collaboration suites itec meeting january 30, 2006 3:00-4:30 pm 201 administration

Collaboration SuitesCollaboration Suites

ITEC MeetingITEC MeetingJanuary 30, 2006January 30, 2006

3:00-4:30 PM3:00-4:30 PM201 Administration201 Administration

Jan. 30, 2006Jan. 30, 2006 Att. B - CollaborationAtt. B - Collaboration 22

How We Got HereHow We Got Here

Charge to Calendar Committee May, 2005Charge to Calendar Committee May, 2005 Recommend reduced set of solutions for Recommend reduced set of solutions for

campus electronic calendaringcampus electronic calendaring Committee findings & recommendations:Committee findings & recommendations:

“ “Can’t solve just the calendar issue, it’s a suite Can’t solve just the calendar issue, it’s a suite problem”problem”

Recommendation for Students: The Portal suiteRecommendation for Students: The Portal suite Recommendation for Faculty & Staff: MS Recommendation for Faculty & Staff: MS

Exchange suite Exchange suite 13-3 vote in favor at the October IAC meeting13-3 vote in favor at the October IAC meeting


Today’s AgendaToday’s Agenda

Collaboration Suites, definitions & featuresCollaboration Suites, definitions & features The 3 questions from the last ITEC meetingThe 3 questions from the last ITEC meeting

1.1. Is a single solution right for CSU?Is a single solution right for CSU?

2.2. If yes, which one?If yes, which one?

3.3. If yes, what are the implications for those who If yes, what are the implications for those who don’t wish to convert? don’t wish to convert?

What other schools are doingWhat other schools are doing RecommendationRecommendation


Collaboration Suite Collaboration Suite Definition & FeaturesDefinition & Features

EmailEmail CalendarCalendar

IndividualIndividual GroupsGroups Resources (e.g. conference rooms, equipment)Resources (e.g. conference rooms, equipment)

Chat, Instant and Text Messaging Chat, Instant and Text Messaging (significant use by students)(significant use by students)

On-line self serviceOn-line self service Typically also includes: contacts, tasks, Typically also includes: contacts, tasks,

mobile connectivity componentsmobile connectivity components


Rich Media Conferencing - An Rich Media Conferencing - An Extension to a Collaboration Extension to a Collaboration

SuiteSuite Web, audio (telephone), video, Instant Messaging (chat)Web, audio (telephone), video, Instant Messaging (chat) RegistrationRegistration

Invitations via Instant Messaging, cellular telephone, land line, Invitations via Instant Messaging, cellular telephone, land line, internet videointernet video

Will ‘find’ conference attendees using active devices (e.g. Morrison Will ‘find’ conference attendees using active devices (e.g. Morrison in London)in London)

ControlsControls Invite, mute/unmute, roll call, out dial for group conferencing, Invite, mute/unmute, roll call, out dial for group conferencing,

record a meeting (video, audio, content), record a message, record record a meeting (video, audio, content), record a message, record an agenda, breakout sessions, end meetingan agenda, breakout sessions, end meeting

ContentContent Slides (PowerPoint, PDF), attachments, white boards, etc.Slides (PowerPoint, PDF), attachments, white boards, etc.

Directory-enabled servicesDirectory-enabled services Audio and video individual and group conferencesAudio and video individual and group conferences Webinars (producer and consumer)Webinars (producer and consumer)

Distance education, self-paced instruction, and public safetyDistance education, self-paced instruction, and public safety


1. Single Collaboration Suite for 1. Single Collaboration Suite for CSUCSU

- Pros - Pros Reduces complexityReduces complexity

For Users – a big “win”For Users – a big “win” For Application Supporters – a modest “win”For Application Supporters – a modest “win” For IT Support Staff – a small “win”For IT Support Staff – a small “win”

Automatic interoperability – another big “win”Automatic interoperability – another big “win” Resolves the current calendar conundrumResolves the current calendar conundrum Streamlines communication on campusStreamlines communication on campus Provides a foundation for additional functionality, e.g. rich mediaProvides a foundation for additional functionality, e.g. rich media

A single system providesA single system provides Lower CostsLower Costs Improved functionality & synergiesImproved functionality & synergies Improved securityImproved security Ability to enhance a single system, rather than just to operate Ability to enhance a single system, rather than just to operate

multiple systemsmultiple systems


Single Collaboration Suite for Single Collaboration Suite for CSU – ConsCSU – Cons

Are the benefits of change worth the Are the benefits of change worth the cost of change?cost of change?

Are the risks associated with a single Are the risks associated with a single vendor, a “monolithic” environment, vendor, a “monolithic” environment, acceptable?acceptable? Can the single system be secured?Can the single system be secured?


