Transcript Google Apps Update Global Go-Live Orientation! May 22 and 23, 2014 Agenda ● Quick Overview ● What to Expect ○ Google Apps ○ Training and Support.

Google Apps Update
Global Go-Live Orientation!
May 22 and 23, 2014
Agenda
● Quick Overview
● What to Expect
○ Google Apps
○ Training and Support Resources
○ Communications
● Coaches’ Roles
● Next Steps/Call to Action
● Q&A
Google Apps Update
Drivers for Google Apps?
● We are ready to replace Meeting Maker!
● Advantages of cloud-based email & 99.9% reliability
● Easy access to email and calendar from anywhere.
● Google’s commitment to continuous innovation.
● A suite of collaboration applications (Google Drive,
Docs, Slides, Sheets, Groups, Hangouts,
○ Google+ and more!)
Your email and calendar available anytime,
anywhere, on any device.
Google Apps Update
What: Apps Overview
Our initial GoogleApps rollout will focus on the following:
Gmail - replaces 14 lab/program mail servers
Calendar - replaces Meeting Maker and Room & Resource Scheduler
Drive/Docs - “office” applications (Docs, Sheets & Slides) options,
dynamic document collaboration (internal and external) and storage
Groups - user-created groups with mailing lists and docs will replace
mailman and email aliases later this year
Followed by an organization-wide release of the following:
Hangouts - text chatting and video conferencing for up to 15 interactive
participants or webcasts (1:many)
Google+ - manage connections to people
YouTube - catalog and publish video asset
and other apps...
Google Apps Update
Google Apps Project Team
How: Google Apps Phases
Each 3-4 week phase consists of technical preparations,
communications, training, and ends at the launch date.
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Phase I – Plan and Prepare - refining throughout
Phase II – Core IT (Beta) - 4 weeks, launch April 28
Phase III – Early Adopters - 3 weeks, launch May 19
Phase IV – Global Go Live - 3 weeks, launch June 9
Google Apps Update
What Staff Can Expect for Mail:
• Migration (copy) of all mail (<25MB), mail and sent folders and
“savedfromtrash” from current mail server into Gmail
• Switch to Gmail on June 9 and storage of your retired email account for a
minimum of at least 3 months
• We recommend using Gmail in a browser and mobile apps for a full
featured version or you can opt to continue to use Thunderbird, Outlook,
Mac Mail, or other IMAP client as a front-end for Gmail*
• Message limit of 25MB; large attachments shared via link to Drive
• Up to 30GB combined storage (Gmail and Drive) per account, programs
may purchase additional storage @ $40 annually per 20GB increment
*contact your Technical Point of Contact for support
Google Apps Update
Your Calendar:
• Opportunity to create an archive copy of your Meeting Maker calendar for your
records (different format options)
• Switch to Google Calendar on June 9 with access to your historical Meeting Maker
data for 6 months
• On Global Go-Live June 9 - a Google Calendar populated with Meeting Maker &
RRS data including:
* Historical meeting data from January 2010 to present
* Current and proposed meetings, including attendees, conference
rooms, and recurrence
* Banner equivalents (called All-Day Events in Calendar)
* Private events will remain private
* More details next week
• Channels for requesting Event and Multi-Media services
Google Apps Update
Your Drive:
• Docs, Sheets and Slides “office-like” applications
• Immediate ability to create, share, & collaborate on
docs, spreadsheets, & presentations
• Drive supports files up to 10GB each, can share
inside and outside UCAR
• Documents in native Google Apps formats don’t
count toward your 30G storage limit
Google Apps Update
What you can expect for training and support:
Training and Support:
Webinars:
●
Introduction to Google Mail, Calendar, Drive
○
(multiple session dates to choose from)
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Collaborating with Google Text Documents
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Evaluating with Google Spreadsheets
