1. U-M Collaboration Suite www-sig Meeting July 8, 2010 Cindy Wells Deputy CIO Information Technology and Services

2. Agenda Overview of finding around collaboration tools in use at U-M Process to select collaboration tools for UM 2

3. Current Self Reported Collaboration Services 3

4. Email at U-M Currently ITS runs two different e-Mail services – IMAP internally developed service Accounts are provisioned for every user Base funded and free to campus Lack of integrated calendar has pushed adoption of other solutions – ITS Microsoft Exchange Opt-in model - current rates are $108/per user per year Relatively low percentage of campus users are using service Dearborn, Flint, and UMHS all run different email services for their respective campuses – Funded centrally and accounts are provisioned for every user Many users are forwarding their UMICH email to internet (cloud-based) email services 4

5. Email at U-M Campus Provided Email UMICH Accounts Forwarded to Cloud Email Providers TotalFac/StaffStudentAlumniOtherUnknown Gmail60,0793,2123,23645,0343,5685,029 Yahoo24,83542957217,1623,0363,636 Hotmail19,65622541014,1901,8762,955 AOL10,5751711236,7842,1431,354 Comcast6,327170703,6711,650766 Total121,4724,2074,41186,84112,27313,740 Due to UMOD accounts that forward email to more than one email provider the numbers due not represent a 1-to-1 forward ratio. provider. An individuals may have more than one role at the University, such as staff + student, faculty + staff, staff + lecturer, etc. As a result individuals may be counted more than once. Active Accounts Total Accounts ITS Exchange7239 IMAP6923381147 UMHS Groupwise2252929921 Dearborn Zimbra1000012050 Flint Faculty/Staff Exchange1100 Flint Student/Alumni Exchange1300017000 Total123101148457 5

6. Calendaring at U-M Calendaring is fragmented and integration between calendaring systems is limited Consistent theme in ITS town hall meetings was the need for a single calendaring system for campus Unit Calendar Solution Recap Unit ITS - MS Exchange Local MS Exchange Meeting Maker Google Calendar GroupWise iCal Zimbra Total Architecture and Urban Planning1 1 1 3 College of Pharmacy1 1 Dearborn 11 Engineering1 1 2 Fleming Administrative Units1 1 2 Flint 1 1 Institute for Social Research 1 1 Law School1 1 2 Life Sciences Institute1 1 2 LSA1 1 2 Medical School1 111 4 School of Dentistry1 1 2 School of Education1 1 School of Graduate Studies (Rackham)1 1 School of Information1 1 School of Kinesiology1 1 School of Music 1 1 School of Natural Resources1 1 School of Nursing1 1 1 3 School of Public Health1 1 School of Public Policy1 1 School of Social Works1 1 University Libraries1 1 Total Unit Usage1926332136 Approximate User Count723914100324 22529 1000054192 Approximate User %13%26%1%0%42%0%18%1 6

7. Email/Calendaring Outside of U-M Email and calendaring has become a utility/commodity Many universities have already outsourced student email and are now starting to outsource staff and faculty email Vendors are aggressively moving to provide email in the cloud (Software as a Service - SaaS) Email and calendaring are being bundled with other collaboration services 7

8. Findings The current IT collaborative environment at U-M is highly fragmented, inconsistently shared, and poorly coordinated. It is substantially inadequate to meet or support the research, teaching, or learning missions of a major 21 st century institution with the global reach and aspirations of U-M. Collaboration tools are more and more intertwined, aggregated, and integrated so the cumulative effect is that the whole is greater than the sum of the parts. Collaboration IT Environment 8

9. Reasons to consider campus collaboration suite Reduce costs – Stop running commodity services on campus – Eliminate unnecessary redundant solutions – Redirect IT investment to strategic initiatives Improve service – Increase functionality and efficiency Prevent further fragmentation – Units are already moving to cloud on own 9

10. Preparing for Change The following steps have been taken or are underway to provide data for this decision – Formation of “Cloud Privacy and Data Security Task Force” – IT Rationalization assessments to identify current services and their associated costs – Executive briefings with Google and Microsoft to understand strategic direction – Technical evaluations/pilots of Google and Microsoft cloud based offerings – Research project in School of Information (Stephanie Teasley and Chuck Severance) to identify campus collaboration needs (email and calendaring are excluded) 10

11. Collaboration Suite Recommendation Process IT Unit Steering Committee charged with bringing recommendation to IT Council – IT Commons and Unit IT Steering committee have identified and ranked requirements for collaboration suite – Technical review session scheduled with Google and Microsoft – Vendors presentations will be scheduled in fall to gather campus feedback – Develop Investment Proposal and bring back to IT Council in fall 11