The “Bottom Line”The “Bottom Line” The IT environment is getting far too:The IT environment is getting far too:

Complex,Complex, Difficult to use, andDifficult to use, and Difficult and expensive to operate, secure & maintainDifficult and expensive to operate, secure & maintain

A single collaboration suite would:A single collaboration suite would: Enhance productivity via reduced complexityEnhance productivity via reduced complexity Enable better communicationEnable better communication Allow IT staff to focus on delivery, support and Allow IT staff to focus on delivery, support and

enhancement of a single applicationenhancement of a single application Significant effort of cross platform operations and integration Significant effort of cross platform operations and integration

could be devoted to enhancement of a single system, as could be devoted to enhancement of a single system, as opposed to operations of multiple systemsopposed to operations of multiple systems


2. Which Single Suite? – 2. Which Single Suite? – Evaluation FactorsEvaluation Factors

FunctionalityFunctionality CostCost Integration into current environmentIntegration into current environment

Impact on UsersImpact on Users Impact on Support Staff Impact on Support Staff

Needed enhancements to current Needed enhancements to current environmentenvironment Hardware redundancyHardware redundancy Increased capacity/quotasIncreased capacity/quotas


OptionsOptions Summarily ruled out Summarily ruled out

““Build” – due to complexity and performance issuesBuild” – due to complexity and performance issues Freeware – due to integration and supportFreeware – due to integration and support

OracleOracle Unix or Windows backend infrastructureUnix or Windows backend infrastructure Portal-like web interface with hooks to MS Outlook as a Portal-like web interface with hooks to MS Outlook as a

‘fat’ client‘fat’ client CommunigateCommunigate

Unix backend primarily, can run on WindowsUnix backend primarily, can run on Windows Access via standard browsers and MS OutlookAccess via standard browsers and MS Outlook

MS ExchangeMS Exchange Windows backend Windows backend Access via browsers and ‘fat’ clients Access via browsers and ‘fat’ clients


FunctionalityFunctionality

Oracle Collaboration suiteOracle Collaboration suite Good (on paper), however its new functionality Good (on paper), however its new functionality

is relatively untested and evolving rapidlyis relatively untested and evolving rapidly Oracle themselves not using the full suite in Oracle themselves not using the full suite in

production (yet)production (yet) CommunigateCommunigate

Good, however, it is focused primarily on Good, however, it is focused primarily on VoIP/PBX space, and not now on rich VoIP/PBX space, and not now on rich collaborationcollaboration

MS ExchangeMS Exchange Robust, including mobile access “out of the box”Robust, including mobile access “out of the box” Proven and currently available at CSU Proven and currently available at CSU


CostCost

Server side costs for unix and Windows systems Server side costs for unix and Windows systems are essentially identicalare essentially identical Differences are within the range of costs from different Differences are within the range of costs from different

assumptionsassumptions Cost differences lie mostly at the application Cost differences lie mostly at the application

(software, maintenance and licenses (e.g. CALs))(software, maintenance and licenses (e.g. CALs)) OracleOracle

Up-front $130K, recurring $56KUp-front $130K, recurring $56K CommunigateCommunigate

Up-front $70K, recurring $9KUp-front $70K, recurring $9K ExchangeExchange

Up-front $19K, recurring $0 (for 2 years)Up-front $19K, recurring $0 (for 2 years) ‘‘Flash’ migration from Oracle product possible, ~$30KFlash’ migration from Oracle product possible, ~$30K


Integration into Current Integration into Current EnvironmentEnvironment

- The Landscape- The Landscape Oracle calendar users: ~2,000Oracle calendar users: ~2,000 Exchange users: ~2,000Exchange users: ~2,000

Spread across 10 serversSpread across 10 servers All use email, many use calendarAll use email, many use calendar

Central email:Central email: 7,700 faculty/staff accounts on Lamar7,700 faculty/staff accounts on Lamar

Quotas: 80/160Mb Inbox, 30/60Mb file storageQuotas: 80/160Mb Inbox, 30/60Mb file storage Average use: 45Mb in Inbox, 50Mb in Imap folderAverage use: 45Mb in Inbox, 50Mb in Imap folder

1,000 faculty/staff accounts on Exchange1,000 faculty/staff accounts on Exchange Quotas: 100Mb (includes Inbox, Imap folders, calendar, Quotas: 100Mb (includes Inbox, Imap folders, calendar,

contacts, etc.)contacts, etc.) Average use: 60MbAverage use: 60Mb


Integration into current Integration into current environmentenvironment

- Impact to End users- Impact to End users In any case, a transition & migration periodIn any case, a transition & migration period

Assist users who wish to transition during this periodAssist users who wish to transition during this period Keep unix email “up” ad infinitumKeep unix email “up” ad infinitum

Lamar retained for grad students in any caseLamar retained for grad students in any case In an Oracle world:In an Oracle world:

Change required for all non-Outlook usersChange required for all non-Outlook users Given ‘new delivery method, change for most everyoneGiven ‘new delivery method, change for most everyone

In a Communigate world:In a Communigate world: Calendar: Oracle users move to Outlook or web interfaceCalendar: Oracle users move to Outlook or web interface Email: Some adjustment for Unix-based mailers (pine, elm, etc.)Email: Some adjustment for Unix-based mailers (pine, elm, etc.) Does not address the proliferation of Exchange serversDoes not address the proliferation of Exchange servers

In an Exchange world:In an Exchange world: Calendar: Oracle users move to new fat client or web interfaceCalendar: Oracle users move to new fat client or web interface Email: Little change, some adjustment for Unix-based mailers (pine, Email: Little change, some adjustment for Unix-based mailers (pine,

elm, etc.)elm, etc.)


