Valparaiso University Gmail Migration Presented by: Becky Klein, Manager of Client Services Matt Smith, Technical Support Specialist Your Presenters Becky Klein Matt Smith (Not The Dr.) Valparaiso University • Private, coed, 4-year, residential, Lutheran • Northwest Indiana, ~1 hour from Chicago • 5 undergrad colleges offering over 70 majors, plus over 40 masters’ programs in Grad School and School of Law • 4000 students from over 50 countries The Big Picture • How did we choose Google Apps? • How did we migrate students? • How did we market to faculty and staff? • How did we migrate faculty and staff? • How successful was our overall process Student Migration • Student Committee chose Google Apps over [email protected] • • • • FOCUS (new student orientation) Migration Opt-In 3 day process Student Aid Accounts • Major Lesson: People are too busy to read all of the directions in an email Revised Approach for Faculty and Staff • Marketing, lots and lots of marketing – Deadline set by the President’s office – High profile early adopters – Google migration website: valpo.edu/googleapps • • • • “Meet and Greet” Sessions Departmental liaisons Ongoing training Day of migration on-site support [email protected] “Meet and Greet” Sessions for Faculty and Staff Before After The Migration Process Schedule Dept. Migration Department Meeting (2-3 weeks prior to migration) Recon / Migration Prep (1-2 weeks prior to migration) PreMigration (1 week prior to migration) Migration Day Department Meetings Pre-Migration Stage Malformed: Corrupted data (cannot be migrated). Too Big: Email over 20MB in size (“too big” for Gmail to accept). What was copied? • • • • • • • Mail Calendars Contacts Attachments Tasks Archived Mail* Notes WHAT DO USERS GET WITH GOOGLE APPS? Mail (25GB) Calendar Documents Groups Contacts Much more Shared GroupWise Resources GroupWise IMAP Google IMAP Training Opportunities Face-to-face sessions – both general and customized for departments Also utilized many Google Apps courses on lynda.com • Gmail Essential Training • Gmail for Power Users • Google Calendar Essential Training • Google Docs Essential Training SANDBOX TIME Go to www.valpo.edu/gmail Username on sticky note Password = Pass4Training (Case Sensitive) Customizing the Process for Departments • Departments told IT who needed to migrate and when – Options for delaying an individual as needed • Facilities Management; Dining Services – Open lab times that accommodated their staff schedules • Emeritus and Retirees – Open lab times in the evening Survey Feedback • 81% of respondents were Satisfied or Very Satisfied with Gmail as an email client. • 82% of respondents agreed that Gmail was an improvement over GroupWise. • 84% of respondents rated the Gmail migration experience as Good or Excellent. • 86% of respondents were Satisfied or Very Satisfied with the over quality of the migration. • 91% of respondents were Satisfied or Very Satisfied with communication about the migration from IT. “Don't know where to start. It's like driving a new Mercedes after several years in a '73 VW Beetle.” “IT did a great job communicating the migration process, providing hands-on training, and problem solving. Thank you for making this change so easy for us.” Post Migration Party Big Lessons Learned • The more personal you make the migration, the better it is received. • If you build it (and then offer it three times a week) they will come. • A special contact person makes all the difference • Over communication is KEY! Questions??? [email protected] [email protected] A separate technical paper is available for those who are interested. Please take our business card and request a copy via email.