“Tales From the Crypt”
FM IT Perspectives on Migrating to the Cloud
What is the Cloud?
“The Beginner's Guide to the Cloud”
http://mashable.com/2013/08/26/what-is-the-cloud/
The cloud is a network of servers, and each server has a different
function. Some servers use computing power to run applications or
"deliver a service."
Key Characteristics of cloud computing:
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You cannot see it.
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You only interact with it.
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You don’t manage it.
Examples of Cloud Computing Services
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Social networking
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•
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Productivity/storage
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iCloud
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Google Apps
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Office 365
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Adobe Creative Cloud
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Teaching in the cloud
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ANGEL/Blackboard
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Cisco networking academy
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Hardware
Benefits
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Available 24 x 7.
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No downtime.
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Reduce hardware purchase costs.
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Reduce hardware maintenance and upkeep costs.
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More efficient use of IT staff time.
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Easier to manage software license compliance.
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Ability to increase capacity and storage without additional hardware investment.
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Depending on the service:
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File storage
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Web apps
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Always up to date with latest applications
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Back up
Disadvantages
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Cost of paid-for services can be high.
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Usually subscription based.
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Discontinue the service, lose the applications.
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Internet goes down – loss of productivity.
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Potential increased bandwidth requirements.
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Security concerns??
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May not eliminate the need for on-premesis file storage.
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Possible paid data encryption services - $$$$.
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No real standards for use.
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IEEE Cloud Computing initiative for establishing standards
(
http://cloudcomputing.ieee.org/)
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Google Apps for Education
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Office 365
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iCloud
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Adobe Creative Cloud
Google Apps for Education
http://www.google.com/enterprise/apps/education/
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Challenges
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Time to implement
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Account creation/management
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Benefits
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Charges from Google to college – none
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No hardware or client software required.
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Familiar environment.
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Can turn features on or off based on your organizational needs.
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Benefits increase if used as the official email for the organization.
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Features
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Docs – word processing, spreadsheet, presentation
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Calendar, sites, drive,
FM Experience Google Apps for Education
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Just under a week to implement.
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No previous implementation of student email so no migration issues.
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Conducted a pilot for one month with staff to review requirements.
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Implemented single sign-on (SSO Easy - $2500).
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http://www.ssoeasy.com/googlesso
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Google Synch for synchronization of AD accounts to the cloud (“free”).
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https://support.google.com/a/answer/135937?hl=en
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No external consulting required.
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Mass mailing – challenge.
Google Apps for Education – Pros / Cons
Started with Google Apps for Education about 3 years ago. Used mainly for student email. All staff have accounts. Quickly became a go to tool for instruction.
• When installed locally, Google drive does not always synchronize correctly so you need to log into the site to manage your documents.
• Cannot install Google Drive in a multi-user environment. • Challenges for Citrix environments and roaming profiles. • Service is “free” but soft costs – human capital.
• Can use host video for embedding into ANGEL/BlackBoard. • Browser agnostic.
Office 365 for Education
http://office.microsoft.com/en-us/academic/
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Challenges
• Setup
• Requirements
• Account control management
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Benefits
• Cost – “free” depending on level of agreement.
• Plan comparison - http://office.microsoft.com/en-us/academic/compare-office-365-education-plans-FX103045755.aspx
• No hardware or client software
• Can upgrade at a cost to include more features
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Features
• Exchange online
• SharePoint online – one public SharePoint site
• Office web apps – word processing, spreadsheet, presentation, OneNote • Calendar
FM Experience with Office 365
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Using the “free” A2 subscription.
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Not a hard sell to users (Google unfamiliar to most).
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A few hours of external consulting services for assistance.
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Active Directory Synchronization server required.
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Only works with one domain.
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Working with Campus Agreement Vendor a challenge.
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Staged migration.
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Moved groups of users – mail boxes migrated then configured email client.
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4 months to complete migration; 2 additional months for clean up.
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Smooth transition
Office 365 for Education – What We Found
• No need for local client – OWA looks like the local client. • Access to Office Web Apps
• Implementation not so bad once you get Dell on board.
• Students can get Office Pro Plus IF you can get Dell to set this up. • SharePoint works great in the cloud.
• You can log in and work the day in Office 365.
• Outlook online looks the same as the local outlook. Learning curve is minor.
• Working with the vendor for our Campus Agreement has been nothing short of a nightmare. • No easy way to get the Office Pro Plus into the agreement.
• Cannot install OneDrive in a multiuser environment. • OneDrive does not sync correctly.
• User training – not always open to change.
• Time consuming migration of existing mail boxes.
• Working with Campus Agreement vendor – VERY challenging.
SharePoint in the Cloud
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SharePoint works beautifully.
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Migration from the local instance tedious since one instance cannot talk to
the other.
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Features work as they should.
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Browser agnostic – sort of.
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Internet Explorer can be a problem.
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Trusted sites seem to be the issue.
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For Mac users, Chrome seems to work best.
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Once it is set up, it really works well.
Adobe Creative Cloud
http://www.adobe.com/products/creativecloud.html
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Challenges
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Cost
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Monthly subscription model.
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Benefits
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Storage for students for their Adobe files.
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Continually at the most current version of the Creative Suite.
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Receive notification when updates are available.
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Features
Adobe Creative Cloud – What We Have Found
Nothing. We are still on Master Collection 6 because we do not know the future of this agreement or pricing models.
iCloud
http://www.apple.com/icloud/
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Challenges
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One account one user.
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Depend on user to back up stuff.
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Ummmmm ,,,, not sure what else.
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Benefits
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Used mostly for iPads
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Can restore user’s docs and apps.
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Easy to move into a new iPad
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Features
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Mail.
iCloud – What We Have Found
• Fairly easy to manage. • Everything everywhere. • PC or iOS device.
• “Free.” – not a ton of time to manage. • Email – (using for iPads now).
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Security??
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Protecting sensitive data??
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FERPA regulations??
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Privacy??
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Who owns the data??
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Lack of standards??
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Big Brother watching??
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What if the “cloud” goes down??
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User buy-in and training???
Overall General Concerns …
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Provide training and documentation.
•
http://issuu.com/denisepassero2/docs/office_365_for_fmcc
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Be patient.
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Some accept change well others – not so good.
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Communicate!!
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Provide as much advance notification as possible.
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Working with adjuncts a bit more of a challenge.
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Listen.
Sources
PCMag: What is Cloud Computing - http://www.pcmag.com/article2/0,2817,2372163,00.asp
The Beginner's Guide to the Cloud -
http://mashable.com/2013/08/26/what-is-the-cloud
Office 365 for Education - http://office.microsoft.com/en-us/academic/
Office 365 for Education Plan Comparison - http://office.microsoft.com/en-us/academic/compare-office-365-education-plans-FX103045755.aspx
Google Apps for Education - http://www.google.com/enterprise/apps/education/
Adobe Creative Cloud - http://www.adobe.com/products/creativecloud.html
Apple iCloud - http://www.apple.com/icloud/
