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Partnering with Microsoft to Deliver Student E-mail

Partnering with Microsoft to Deliver Student E-mail. Mark Doering Manager, Systems and Programs Richard Schumacher Manager, Technology Initiatives. Who Are We?. Largest community college system in Missouri serving an area of about 700 square miles; created by area voters in 1962

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Partnering with Microsoft to Deliver Student E-mail

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  1. Partnering with Microsoft to Deliver Student E-mail Mark DoeringManager, Systems and Programs Richard SchumacherManager, Technology Initiatives

  2. Who Are We? • Largest community college system in Missouri serving an area of about 700 square miles; created by area voters in 1962 • League for Innovation institution • Four campuses • Three education centers • Transfer, career and developmental programs • Non-credit continuing education courses • Various workforce development initiatives

  3. St. Louis Community College • 25,000 credit students each semester • 48,000 non-credit each year • 28,000 workforce development students • 90 credit programs • 57 workforce development programs • 2,000 faculty • 4,000 employees

  4. STLCC Infrastructure • SunGardHE Banner ERP system • Single forest, single domain Active Directory • All administrative, and most student/library workstations are running Windows XP(almost all others are OS X) – 8,000+ desktops • All employees login through AD accounts • All employees have Exchange mailboxes • Growing use of Blackboard • Goal is to eventually authenticate all students through individual AD accounts

  5. STLCC Student E-mail Issues • Students • Many do not have an e-mail account • Many do not update their Banner (student ERP) information when they change e-mail accounts • Want .edu e-mail address • Faculty and Community Relations • Want a standard, reliable student e-mail address • Administration • STLCC OneCard ID requires an e-mail account • College wants a way to build an ongoing relationship with, and a means to contact, alumni

  6. Student Input on E-mail • .edu address to take advantage of specific services and offers • Lots of storage • Works on multiple common platforms • Windows , Mac, Mobile • IE, Firefox, Safari, Opera • Reliable spam management • Effective spam and virus filtering • Personally controlled safe and block lists

  7. Student E-mail Options

  8. Technology Considerations • Limited IT server support staffing • Limited help desk support staffing • Limited capital for student e-mail / data storage • Banner is the trusted source for all student info • Already have Exchange infrastructure in place, sized only for employee accounts (200MB/1GB) • Already have district-wide AD authentication in place, DCs were sized for student accounts • Already plan to use Microsoft ILM (MIIS) for student AD account provisioning

  9. Microsoft Live@edu Program • A set of online communication and collaboration applications hosted by Microsoft • 5GB Hotmail (or Exchange) Inbox • 5GB SkyDrive • 1,000 document Office Live Workspace with SharedView (beta) • Personal web/blog/discussion site and blogging tool • IM, SMS (Alerts), and Mobile access • Works on common platforms (Windows/Mac, Firefox/Safari) • Uses College domain name and branding • Students get a professional @my.stlcc.eduaddress for life • No ads for students in e-mail interface

  10. Student E-mail Decisions • Accounts are for current, registered, credit students • Accounts are created when they register • Account ID created by Banner (3rd Party ID) • Windows Live account displayed in BannerSelf-Service (along with other e-mail addresses) • Student may forward e-mail • Accounts are marked as “Alumni” when student has not registered for three Fall or Spring terms • Accounts will be optional (personal use) at first, becoming the official e-mail address in Fall 2008

  11. Other E-mail Decisions • All Windows Live individual accounts will use the @my.stlcc.edudomain name • Windows Live accounts are also to be provisioned for all employees • Employee accounts would be part of the disaster recovery plan – to be used for communication in the event of the loss of our primary data center and Exchange system • The official employee e-mail address will remain the College hosted Exchange server one – @stlcc.edu

  12. Live@edu Data Requirements • Sign-in name (mbialystock@my.stlcc.edu) • Birthdate • Offer ID (current student or not) • Temporary (first-time) password

  13. Deployment Options • ILM 2007 or MIIS 2003 • Provides rich directory synchronization • eduExpress • Desktop application for one at a time or batch provisioning • No automatic directory synchronization • Trial or pilot use / infrequent updates • Command Line Application • Entire directory is sent each time a change is made

