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Campus Calendaring Work Group Meeting 9/28/2011

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Date and Time: 
September 28, 2011 - 9:00am - 10:00am
Location: 
SAASB 4101WW
Agenda: 

Campus Calendaring Work Group Meeting

September 28, 2011


1. Using Office 365 as a "Stand Alone" calendar -- Jamie and Randall will report on their conference call with Microsoft (scheduled for 9/26) on this topic.

2. Cross-Calendaring with Google -- Jamie and Randall will report on their conference call with Microsoft (scheduled for 9/26) on this topic.

3. Our latest decision - Any further discussion regarding the recommendations we're contemplating?

4. Google Apps for Education Support - Any further discussion, debate, regarding the language to be included in our report on cross-calendaring between Google and Office 365.

5. Additional Items Reports

 

Support Structure(s) Implementation/Operation Structure End user and Tier 2 Support – Assigned to Jason

Cross calendaring support Understand and explain – Not assigned, but still to be understood

Governance Committee – Assigned to Doug

Campus Implementation Group – Assigned to Randall

Service Costs – To be determined after other items are resolved

Migration from CorporateTime to Office 365 – Assigned to Jamie

Provisioning/Authorization – Assigned to Matt

Calendar-Only Integration For those not (yet) migrated, using their own email service – Assigned to Jamie

6. Other (spontaneously generated) items

Notes: 

Campus Calendaring Work Group Meeting

September 28, 2011

Present

Andy Satomi

Bill Doering

Bill Koseluk (representing Alan Moses)

Chris Sneathen

Jamie Sonsini

Jason Simpson

Jim Woods

Kip Bates

Matthew Dunham

Nathan Walter

Polly Bustillos

Randall Ehren

Thomas Howard

 

Not Present

Alan Moses

Bruce Miller

Daniel Lloyd

Doug Drury

Richard Kip

Ted Cabeen

 

Using Office 365 as a "Stand Alone" Calendar

Jamie and Randall shared what they learned during a conference call with Microsoft earlier this week.

Each individual using this service will have a unique email address associated with their account.  This then, leads to several options for those choosing to use Office 365 as a stand-alone calendar:

Use the Office 365 Web Access or the Outlook client to manage their calendar and the email traffic associated with their calendar.  This would provide a full-fidelity calendaring experience.

Have email traffic associated with their calendar forwarded to their primary email address.  Their presence at meetings to which they have been invited would be “tentative”, but the meeting owner would receive the email reply (if sent) informing them that the individual was (or was not) attending.  They would use the Office 365 Web Access (or Outlook) to directly interact with or manipulate their Office 365 calendar.

Randall reported on additional information gathered during the conference call related to the feature set of Outlook for Macintosh (a significant improvement over the Entourage client).

Cross-Calendaring with Google

Jamie and Randall also explained that they had learned (from Microsoft and then after corresponding with Google) that the interoperability available between Office 365 and Google Apps for Education relied on the Microsoft Exchange Web Service (EWS) feature (available in Office 365).  Randall heard from Google that support “in the cloud” for Google interacting with EWS was soon to be released.  We decided to forestall further discussion on this topic until after this product was released and we could more fully understand exactly what might be available with regards to cross-calendaring.

Our Latest Decision regarding our Recommendation

After some additional discussion, including some small word changes we all agreed to the following set of recommendations:

Microsoft Office 365 be provided at the base level (no cost for Faculty and Staff).

That Microsoft Office 365 be recognized as the campus "standard" for calendaring.

A centralized support structure be put in place to provide tier 2 support for this product.

In response to the campus Operational Effectiveness Steering Committee interest in campus-wide collaboration, we recommend that they consider the acquisition of Microsoft Office 365 at the Plan A3 level.

This level of licensing includes advanced collaboration features, which may provide the necessary infrastructure for campus-wide collaboration, as well as licensing for standard Microsoft desktop software.
We further suggest that an analysis of campus-wide expenditures on Microsoft licensing be conducted to determine how the campus may be able to leverage these expenditures for greater campus benefit.

We talked about adding additional elements to our recommendations to address those choosing not to use Office 365 and also for those on campus using (and who will continue to use, at least for a while) Microsoft Exchange.  Jamie volunteered to craft language to be shared on these topics.  In general the inclination was to acknowledge these situations and recommend that the support organization provide “best faith effort” to provide whatever interoperability might be available.

Google Apps for Education Support

Based on the discussion (described above) regarding Google’s (eminent) release of cloud-support for EWS, we decided to delay further debate on this topic until after Google’s release.

Additional Items Reports

Those present, and prepared, shared their “bare bones” description of how we might approach each of our additional items.

Support Structure(s)

Jason and Randall each shared a diagram of the support organization they would envision (roughly based on the current Oracle Calendar support group).  Their thinking is to have a service manager, staff dedicated to providing “technical support”, staff to provide “tier 2” and “tier 1b” support.

Technical support staff would be responsible for on-campus technology (including interaction with the Identity Management service) related to Office 365 services.  Tier 2 support would provide a point of aggregation of problems and communication to the service provider regarding end-user issues and coordination (and implementation) of training for tier 1 support staff across campus.  Tier 1b efforts would be associated with desktop support and would mostly be in the form of materials useful for those end-users without local tier 1 support.

Cross calendaring Support

Determining our position in this area will be left until after we understand Google’s support for EWS and that interaction.

Governance Committee

Assigned to Doug (Doug was not present, so there was no report)

Campus Implementation Group

Assigned to Randall (Not yet discussed)

Service Costs

Jamie volunteered to work with Randall to prepare some preliminary assessment of the staffing costs associated with the plan proposed.  As this information is shared by the entire Work Group we will add in other cost elements.

Migration from CorporateTime to Office 365

Jamie had, via email, shared a spreadsheet (prepared by David Alix) which described the migration features available from Sumatra and CalMover.  We agreed that our report should recommend that a sensible migration be included as part of this project, but the selection of the actual product used left to those responsible for the service (and governance).

Provisioning/Authorization

Matt described, in some detail, his “straw man” for provisioning Office 365 accounts.  Following this description and associated discussion we agreed that our campus’s central identity system should be the source for provisioning and that activation of Office 365 accounts should not be automatic (requiring the individual or department to take explicit action).

Calendar-Only Integration

Jamie provided this information as describe above.

Other Items

Jason shared his recent discussion with Microsoft regarding campus-wide licensing models currently being crafted for UC Davis and UC Berkeley.  Some preliminary numbers were shared, but clearly more discussion and deliberation will be required by those responsible for funding.

Jamie, who will be on vacation Sep 30 – Oct 3, asked Randall to prepare, share and post the agenda for our next meeting (October 5).