Riding the Wave of Change
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Outsourcing University of Alberta Email - A Bold Step Forward
Rob LakeInformation Technology Planning and Forecasting Officer
Jonathan SchaefferVice-Provost (Information Technology)
University of Alberta
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
IT World is Changing
Fast network connections
Social networking
Cloud computing / Software as a service
Ubiquitous wireless access
Fundamental paradigm shifts that will dramatically impact how we deploy IT
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Where Do We Want To Be?
IT world is changing rapidly but universities are usually slow to change
We run the risk of offering an antiquated IT environment to our faculty, staff and students
Universities are all about change; we should embrace it, not fear it
Can we change the way we think about IT so we can free up resources to change IT?
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
The Generation Gap
Students Faculty/Staff
Mobile computing Desktop computing
Texting Memos & email
Cellular telephones Desktop telephones
Social networking Face-to-face
Google apps Microsoft Office
Non-local computing infrastructure Local computing infrastructure
Open Proprietary/commercial
Digital Media Print media
Open Private
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Our Philosophy
Core mandate of the University of Alberta is research and teaching
IT is an enabler
Some IT components have become known as utility computing
Where appropriate, we should consider getting out of the utility computing business
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Dare to Change?
Are we prepared to challenge the status quo?
Can we think about doing things differently?
Can we move towards deploying modern IT across the entire campus?
If not, we run the risk of providing core IT that is seen as irrelevant
Let’s start with one area for change…
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
University of Alberta Email
Over 30 independent email systems on campus
Each has their own hardware, software and people resources
No central calendaring
At least 37 Blackberry servers on campus
Does this make sense?
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
The Business Case
A single email system on campus:– simplifies IT / Blackberry infrastructure– enables university-wide calendaring– simplifies emergency response– improves security– enables cost savings by removing duplication– frees up valuable IT personnel time– supports green computing– addresses auditor concerns
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Solution 1: In-house
Provide an in-house solution
Expand our central infrastructure to support all email/calendaring/Blackberry needs
Investigated several options; two in-depth– Microsoft and Zimbra– Expensive
Need to explore other options
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Solution 2: External Local
Get out of the utility computing business
Find a local provider
Investigated Telus– Annual cost per mailbox; too expensive– No calendaring
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Solution 3: External
Gmail: Email provided by Google– Large default email box (7.4 GB)– Email integrated with calendaring– Google apps (including docs and tools)– Backups and disaster recovery– Google’s service is free, but there is a cost for
increased network access– Create central Blackberry service
Many are already using Gmail
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
The Proposal
Commit to one email system for the University of Alberta– Follow in the footsteps of CCIDs and wireless– Create a new way of thinking about IT– Open the door for creating IT economies of scale where
appropriate
Commit to an external provider: Google– Major increase in functionality for many
• Goes beyond just email and calendaring• Get out of the utility computing business (where it makes
sense)• Focus IT investments on furthering the mission of the
University of Alberta
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Gmail FAQ (1)
It’s free. What’s the catch?
Creating customer loyalty: Google wants us to fall in love with its products so when people leave the University they continue to use Google
Claiming market share: 110,000 Google accounts is 110,000 less for the competition
Industry practice: Microsoft and Apple have done this for years by heavily discounting or giving away for free some of their products
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Gmail FAQ (2)
Is University of Alberta Gmail the same as the Gmail version I can already get?
Education Gmail is NOT Public Gmail!
We will continue to own the ualberta domain: [email protected]
We will control CCIDs and passwords on campus
We will own the data
No advertising
No data mining
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Gmail FAQ (3)
Is using Gmail the same as using Outlook?
Gmail is a different email program but it has essentially the same functionality
Full benefits from using the web-based interface
Can still read email using your favorite email reader (possibly with a limited features set)
Most popular Microsoft features supported in the web client
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Gmail FAQ (4)
Is Gmail secure?
Email is neither private nor secure!
Gmail offers the same or improved security over existing campus systems
Enforces de facto campus-wide policies
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Gmail FAQ (5)
Gmail is hosted on servers around the world including the USA. What about the Patriot Act?
Alberta has strict privacy laws that must be followed (FOIPP)
Privacy Impact Assessment (PIA) completed and accepted in March 2010 by the Alberta Office of the Information and Privacy Commissioner
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Privacy (1)
From the Office of Internal Audit:
“… Internal Audit believes that the risks can be managed with the appropriate due diligence, including such steps as conducting a Privacy Impact Assessment, ensuring clarity of data ownership, and gaining appropriate assurance that security will be effective.”
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Privacy (2)
From the Canadian OIPC:
“The risk of a U.S.-based service provider being ordered to disclose personal information to U.S. authorities is not a risk unique to U.S. organizations. In the national security and anti-terrorism context, Canadian organizations are subject to (and may be just as likely to receive) similar types of orders to disclose personal information of Canadians to Canadian authorities. There are also several formal bilateral agreements in place between analogous Canadian and U.S. organizations that provide for the cooperation and exchange of relevant information.”
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Privacy (3)
From the Alberta OIPC:
“… users of the University email system must be informed that their emails will reside in a foreign jurisdiction and will be subject to the laws of that jurisdiction, such as in this case, the USA Patriot Act. Individuals can then make an informed decision about what kind of information they will transmit through email. The University has agreed to inform the student body and employees that it won’t be able to guarantee protection against possible disclosures of emails residing in the United States.”
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Status (1)
ualberta.ca Gmail domain has been set up– Local authentication working– Developing a second authentication mechanism– Support a forwarding capability
Gmail operational for pilot projects– Five groups tested– Excellent user feedback– Many individuals see the move as enhancing their
work environment
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Status (2)
Mandated by the Vice-Presidents
Currently working with Google’s lawyers on an agreement that recognizes Canadian and Provincial laws
Bottleneck for past six months
We will not switch over until such an agreement is in place
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
Dare to Change?
These are difficult times for the university
Campus-wide email/calendaring addresses many concerns
Gmail offers many advantages and the few disadvantages can be addressed
CANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of NewfoundlandCANHEIT | Riding the Wave of Change | June 13-16, 2010 | Memorial University of Newfoundland
For More Information
www.vpit.ualberta.ca/email
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