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College Email Solutions
Why ?
Michael NowlanInformation Systems ServicesUniversity of DublinTrinity College
With thanks to the staff of IS Services, TCD
Why ?
Definitions
Undergraduate Students Postgraduate and Research Students All staff
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
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 ?
Presence
Telephone Tag Instant message with Presence is the
future
Email is an unsatisfactory communications tool
Email is for “old” people Email is on its last legs…
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
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 3rd level Colleges to provide email for their students!
Marketplace in November2007 for Email storage
DIT: 40MB Ireland.Com: 100MB – you pay for it UCD: 500MB
Google: 2GB – now 4.5GB Microsoft: 5GB Yahoo: Infinite
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
TCD Undergraduate Costs
Internal €43K / year Exchange€109K / year Hosted €16K / year “Free” €11K / year
Why Replace TCD’s email system?
Hardware at end of life Software very labour intensive Limited future
TCD Email Review
Define requirements Look at market Segment service components Select Products
Segmentation of services
Undergraduate, Postgraduate, Staff Mobile and Fixed users Email Management, SPAM/Virus Select best point solutions at the time
SPAM/Virus Filtering
In-house too costly Lack of responsiveness Use a service which is dedicated to this
function
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!
Enhanced Student Service
Familiar interface Storage Seamless access at home and abroad Retain address format: @tcd.ie Retain email address after graduation
Hosted Solutions Considered
Google - Gmail
Microsoft - Live Environment
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
Microsoft Live @ EDU
5 GB storage Applications: Hotmail, Calendar, Address
Book, MSN, SkyDrive No ads for registered students Price: no charge by Microsoft
TCD Selected Gmail
Conceptual issue of hosted service Fears of loss of control Privacy concerns, data hosted off-island Don't be evil ?
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
Some Numbers on 1st November 2007
Students would have been using a maximum of 750GB in TCD
22,297 TCD Gmail accounts Using 309GB, up from 164GB on 1st
October, 1 person using > 1GB Gmail quota 45,641 GB which does not
reflect the increase from 2GB to 4.5GB
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
Staff Email
In November 2007 – I can think of many reasons for 3rd level Colleges to provide email for their staff and research students.
Intellectual Property (IP) Privacy Control
TCD Staff Email
Exchange Service Outlook on the desktop OWA for mobile users 2 GB resilient storage Enhanced service rolling out in late 2007
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
Illustrations by Ken Coogan
www.kencoogancaricatures.blogspot.com