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Application of Google Presentations
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Illustrating with Google Drawings
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Collecting & Analyzing Data with Google Forms
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Graphing with Google Charts
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Custom Training for Google Coaches and Help Desk staff
Google Apps Update
Training and Support:
Future access to customized User Support Site:
✓
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Full-length instructional videos
Segmented topic videos
Quick-start guides
Life after…(Outlook, Meeting Maker,
Thunderbird, Mac Mail) guides
First Days slide shows and guides
Links to Google help centers
Expert-level resources for deep dives
Tempus Nova YouTube channel
Google Apps Update
Communication with Early
Adopters:
● Communication and change management facilitation
from User Reps and Tech Reps
● Training information and project updates via
[email protected]
● Promotion of User Support and Google Apps project
websites
● Opportunities for feedback and input to help Go-Live for
all
Google Apps Update
Your Google Apps Support Team:
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Your Technical Point of
Contact:
● Works with Tech Leads to identify solutions to
unforeseen or unique needs
● Serves as resource to User Representative
teammates
● Communicates technical questions and answers
● Works with Tech Leads during migration of accounts,
mail, calendar, and documents
● Helps evaluate staff readiness
● Supports project debrief
● Champions Google Apps Project
Google Apps Update
Your Technical Point of Contact
Entity
Name
CISL
Greg Woods, Gary Studwell
COMET
Malte Winkler
EOL
Santiago Newbery, Jody Williams
COSMIC
Jose Castilleja
HAO
Kim Nesnadny
IIS
Dennis Ogg
GLOBE
Jon Lang
JOSS
Travis Kuennen
NESL/ACD
Tim Fredrick
NESL/CGD
Mark Moore
NESL/MMM
Carter Borst
UNIDATA
Mike Schmidt
RAL
Tor Mohling
UCAR G&A
Ken Kim
Google Apps Update
Your User Representative
● Facilitates change management
● Communicates about project, scheduling and training
● Represents and communicates user requirements and
needs
● Partner with Google Coach and Tech Point of Contact
teammates
● Supports user readiness
● Champions Google Apps Project
Google Apps Update
Your User Representative
Entity
Name
CISL, ASP,
DIR
Silvia Gentile (CISL), Scott Briggs JOSS, VSP VSP: Carrie Appel, Silvia
(ASP), Cindy Worster (NCARDIR)
Agnona (backup). JOSS: Tara
Torres.
COMET
Amy Stevermer
COSMIC
Michelle Harrison, Rebecca Metts NESL/CGD Jake Davidoff
(backup)
EOL
Vidal Salazar, Whitney Robinson NESL/MMM Kay Sandoval, Bonnie Slagel
(backup)
(NESL AO)
FANDA
Megan Delaney, Kristen Alipit and RAL
Susannah Martinez (backup)
Karen Griggs
GLOBE
Julie Malmberg, Kristin Wegner
(backup)
Spark
Teri Eastburn
HAO
Amy Knack
Unidata
Ward Fisher
IIS
Mary Beth Reece, Pat Steinkamp UCP DIR
(backup)
JOSS, VSP
VSP: Carrie Appel, Silvia Agnona UCAR Pres Michelle Flores, Zhenya
(backup). JOSS: Tara Torres
Gallon(backup)
Google Apps Update
Entity
Name
NESL/ACD Carl Drews, Tim Fredrick
(backup)
Carey Reynolds
Your Google Coach
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First day Facilitator
Guide to the User Support Site
Resource for introduction to the Apps
Your Help You Find the Answer Person
Partner with Help Desk support, Tech Point of Contact
and your User Representative teammates
List available on the User Support Site next week...
Google Apps Update
Next Steps:
● Register for and attend Mail, Calendar & Drive Webinars
and classes between June 2-13
● Explore and use the User Support Website beginning
late next week
● Take any advanced topic webinars that interest you
● Explore using Chrome
● Check in with your Google Coach
● Follow the First Day Instructions
● Ask questions
● Attend the Open Mic Webinars throughout the first week
● Be sure to set aside time the first week to get
acquainted with Google Apps
● Have fun!!
Google Apps Update
Thank you!
Google Apps Update