1. College Email Solutions Why ? Michael Nowlan Information Systems Services University of Dublin Trinity College With thanks to the staff of IS Services, TCD

2. Why ?

3. Definitions  Undergraduate Students  Postgraduate and Research Students  All staff

5. Millenials & Digital Natives  Students today have never known a time without computers  Universal ownership and usage of mobile communications devices  Totally at home with the “new” digital world  Soon will be displacing the Digital Immigrants on the job market – totally at home with the always- on internet

7. Instant Everything  Survey!  How many people sent or received an IM in the last 24 hours ?  How many people sent or received a Text message (SMS) in the last 24 hours ?  What is the difference ?

9. Presence  Telephone Tag  Instant message with Presence is the future

10. Email  Email is an unsatisfactory communications tool  Email is for “old” people  Email is on its last legs…

11. CAO 2007  84% or applications online  16% foreign or “old” people  Of the online applicants 97.8% supplied an email address – even though it was not required

12. Email for Students  Why do we go to the expense of providing an email service for students ? If 98% of our incoming students already have an email address and service.  In November 2007 – I cannot think of a single reason for 3 rd level Colleges to provide email for their students!

13. Marketplace in November 2007 for Email storage  DIT: 40MB  Ireland.Com: 100MB – you pay for it  UCD: 500MB  Google: 2GB – now 4.5GB  Microsoft: 5GB  Yahoo: Infinite

14. Costs - Gartner  College home grown: $4/user/month  Microsoft old offering: $3/user/year  Exchange service: $10/user/month  External service: $1.5/user/month  “Free”: $1/user/month

15. TCD Undergraduate Costs  Internal€43K / year  Exchange€109K / year  Hosted€16K / year  “Free”€11K / year

16. Why Replace TCD’s email system?  Hardware at end of life  Software very labour intensive  Limited future

17. TCD Email Review  Define requirements  Look at market  Segment service components  Select Products

18. Segmentation of services  Undergraduate, Postgraduate, Staff  Mobile and Fixed users  Email Management, SPAM/Virus  Select best point solutions at the time

20. SPAM/Virus Filtering  In-house too costly  Lack of responsiveness  Use a service which is dedicated to this function

21. Exchange Hosted Services  Easy implementation, no requirements for Exchange  Few problems  Massive payback  Eliminate SPAM/Virus overheads  Only processing 20% of email  … no need to replace email systems!

23. Enhanced Student Service  Familiar interface  Storage  Seamless access at home and abroad  Retain address format: @tcd.ie  Retain email address after graduation

24. Hosted Solutions Considered  Google - Gmail  Microsoft - Live Environment

25. Google Apps for Education  2 GB storage – now 4.5GB  Applications: Gmail, Google Talk, Google Calendar, Google Docs, Page Creator and Start Page  No ads for registered students  Price: no charge by Google

26. Microsoft Live @ EDU  5 GB storage  Applications: Hotmail, Calendar, Address Book, MSN, SkyDrive  No ads for registered students  Price: no charge by Microsoft

27. TCD Selected Gmail  Conceptual issue of hosted service  Fears of loss of control  Privacy concerns, data hosted off-island  Don't be evil ?

28. Implementation so far  Most students have moved voluntarily and with problems – largely password related  Privacy concerns  Accessibility issues  Yet to face legal issues over logs and tracing nefarious activities  Uncontrolled interface changes

29. Some Numbers on 1 st November 2007  Students would have been using a maximum of 750GB in TCD  22,297 TCD Gmail accounts  Using 309GB, up from 164GB on 1 st October, 1 person using > 1GB  Gmail quota 45,641 GB which does not reflect the increase from 2GB to 4.5GB

30. The Future for Students  Integrated Calendars  Online shared documents, collaborative editing, spreadsheets  Online storage for files  Integrated access in a mobile environment  Access facilitated through an Identity Management system/service

32. Staff Email  In November 2007 – I can think of many reasons for 3 rd level Colleges to provide email for their staff and research students.  Intellectual Property (IP)  Privacy  Control

33. TCD Staff Email  Exchange Service  Outlook on the desktop  OWA for mobile users  2 GB resilient storage  Enhanced service rolling out in late 2007

34. Lessons Learned  Think Latterly  May be more than one solution  Beware of dogma  Beware of the capabilities of the Digital Natives – they may not live up to the expectations – limited narrow expertise

36. Illustrations by Ken Coogan www.kencoogancaricatures.blogspot.com www.kencoogancaricatures.blogspot.com