Going Google… Drive Eric Yamoah and Haris Azmi August 14, 2015

2 Why are we replacing SharePoint?  Google Drive has become a robust tool.  Experience will eventually deteriorate.  Why now? Beginning of the school year.  SharePoint’s Limitations – Long term effects of the business.  Limit to the number of libraries you can create.  Poor Integrations with other business tools.  Slow transfer speeds.  Multiple support tickets within a short period of time.  Google Drive has a seamless integration with Office  The Cloud space is dynamic and changes are constant.  Gives everyone a stable, fluid environment.

3 What do we lose from SharePoint? Check-In Check Out ability. Microsoft Office Online.

4 What do we gain with Google Drive? Integration with all Google Apps. (Gmail, Calendar, Search, Chrome) SSO Integration with Microsoft Office 365. Easy management of large content libraries, files and multimedia. Fast Upload and Download Speeds. Multiple file version histories. Shared file links are dynamic. Save money!!!

5 What does this mean for you? Integration with Office 2013 Office for Windows can now open Word, Excel and PowerPoint documents stored in Drive, then save any changes back to Drive once you’re done. If you’re working on a document, spreadsheet or presentation that’s on your computer, you can also save that file to Google Drive, directly from the Office apps. This is especially useful for sharing files with teams, or for accessing your files across devices.

6 Folder Structure Similar folder structure to SharePoint – With a few changes…

7 Folder Levels - Example Note Changes State is now abbreviated No longer “Archived Client Work” – Just “Archived” Shorter File names are ALWAYS better!

8 What does this mean for your Clients?  Current shared links within SharePoint will continue to work till the end of 2015 (12/31/2015).  Clients eventually needing access to files past this date shall be sent new links from Google Drive.  Transition will have ALL files previously in SharePoint, inside Google Drive.  Clients will have no issue downloading or viewing the documents.  Some School Districts already use Google Apps.

9 Best Practices Keep File names short. Save All your work within your Google Drive Folder. Utilize the Client folders for ALL Client related work. When sharing from Google Drive make sure to set the correct permissions. Use Google Docs, Slides and Sheets sparingly. Make use of your Office 2013 Capabilities.

10 Summary – What to expect Effective September 7 th 2015 – Go live with Google Drive. (SharePoint will still continue to run, however it will be in read-only mode.) Google Drive and necessary plugins, will be installed on all users machines by September 3 rd End of this year, December 31 st 2015, SharePoint will be shutdown. If client interactions based on old links are anticipated, please proactively reach out to provide new links. Future trainings will be conducted to highlight Google Drive features. TBD