  14. Data Processing Plan • Banner process runs in batch after COB • Create 3rd Party ID in Banner • This becomes the AD samAccountName • This becomes the Windows Live account prefix • Create Windows Live address in Banner • Import Banner information into Microsoft ILM • ILM provisions AD account and imports changes to metaverse • ILM provisions Windows Live account

  15. Initial Startup Preparation • Add PIDM (Banner unique record identifier) to existing employee AD accounts • Verify AD PIDM entry and display name against Banner student and employee records, make corrections • Load Banner 3rd Party ID with existing AD samAccountName, matched up by PIDM • Have Banner generate 3rd Party IDs for all other person records • Add MX record for @my.stlcc.edu

  16. Processing Implementation Banner Active Directory Exchange Extract Data MA Identity Lifecycle Manager CSV File MA MA Metaverse

  17. Identity Management

  18. Windows Live MA Configuration • Some of the “additional parameters” values are required (ignore the “optional” in the manual): • Language • Country • Birthdate • Timezome • Brand ID • Offer ID • Region code

  19. College Co-Branding • Clicking the College logo presents a drop-down menu of key College web links • College branding appears in mail now, will be extended by Microsoft into other products later

  20. Project Status • Provisioning student AD and Windows Live accounts since January 12, 2008 – the initial run processed 26,089 student accounts • Existing employee AD records were updated to allow Windows Live provisioning • Daily updates of deltas • As of this week, over 38,580 Windows Live accounts have been provisioned • Student overview and help information is at http://www.stlcc.edu/studentemail

  21. Promotion and Marketing • Website with: • Overview • Getting Started • FAQs • Documentation • Signs and Posters • Flyers • Ads in printed schedule • Faculty communications

  22. Info on my.stlcc.edu Windows Live

  23. Windows Live Home

  24. Windows Live Mail

  25. Windows Live Spaces

  26. Windows Live Writer

  27. Windows Live SkyDrive

  28. Microsoft Office Live Workspace • Anywhere Access • Save 1,000+ Microsoft Office documents in one place • Access them from almost any computer with a Web browser • Open and save files directly from Word, Excel, and PowerPoint • No more flash drives or sending yourself documents via e-mail • Share with Others • Invite people to your workspace • You control who can view, comment, and edit your documents • Stop manually merging versions from multiple people • Organize a Study Group • Work together on assignments and share notes from class • Keep a shared schedule and task list for your group

  29. Microsoft Office Live Workspace

  30. Future Plans • The @my.stlcc.edue-mail account will be the official communications channel with students starting with the Fall 2008 semester • Sungard Banner UDC will provide student and employee updates to ILM in near real-time • ILM will provision Active Directory and Windows Live accounts in near real-time from the Banner UDC data stream • New version of ILM provides self-service password reset capability for AD and Windows Live accounts

  31. Lessons Learned • With ILM, it was just as easy to provision AD and Windows Live accounts as it would be to just do Windows Live • CSV file has to be in a folder created by the MA on the ILM server • No hyphens (-) or apostrophes (‘) in Windows Live user names / AD samAccountNames • Multiple support groups at Microsoft • ILM / MIIS • Windows Live Program • Windows Live MA • Windows Live MA Error Message Interpretation

  32. Summary • Low cost way to offer student e-mail • E-mail is easily branded for the institution • E-mail and lots of other functionality at no cost to the student • Directory integration requires ILM / MIIS

  33. Resources • STLCC Windows Live Information http://www.stlcc.edu/studentemail/ • Microsoft Live@edu FAQs http://get.liveatedu.com/Education/Connect/FAQ/ • Student information on Live@edu http://my.liveatedu.com/ (Silverlight) • Microsoft Live@edu Blog http://edublogger.spaces.live.com/

  34. Contact Us • Mark Doering (Banner Questions)Manager, Systems and Programsmdoering@stlcc.edu 314-539-5078 • Richard Schumacher (Microsoft Questions)Manager, Technology Initiativesrschumacher@stlcc.edu 314-539-5351 • Presentation is available online at:http://www.stlcc.edu/presentations/

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