Appointments
1

11. $1728
Annually
TOTAL
$66,118
Does not include labor
Table 3
3 Year Cost Forecast
Application
Year 1 Cost
Year 2 Cost
Year 3 Cost
Comments
Email Mobile
$8000
$1000
$1000
Recurring cost for new students each year
Mediacore
$30,000
$30,000
$30,000

12. Annually
SharePoint Server
$15,000
Every 5 years
SharePoint Cals
$11,000
BJC DropBox
$390
Appointments
$1728
$1728
$1728
Annually
TOTAL
$66,118
$32,728
$32,728

13. Annually
Qualitative benefits
The qualitative benefits gained from this implementation are
satisfied students and increased student learning outcomes.
These qualitative benefits also have a positive effect on data
required by the accreditation agencies, student recruitment, and
GSON’s reputation.
Total Cost of Ownership
I do not have the labor costs; therefore, I could not determine
the TCO.
Conclusion - What is the impact of not implementing this new
application?
The price for not addressing these problems presented in this
case study may have an effect on the College:
1. Accreditation;
2. Student experience and satisfaction;
3. Market share and competitive advantage;
4. Over spending; and

14. 5. Antiquated teaching practices.