1. Google Apps Update Global Go-Live Orientation! May 22 and 23, 2014

2. Google Apps Update Agenda ●Quick Overview ●What to Expect ○Google Apps ○Training and Support Resources ○Communications ●Coaches’ Roles ●Next Steps/Call to Action ●Q&A

3. 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.

4. What: Apps Overview Google Apps Update 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...

5. Quick Background Google Apps Project Team

6. How: Google Apps Phases Each 3-4 week phase consists of technical preparations, communications, training, and ends at the launch date. ●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

7. What Staff Can Expect for Mail: Google Apps Update 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

8. Your Calendar: Google Apps Update 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

9. Your Drive: Google Apps Update 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

10. What you can expect for training and support:

11. Training and Support: Google Apps Update Webinars: ● Introduction to Google Mail, Calendar, Drive ○(multiple session dates to choose from) ● Collaborating with Google Text Documents ● Evaluating with Google Spreadsheets ● Application of Google Presentations ● Illustrating with Google Drawings ● Collecting & Analyzing Data with Google Forms ● Graphing with Google Charts ● Custom Training for Google Coaches and Help Desk staff

12. Training and Support: Google Apps Update Future access to customized User Support Site: ✓ 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

13. Communication with Early Adopters: Google Apps Update ●Communication and change management facilitation from User Reps and Tech Reps ●Training information and project updates via GoogleNews@ucar.edu GoogleNews@ucar.edu ●Promotion of User Support and Google Apps project websites ●Opportunities for feedback and input to help Go-Live for all

14. Your Google Apps Support Team: Google Apps Update

15. Your Technical Point of Contact: Google Apps Update ●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

16. Your Technical Point of Contact Google Apps Update EntityName CISLGreg Woods, Gary Studwell COMETMalte Winkler EOLSantiago Newbery, Jody Williams COSMICJose Castilleja HAOKim Nesnadny IISDennis Ogg GLOBEJon Lang JOSSTravis Kuennen NESL/ACDTim Fredrick NESL/CGDMark Moore NESL/MMMCarter Borst UNIDATAMike Schmidt RALTor Mohling UCAR G&AKen Kim

17. Your User Representative Google Apps Update ●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

18. Your User Representative Google Apps Update EntityNameEntityName CISL, ASP, DIR Silvia Gentile (CISL), Scott Briggs (ASP), Cindy Worster (NCARDIR) JOSS, VSP VSP: Carrie Appel, Silvia Agnona (backup). JOSS: Tara Torres. COMETAmy StevermerNESL/ACD Carl Drews, Tim Fredrick (backup) COSMIC Michelle Harrison, Rebecca Metts (backup) NESL/CGDJake Davidoff EOL Vidal Salazar, Whitney Robinson (backup) NESL/MMM Kay Sandoval, Bonnie Slagel (NESL AO) FANDA Megan Delaney, Kristen Alipit and Susannah Martinez (backup) RALKaren Griggs GLOBE Julie Malmberg, Kristin Wegner (backup) SparkTeri Eastburn HAOAmy KnackUnidataWard Fisher IIS Mary Beth Reece, Pat Steinkamp (backup) UCP DIRCarey Reynolds JOSS, VSPVSP: Carrie Appel, Silvia Agnona (backup). JOSS: Tara Torres UCAR PresMichelle Flores, Zhenya Gallon(backup)

19. Your Google Coach Google Apps Update ●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...

20. 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

21. Thank you! Google Apps Update