Griffith – Microsoft Education Transformation Memorandum of Understanding (MoU) - Griffith entered into MOU last July, first of its type in Southern hemisphere - Built on 3 pillars. O365 project is not just about IT changing the technology, O365 and other project like Windows 10 are foundations pieces of work driven by business partnership with MS and is needed to deliver on the MoU. Lotus notes to Google Mail was a mail application change, hence the business requirements engagement, O365 is a business decision due to MOU - This is a business partnership – the technology was already decided. Google is not going away any time soon. (Further details below)
3 Key Pillars
Research CollaborationAcademic Success Institutional Transformation
Community Engagement, Executive Briefings and Sponsorship.
STEP Educator Pathway
Cognitive Smart Machine and Technology Solutions & Services
Provides comprehensive joint partnership to enable transformation of Griffith University. The MoU is built on 3 key pillars: Enabling Academic Success Enabling Research Collaboration Enabling Institutional Transformation More than technology, All areas of the University will see opportunity over the coming years. Here are a few of the areas. There are 30+ activities already going on behind the scenes with various parts of the university. With all this in mind, the move to O365 as it is the foundation for all of the opportunities for the University to build upon ****** Further Detail if asked – If required or you can get more information on the MoU from Ian Smith ****** Academic Success Building Educator Capacity for Transformation, Microsoft Educator Community, Microsoft Teacher Ambassador Engagement, Microsoft Digital Literacy, Teaching with Technology, 21st Century Learning Design, Teacher Academies, Software in Education Delivery, Students- Building Student Capacity, Imagine Academy, Microsoft YouthSpark ****** Institutional Transformation Community Engagement, Executive Briefings, Executive Sponsorship, STEP Pre-Service Educator Pathway, Cognitive Smart Machine, Microsoft Technology Solutions and Services, Microsoft Accessible Technology ****** Research Collaboration
• Staff Mail/Calendar/Contact Migration - 2 July 2018• Other apps throughout T2
• Student Mail/Calendar/Contact Migration – 22 Oct • Other Apps throughout T3• Promote again T1 2019
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O365 is still going through configuration and governance changes and it will not be production ready, and will not be supported until July 2.
Other Related Activities / Projects
Windows 10 Project (Q4 2018)
Tech Stations (July 2, 2018)
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Tech Stations - Concept – Genius bar. Can book times or just turn up. Face to face. Central locations on each campus. NA/GC 5 days a week business hours. Other three campuses 3 days a week 9am to 12pm. Help with support for staff O365 and Other things will naturally flow on from there. Windows 10 deployment. Last Windows upgrade – aaS after that. Two updates per year.
Engagement • Support ITSC / Tech Stations• How To tips and tricks• Drop in sessions• Email• Office 365 Website• Lunch Time Learning Sessions• Teams Site for Questions
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Timeframe is tight, project can not meet with every group/team
What’s actually changing - 2 July Now 2 July
Mail / productivity
Real-time messaging
Mail
Calendar
Contacts
Hangouts
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The only things that must change as of 2 Jul Mail/Calendar/Contacts and Hangout. �
What about the rest?
Separate project to be migrated Sept 2018
G: H:
Continue to function until Q3/Q4 2019
Continue to function until Q3/Q4 2019
Continue to function indefinitely
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Recommendation users should not migration Drive / Dropbox to Onedrive themselves, separate project, information management requirements and configuration still to occur still change until project is complete.
The Migration
Migration 1 – All Email 21 Days - June
Migration 2 – Update All Email, All Calendar and Contacts3 Days, 29 June – 2 July
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Migration 1 will start early June, move all active staff, share mailboxes (google limit 10gb per day per mailbox), within 21 days first migration will finish, outlook will be enabled in O365 at this time, please don’t use it as this will affect migration and cause issues. On the 5pm 29th June – inbound mail will be rerouted to O365, (to make sure none gets lost) second migration will then start the delta (all changes since the first migration) will be replicated over that weekend, so we all start working in Outlook as of Monday the 2 July.
