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
• 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
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
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
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
Migration.Team@valpo.edu
“Meet and Greet” Sessions for Faculty and Staff
Before
After
The Migration Process
Schedule
Dept.
Migration
Department
Meeting (2-3
weeks prior
to migration)
Recon /
Migration
Prep (1-2
weeks prior
to migration)
PreMigration (1
week prior
to migration)
Migration
Day
Department Meetings
Pre-Migration Stage
Malformed: Corrupted data (cannot be migrated).
Too Big: Email over 20MB in size (“too big” for Gmail to
accept).
What was copied?
•
•
•
•
•
•
•
Mail
Calendars
Contacts
Attachments
Tasks
Archived Mail*
Notes
WHAT DO USERS GET
WITH GOOGLE APPS?
Mail (25GB)
Calendar
Documents
Groups
Contacts
Much more
Shared GroupWise Resources
GroupWise
IMAP
Google
IMAP
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
SANDBOX TIME
Go to www.valpo.edu/gmail
Username on sticky note
Password = Pass4Training
(Case Sensitive)
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
Survey Feedback
•
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.
“Don't know where to
start. It's like driving a
new Mercedes after
several years in a '73
VW Beetle.”
“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.”
Post Migration Party
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!
Questions???
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.