Moving to Office 365 - San Mateo County Community College District

Technology Update – Spring 2014
Jasmine Witham
Eric Raznick
• WebAccess/Moodle Upgrade
• Office 365 Migration
• SharePoint Upgrade
• Misc. Changes (A Potpourri)
WebAccess 2+
• Mar 2013 – Formed MUTT with Colleges
Moodle Upgrade Training Taskforce
Jasmine Witham, Peter Bruni, Jane Rice
Alexis Alexander, Chris Smith (ITS), Christopher Smith (CSM),
Diana Bennett, Ricardo Flores, Tania Beliz, Yun Mei
Lawrence, Theresa Martin, Alan Miller, Jim Petromilli
WebAccess 2+
• Mar 2013 – Formed MUTT with Colleges
Moodle Upgrade Training Taskforce
Jun-Aug 2013 – Taskforce Created Tutorials
Sept 2013 – Sandboxes for all Faculty
Oct 2013– Jan 2014 – Workshops Offered
Oct 2013 –Spring 2014 Course Shells Available
Jan 8, 2014 – WebAccess 2+ Launched
WebAccess 2+
WebAccess 2+
• More Modern Look & Feel
• Easier to Navigate Courses
• Easier to Move Content Between Blocks (move files
between lessons or weeks)
• Drag and Drop Files (easy uploading)
• Personalized Learning Designer - Feature of gradebook to
set rules for notifying students.
WebAccess 2+
Old Site – Moodle 1.9
New Site – Moodle 2.5
WebAccess 2+
WebAccess Issues
Issue Type
Largest issue the start of
Spring 2014 is that faculty
did not make their courses
available to students.
Courses hidden by default.
Site Malfunction
Grade book
Third Party plugin/add-on (e.g.…
Email Issue
Course Listing Issue
User Not Found
User Cannot Login
Course Content
Backup/Restore or Import
WebAccess 2+
WebAccess Archives
• Old site is available:
• Working with a consultant to help us create an in-house
archive for auditing purposes so we can keep
5 years worth of student participation
• For now, it is the instructor’s responsibility
to export the gradebook each semester,
just as if it were an in-person course.
WebAccess 2+
• Old Version Available:
• Number of Courses - Spring 2014:
• Cañada = ~250
• CSM = ~350
• Skyline = ~450
• Faculty Logged in 2014: 496
• Current Active Students: 15,346
Predicted Students: 18,000
Predicted Faculty: 530
WebAccess 2+
• Transitions Site
• Online Manuals
• AeLearn Support Center
• Support Tickets - 7 days a week - 6:00 AM-9:00 PM
• Support Calls - Monday-Friday - 9:00 AM-5:00 PM
• Distance Ed/Instructional Designers
• Cañada College (CIETL Center) -
Contact: Jane Rice
• College of San Mateo (DE Office) -
Contact: Alexis Alexander
• Skyline College (CTTL) -
Contact: Ricardo Flores
Office 365 Migration
Spring 2014
Office 365 Migration
What is Office 365?
Office 365 or O365
is a hosted service
from Microsoft that
provides collaborative
applications like
email, voice-mail,
instant messaging
(IM) and SharePoint.
Office 365 Migration
How are we setup today?
Email is Microsoft Exchange 2007
Voice-mail is Siemens Xpressions
SharePoint is Microsoft Sharepoint 2007
All the hardware is hosted on-site in the
ITS Server Room and supported by ITS
Office 365 Migration
What will change?
Office 365
Email Storage Size
Email Address
[email protected]
[email protected]
SharePoint Version
Exchange Version
Lync, OneDrive
Voice Mail Message
Unified Message (arrives
attached to email)
Unified Message – with
text transcript!
Office 365 Migration
Why Move?
• Voicemail is Old, Non-Compatible, Expensive to
Upgrade and does not support current version of
• Hosting Email & SharePoint in-house takes a lot of
• 12 servers (expensive to maintain)
• Complex support requirements for IT staff.
• Limited storage (backup constraints)
Office 365 Migration
Will someone from outside the District have access
to my messages?
Microsoft is contractually obligated to maintain
privacy of our messages. A statement on the Office
365 web site says:
“Your data is not mined to create advertisement products. Office 365 does not build
advertising products out of customer data. We don’t scan your email or documents for
building analytics, data mining, or advertising, or to improve the service.”
More information about privacy can be found at:
Office 365 Migration
iPhone & iPad?
How do I configure my iOS device (iPad, iPhone) to
work with Office 365?
• Easy to setup because of auto detection
• Takes 2 minutes
• You may have to delete and recreate the account
PLUS Office365 Mobile Apps
(Email, SkyDrive Pro, Lync)
Office 365 Migration
How do I configure my Android device to
work with Office 365?
Server name:
Username: [email protected])
Domain: domain blank
PLUS Office365 Apps
Office 365 Migration
I want to access from
the web, has
anything changed?
Old Address:
New Address:
You can always find a link to web mail from the portal page.
New look for Outlook –
Office 365 Migration
Office 365 Migration
What is new with voice-mail?
• Transcription (if under 60 seconds) delivered to your email
• Voice Command Menus
• Missed call message
Will my Message Waiting Indicator on my Siemens phone turn
red when a new voice message arrives?
Office 365 Migration
Office 365 Migration
Lync gives you instant messaging (IM),
desktop screen sharing, PC to PC audio
and video calls and more.
Future: replace Siemens phone system with Lync
Office 365 Migration
• Online storage (25 Gigs!)
• Access from anywhere
• OneDrive desktop App
• OneDrive mobile Apps
• Easily Share Docs with co-workers
Similar to DropBox
Office 365 Migration
When can I use it?
• Pilot started in Oct 2013 – over 60 people moved.
• We expect to have all email accounts moved in early spring
You will be contacted prior to your move with details about when
your account will move and technical information about what is
How do I get more information?
Office 365 Migration
ITS Office 365 FAQ -
Microsoft Office 365 Training -
Contact the ITS Helpdesk at x6543 or submit a work order from the Portal
How do I get more information?
Sharepoint Upgrade
Old Site – Sharepoint 2007
New Site – Sharepoint 2013
Sharepoint Upgrade
Sharepoint (Team Sites)
New Upgraded Interface
Edit Documents Online
Drag and Drop Uploading
Easier Collaboration
Better Integration with Office 2013
More Robust MySites (like having our own Facebook)
Easily Save Docs Directly to Sharepoint
No Public Sites
Sharepoint Upgrade
Working with Microsoft Partner
Total Sites Being Migrated: 538
Bringing Over Files, Structure & Permissions
All Sites Migrated
Email to Users Migrated to Kick the Tires
URL Changing to
• Launch (hopefully) March 17th…
Sharepoint Upgrade
New Version Links– Go Play
1.Digital Signatures
2.Wifi - Public splash page
3.Office 2013
Digital Signatures
What is a Digitally Signature?
Digital signatures are ways you can legally sign a
document. An electronic signature is a certificate that
only shows up on your computer when you login to our
network. It validates your identity by your email
credentials. Software such as Adobe Acrobat and Word
will recognize there is a digital signature certificate on
your computer allowing you to digitally sign documents.
Digital Signatures
Digitally Signing Documents
Digital Signatures
Create Form in Word
Digital Signatures
Open Adobe Acrobat Pro
Digital Signatures
Digitally Signing Documents
Digital Signatures
Digitally Signing Documents
Wifi Public Splash Page
Office 2013
• Latest version of Microsoft Office suite for
• Files are compatible with previous version
• Available upon request – submit an ITS
Helpdesk request to have your computer
• Soon to be standard on new District

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