The Migration – What is migrating
• All Active staff Mailboxes (Emails under 35mb)• All Active Shared and Service Mailboxes • Google Labels become Outlook Folders• Google "My Contacts" • Google My Calendars (including secondary calendars)• Rooms (12 month Past, 2 weeks future)
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No Active staff mailboxes not coming across, special request form if you need access to non-active users and HOD/HOS will need approval required
The Migration – Not MigratingInactive / Historical mailboxesEncrypted email / Corrupted itemsCanned Messages (comes over in Drafts)Trash / Spam / Important / Categories (Promotion, Updates, etc)Rules/Filters (including out of office / forwards)Mail & Calendar DelegatesGoogle Other Calendars / Other ContactsSignatureHangouts/Chats history (Need to print to pdf)Tasks (Email to yourself which will be migrated)
App ComparisonCurrent Office 365
Document editing
Mail / productivity
Real-time messaging
Docs
Sheets
Slides
Mail
Calendar
Contacts
Hangouts
Webex
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Google not being turned off, Only Mail, Calendar, Contacts and hangouts - All the other google apps will keep working Like for Like on the first 6 Skype for Business – will connect to the Cisco video conf equipment around the university. This instant messaging and audio/video conferencing tool. Great for PowerPoint presentations to people not at the office with you, online meetings, as well as internet phone calls. Has also recently added a broadcast feature to allow up to 10,000 attendees to be viewing the feed and video conferencing integration. Teams Microsoft Teams brings together the full breadth and depth of Office 365, to provide a true collaboration chat-based hub for teamwork, creating a more open, fluid, and digital environment. Enables local and remote teams to work together in real and near-real time. It provides customisable workspaces and guest access to facilitate open collaboration. Yammer An Enterprise Social Network to help businesses have open conversations. Allows you to create groups and, within them, threaded conversations.
App Comparison – cont.Current Office 365
Task
Notes
Storage
Content Management
Keeps
Tasks
Drive
Dropbox
Sites
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Tasks - Like for Like with Google To-do (Wunderlist like) To-Do lets you create simple to-do lists, set reminders, and keep track of tasks. The “My Day” feature, which encourages users to focus on daily tasks by offering a fresh list every day. Connected to Office 365 with built-in integration with Outlook along with other Office apps. Lists can also be assigned emoji to easily tell them apart, and of course will sync across whatever devices you’re using To-Do on. Planner A card-based task manager, Planner allows you to organize your tasks into cards, and show their progress, by moving them from left to right into appropriate columns. For example, you could have columns titled “To-Do”, “Doing”, “Blocked”, and “Done”. Then, using cards to represent your tasks and linking content within them, as well as assigning people to them, you move them from “To-Do” to “Done” as they progress. OneNote A free-form information gathering and multi-user collaboration. It can store notes, drawings, screen clippings and audio commentaries OneDrive for Business The place individuals go to see, and work with, their files. OneDrive for Business includes a personal document library for every user to store their files, much like the old My Documents folder or Home Drive previously used. It also allows individuals to see all recent Group Files from one location. Lastly, it includes a Sync Offline tool, which allows users to continue working when a connection isn’t possible. SharePoint Online Used to build Intranets, Extranets and Collaboration Team Sites for people to work together more intelligently. It includes Workflows and many more features that makes it great for planned Enterprise Content Management deployments.
App Comparison – cont.Current Office 365
Groups / communities
Forms / polls
Video
Groups
Google +
Forms
YouTube *
Digital presentations
Analytics / development
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*****YouTube different from Streams – Streams for share video internal of Griffith Only *************** Office 365 Groups Office 365 Groups is a way of grouping individuals logically, much like any other group you may have used before – but the difference lies in how it integrates with Office 365. When a group is created, Office 365 Products are automatically attributed to that group in a way that makes the most sense. It acknowledges that not everyone in an organization works the same way, and that every team or project doesn’t always fit in a specific product. This way, when you create a team or “Group”, products will be attributed, and that team can choose what to use for their particular needs. They might choose to start with an Outlook calendar and Yammer, and eventually incorporate Planner, as well. The combinations are vast, and the major benefit is that these products are all linked to the group. Forms Like for like Streams A place for the organization to store video content and automatically stream it (no live streaming) on all devices and browsers. All you have to do is create channels and upload your videos. The mobile apps also allow you to record and send your videos directly to the right channel. Sway Microsoft’s latest presentation tool, gather, format, and share reports, newsletters, web pages, and presentations on an interactive, web-based canvas that looks great on almost any screen. Use videos or interactive charts to engage your audience like never before. Power BI An easy way to connect your data and create beautiful and interactive dashboards. Whether you have information in SQL, SharePoint, or even an Excel file, Power BI will help you see more from them. Power Apps / Flow Power Apps helps you create Workflows on your content stored in various data sources including SharePoint and OneDrive for Business. It also helps you create mobile apps easily that connect and talk to SharePoint and other Office 365 products.
Microsoft Virtual Academy - https://mva.microsoft.com wer User Training
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There are lots on Microsoft Training for all the apps, Microsoft spends https://support.office.com/en-us/article/get-help-with-outlook-on-the-web-cf659288-35cc-4c6c-8c75-e8e4317fda11?ui=en-US&rs=en-US&ad=US https://mva.microsoft.com/en-US/training-courses/microsoft-office-basics-and-beyond-18218?l=drtqFo9mE_6012263987
