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Valparaiso University Gmail Migration

Valparaiso University Gmail Migration. Presented by: Becky Klein, Manager of Client Services Matt Smith, Technical Support Specialist. Your Presenters. Becky Klein. Matt Smith ( Not The Dr .). Valparaiso University. Private, coed, 4-year, residential, Lutheran

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Valparaiso University Gmail Migration

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  1. Valparaiso University Gmail Migration Presented by: Becky Klein, Manager of Client Services Matt Smith, Technical Support Specialist

  2. Your Presenters Becky Klein Matt Smith (Not The Dr.)

  3. Valparaiso University Private, coed, 4-year, residential, Lutheran Northwest Indiana, ~1 hour from Chicago 5 undergrad colleges offering over 70 majors, plus over 40 masters’ programs in Grad School and School of Law 4000 students from over 50 countries

  4. The Big Picture • How did we choose Google Apps? • How did we migrate students? • How did we market to faculty and staff? • How did we migrate faculty and staff? • How successful was our overall process

  5. Student Migration • Student Committee chose Google Apps over Live@edu • FOCUS (new student orientation) • Migration Opt-In • 3 day process • Student Aid Accounts • Major Lesson: People are too busy to read all of the directions in an email

  6. Revised Approach for Faculty and Staff • Marketing, lots and lots of marketing • Deadline set by the President’s office • High profile early adopters • Google migration website: valpo.edu/googleapps • “Meet and Greet” Sessions • Departmental liaisons • Ongoing training • Day of migration on-site support

  7. Migration.Team@valpo.edu

  8. “Meet and Greet” Sessions for Faculty and Staff Before After

  9. The Migration Process

  10. Department Meetings

  11. Pre-Migration Stage Malformed: Corrupted data (cannot be migrated). Too Big: Email over 20MB in size (“too big” for Gmail to accept).

  12. What was copied? • Mail • Calendars • Contacts • Attachments • Tasks • Archived Mail* • Notes

  13. What Do uSERS Get WITH Google Apps? Mail (25GB) Calendar Documents Groups Contacts Much more

  14. Shared GroupWise Resources GroupWise IMAP

  15. Training Opportunities • Face-to-face sessions – both general and customized for departments • Also utilized many Google Apps courses on lynda.com • Gmail Essential Training • Gmail for Power Users • Google Calendar Essential Training • Google Docs Essential Training

  16. Sandbox time Go to www.valpo.edu/gmail Username on sticky note Password = Pass4Training (Case Sensitive)

  17. Customizing the Process for Departments • Departments told IT who needed to migrate and when • Options for delaying an individual as needed • Facilities Management; Dining Services • Open lab times that accommodated their staff schedules • Emeritus and Retirees • Open lab times in the evening

  18. Survey Feedback “Don't know where to start. It's like driving a new Mercedes after several years in a '73 VW Beetle.” • 81% of respondents were Satisfied or Very Satisfied with Gmail as an email client. • 82% of respondents agreed that Gmail was an improvement over GroupWise. • 84% of respondents rated the Gmail migration experience as Good or Excellent. • 86% of respondents were Satisfied or Very Satisfied with the over quality of the migration. • 91% of respondents were Satisfied or Very Satisfied with communication about the migration from IT. “IT did a great job communicating the migration process, providing hands-on training, and problem solving. Thank you for making this change so easy for us.”

  19. Post Migration Party

  20. Big Lessons Learned • The more personal you make the migration, the better it is received. • If you build it (and then offer it three times a week) they will come. • A special contact person makes all the difference • Over communication is KEY!

  21. becky.klein@valpo.edu matt.smith@valpo.edu A separate technical paper is available for those who are interested. Please take our business card and request a copy via email. Questions???

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