Gmail Pilot for Students: What UC Davis has learned

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Gmail Pilot for Students What UC Davis has
learned

• Gaston De Ferrari
• Project Manager
• Caren Weintraub
• Communication Lead

July 22, 2008
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No one can whistle a symphony. It takes an
orchestra to play it. -H.E. Luccock

• Project Sponsors
• Pete Siegel
• Dave Shelby
• Principle in Charge
• Morna Mellor
• Implementation Team
• Tom Poage
• Charles Sievers
• Joshua Van Horn
• Blaise Camp
• Jed Whitten
• Roger Ashton
• Key Stakeholders
• Babette Schmitt
• Mark Stinson
• Debbie Lauriano

• Pilot Advisory Group
• Lisa LapinUniversity Communications
• Julia Ann EasleyUniversity Communications
• Janet GongStudent Affairs
• Paul DrobneyStudent Affairs
• Ravi DeepakASUCD
• Kareem SalemASUCD
• Anna Pruittgraduate student
• Davis Honor Challenge Students
• Johnny Chau
• Katherine Leung
• Sona Lim
• Jayann Raguini
• Eric Woo
• Tiffany Wu

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Presentation topics

• Project background
• About Gmail
• About the pilot
• Communication process
• Gmail implementation plan
• What we learned
• Questions?

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Project background

• Need fast, feature-rich, cost-effective, and
  scalable email option for students
• Current campus Web email has limitations
• Explore offering email with other communication
  services (text instant messaging, mobile
  access)

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About Gmail

• Benefits
• Lifetime email with _at_ucdavis.edu address
• Virus and spam filtering with white listing
• Same password and username
• Keep account after graduation
• Collaboration opportunities
• Address book with the ability to import contacts
  from Yahoo! Mail, Outlook, and attachment size up
  to (unlimited through Google Talk)
• Threaded email
• Accessible from a mobile phone
• Retrieves emails from up to five other email
  accounts
• 6Gigabytes of storage
• Web-based customer support, 24/7 (IT Express will
  provide support for Gmail)
• 40 additional supported languages
• UC Davis administrators ability to add, suspend
  and delete accounts
• Access to user data under campus authority
  without subpoena
• Email delivery verification
• Elimination of email forwarding after graduation
• Alumni Association opportunities
• Ideal for team collaboration (space for videos,
  presentations, attachments, calendars, etc.)

• Lifetime email with _at_ucdavis.edu address
• Create multiple calendars
• Share calendars with other users
• Create a campus calendar
• Sync with Outlook and mobile devises via SMS
• Migrate events from Apple iCal, and Yahoo!,
  Outlook, or other calendars that support CSV file
  format
• Chat and Group Chat
• Voicemail
• IM
• Free PC-to-PC voice calls
• Transfer files with no file size restriction or
  bandwidth utilization
• Create, share, store and publish online
  documents, spreadsheets, and presentations on a
  Web-based application
• Upload existing documents
• 10.5 GB of storage space to create multiple sites
  with multiple pages

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About the pilot

• Objectives
• Participant demographics
• Surveys

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Pilot objectives

• Conduct a six week long pilot
• Gather feedback
• Ensure integration works properly in UC Davis
  live environment
• Study impact and implications for UC Davis
• Evaluate service
• Determine best way to communicate to students

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Pilot participant demographics

• Total of 300 randomly selected students
• Breakdown of pilot participants
• Graduate 25
• Senior 23
• Junior 19
• Sophomore 14
• Freshman 20
• 78 majors were represented

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Pilot surveys

• Survey 1 February
• Preliminary impressions, ease of transition,
  degree of support
• Response rate 74
• Survey 2 March
• Impressions after several weeks, access, etc.
• Response rate 82
• Lots of thoughtful, constructive comments!

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Pilot survey
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Pilot survey
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Pilot survey
Have you had any reason to contact the IT
Express help desk for help with your UC Davis
Gmail account?
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Pilot survey
Please choose the option that best describes your
opinion of the UC Davis Gmail service so far.
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Pilot survey
Based on my experience so far, I would recommend
the UC Davis Gmail service to my friends.
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Communication process
The problem with communication ... is the
illusion that it has been accomplished. George
Bernard Shaw Dont knock the weather
nine-tenths of the people couldn't start a
conversation if it didn't change once in a
while. Kin Hubbard
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Communication process

• Pilot
• Promotion of Gmail

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Communication process pilot

• gmail.ucdavis.edu
• Email updates
• Email list

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Communication process promotion of Gmail

• Davis Honor Challenge project
• Background
• Charge
• Three modes of communication
• DHC survey

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Communication student newspaper
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Communication fliers
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Communication facebook
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Communication DHC survey

• Face Question
• Have you recently heard about the optional Gmail
  service that UC Davis will implement?
• Branch Question
• How? Please select all that apply.

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Communication DHC survey results
74.4
25.6
n 5046
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Communication DHC survey results
30.4
13.4
46.7
29.4
n 1133
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Communication DHC survey results
54.6
49.1
44.1
44.2
34.5
30.3
27.9
21.1
n 1121
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Communication hits to gmail.ucdavis.edu
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Communication entrance sources to
gmail.ucdavis.edu

• Date range 5/1 5/12
• Direct entrance 4,924 (page views)
• Google search engine 371
• email.ucdavis.edu 369
• Date range 5/13 5/21
• Direct entrance 5,037 (page views)
• Google search engine 515
• facebook 513
• email.ucdavis.edu 275

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Communication recommendations findings

• Aggie articles and ads
• Fliers
• facebook

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Gmail implementation plan

• Contract
• Project plan

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What we learned successes

• Pilot charter and project plan
• Pilot advisory group
• Support services
• Campus community
• Surveys
• Student feedback
• Mitigation

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What we learned challenges

• Recruitment
• Service deployment
• Google Sites
• Security and privacy
• Contract

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Questions?

• It must be considered that there is nothing more
  difficult to carry out nor more doubtful of
  success nor more dangerous to handle than to
  initiate a new order of things.
• -Machiavelli (1446-1507)

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Further information
Morna Mellor Director, Data Center and Client
Services mwmellor_at_ucdavis.edu 530-752-5127 Gast
on De Ferrari Project Manager gdeferrari_at_ucdavis
.edu 530-754-6277 Caren Weintraub Communication
Lead crweintraub_at_ucdavis.edu 530-754-6530 Proj
ect Web site (ongoing updates) http//vpiet.ucda
vis.edu/student.email.cfm UC Davis Gmail Web
site faq http//gmail.ucdavis.edu/