Office 365 Update • Looked at Office 365 from university perspective • Engaged faculty and deans through University Committee on Faculty Affairs (UCFA) and Council of Research Deans (CORD) o Thoughtful questions led to further investigation o Mixed reaction of enthusiasm and caution from faculty o Interest in learning how other universities and colleges have transitioned to Office 365 and their experience o Identified Risks and Benefits of cloud email solution Risks of Office 365 • Lack of Executive Sponsor for MSU wide project. • Data is no longer housed (controlled) within MSU datacenters. • Data stored in US; however MS may route anti-spam, anti-virus filter services outside US. • Office 365 Tenants’ data is co-mingled with other Tenants’ data in the cloud architecture. • Outages in the ‘cloud’ leave MSU totally dependent on NON-MSU personnel to restore critical service. • Office 365 is a new product for Microsoft. Concerns Expressed • Hard 25 MB attachment limit; workarounds annoying. • Working offline while travelling may present difficulties. • Office 365 does not have full Microsoft Office desktop suite functionality; additional licensing needed. • Cost savings not obvious; who would pay for additional functionality and services? • Shared calendaring (both a benefit and a concern) • What would be exit strategy from cloud? • Hybrid environment recommended but why keep some accounts on-premise? Current Situation • Tom Davis and Cynthia Ghering met with new Executive Vice President, Dr. Satish Udpa, on his first day, Monday, March 18th. • Dr. Udpa asked IT Services and the Office 365 team to hold on a decision for 6 months. • Dr. Udpa recommends other MSU units also hold. • Office 365 new product; outages reported in business and higher education institutions. • Take time to evaluate Office 365 stability over time. • Evaluate efficacy of cloud email services for MSU. Future of mail.msu.edu “Over the last decade, MSU spent about $1M total on its email system, which is a rather small budget for a mission-critical enterprise system. For the little we spent, we got a surprisingly functional system in return, as we have highly qualified personnel on campus. We should look into what an adequate investment in email services would buy us in-house.” - University Committee on Faculty Affairs (UCFA) Ad-Hoc Committee on Email System Migration Report Next Steps • Continue to monitor universities that moved to Office 365 especially re: stability and functionality. • Continue to plan for mail.msu.edu future: • 150+ Exchange servers on campus o GroupWise and other email systems also o No central calendaring service o Lack of storage • Faculty/staff = 1 GB storage • Students = 512 MB storage Next Steps • Evaluate costs and potential solutions: o Upgrade mail.msu.edu hardware infrastructure and increase (double) storage • Rough estimate is $750,000 o Licensing costs for university-wide CampusAD and Exchange email system: • Rough estimates: - $414,000 for faculty/staff for 3 years - $1,152,000 for students for 3 years • Gauge campus interest; explore cost models.