Integration into Current Integration into Current EnvironmentEnvironment

- Support Staff- Support Staff OracleOracle

Need to expand current deployment to include features beyond Need to expand current deployment to include features beyond calendaringcalendaring

Next revision will be full-on Oracle DB backend requiring additional Next revision will be full-on Oracle DB backend requiring additional expertise (IS)expertise (IS)

Effectively, a new productEffectively, a new product Transition effort: highTransition effort: high

CommunigateCommunigate New deployment for CSU New deployment for CSU A major initiativeA major initiative Transition effort: highTransition effort: high

ExchangeExchange Currently supported, just need to scale upCurrently supported, just need to scale up Integrates with other Exchange systems at CSUIntegrates with other Exchange systems at CSU A central system may provide incentive for consolidation of distributed A central system may provide incentive for consolidation of distributed

Exchange serversExchange servers Pending requests to implement additional Exchange serversPending requests to implement additional Exchange servers

Transition effort: relative to other options, lowTransition effort: relative to other options, low


Which Collaboration Suite?Which Collaboration Suite?

Based on:Based on: Features & FunctionalityFeatures & Functionality Deliverable and proven productDeliverable and proven product CostCost Less transition & integration angstLess transition & integration angst

Microsoft ExchangeMicrosoft Exchange


3. What About Non-Microsoft 3. What About Non-Microsoft shops?shops?

Use the web interfaceUse the web interface Almost equivalent to a “fat client”Almost equivalent to a “fat client” Avoids issues of client “churn” or upgradeAvoids issues of client “churn” or upgrade

A horrible problemA horrible problem Web interface provides a “huge” simplificationWeb interface provides a “huge” simplification

Available on all devices with the same look and feelAvailable on all devices with the same look and feel Desktops: PC’s, Mac, LinuxDesktops: PC’s, Mac, Linux LaptopLaptop A simplified interface (small screen) exists forA simplified interface (small screen) exists for

Palmtop, PDA, and Cellular devicesPalmtop, PDA, and Cellular devices ““Push” happens automatically – Push” happens automatically –

Equivalent to BlackBerry serviceEquivalent to BlackBerry service Big simplification on “back end” over the BlackBerry Big simplification on “back end” over the BlackBerry

environmentenvironment


Local “Fat” ClientsLocal “Fat” Clients

ClientClient Operating SystemOperating System

Outlook (good)Outlook (good) Microsoft OS’sMicrosoft OS’s

Entourage (good)Entourage (good) Mac OS XMac OS X

Evolution (evolving)Evolution (evolving) Unix/linuxUnix/linux


Using Web BrowsersUsing Web Browsers

BrowserBrowser Exchange Support Exchange Support ‘Levels’‘Levels’

Internet Explorer 5.x and Internet Explorer 5.x and aboveabove PremiumPremium

Mozilla, Netscape, Opera, Mozilla, Netscape, Opera, Safari Safari BasicBasic


What Other Institutions are What Other Institutions are DoingDoing

- Westnet Large Schools - Westnet Large Schools On Exchange – seeing a potential trendOn Exchange – seeing a potential trend

Arizona State University (faculty/staff)Arizona State University (faculty/staff) BYU (all)BYU (all) Denver University (all)Denver University (all) UCDHSC (faculty/staff)UCDHSC (faculty/staff) University of Utah (all in February 2006)University of Utah (all in February 2006)

Selected after a very detailed investigationSelected after a very detailed investigation Even their unix system administrators liked the Even their unix system administrators liked the

interfaceinterface University of Wyoming (all)University of Wyoming (all)

Faculty/staff for a long timeFaculty/staff for a long time Students (13,000) transitioned (at their request) Students (13,000) transitioned (at their request)

overnight in August 2005, very easy transitionovernight in August 2005, very easy transition They developed migration tools they are willing to They developed migration tools they are willing to

shareshare


RecommendationRecommendation

ITEC endorse Exchange as the central ITEC endorse Exchange as the central collaboration suite for faculty and staffcollaboration suite for faculty and staff

ACNS work with units to plan and effect ACNS work with units to plan and effect the transitionthe transition Begin the transition, purchase and install Begin the transition, purchase and install

hardware (using ACNS’ budget)hardware (using ACNS’ budget) Define a “sunset” date for Oracle calendarDefine a “sunset” date for Oracle calendar Keep unix email going, but as a secondary Keep unix email going, but as a secondary

solutionsolution

collaboration suites itec meeting january 30, 2006 3:00-4:30 pm 201 administration

Documents

meeting video

video individual

portal suite recommendation

suite problem recommendation

iac meeting slide

audio telephone

collaboration suite

calendar committee