Agenda_2011-9-16

Agenda: September 16, 2011 (10:00 - 11:30 am) This is the first meeting of the task force approved by the Round Rock ISD Executive Leadership Team which was created to review the current Lotus Notes e-mail system and recommend either an upgrade to the current system or to migrate to a different e-mail system.

Linda Aschenbrener, MaryJo Humphreys
 * Attendees:** Alan Albers, Carlyn Gray, Jeff Uselman, Carolyn Austin, Richard Kincaid, Randy Staats, Robert Autrey, Carla Amacher, Mariela Banda, Ed Zaiontz,


 * __Welcome & Introductions__**

1. Welcome and invitation for active participation of task force members

2. Individual introductions of attendees

3. Discussion of email "wish list" / expectation items (note – because discussions during this portion were "non-linear", some items may not have been recorded) - ease of filtering - works on multiple devices - looks same no matter where and what - reduces workload - calendars / talk to other calendars - supports educational purposes - reduced spam - more friendly - interact with district "systems" / intranet (i.e. central repository, financial, work order,) - to-do - use of apps - increased size of attachments - reliable

4. Overview of Task Force wiki by MaryJo


 * __E-mail Task Force [|Proposal.docx]__**

1. Creation of Task Force - presented to and approved by executive team - District-wide representation necessary because of implications on every department - Teacher representation taken into account during task force member selection

2. Task Force considerations: - Scope: as broad or narrow as task force decides - Technology is a moving target (pay attention to research dates) - Consensus not necessarily unanimous - Changes may cause effect on existing systems - Monetary

3. Timeline - Task Force is identified/notified of 1st meeting: August - Task Force 1st meeting: September 12-16 - Continue meetings as needed: September - November - Recommendation to Executive Leadership Team: November 28th

4. Assumptions (see doc) - A high priority will be given to this project and appropriate staff will be allocated to support this effort. - Any proposed e-mail projects/upgrades will be deferred until after a recommendation is presented and approved.

5. Auditing the Cloud article


 * __Gartner Research__**

1. Discussion during review of [|Gartner Hype Cycle.docx] - Cloud email is early mainstream right now. - Cloud email for Staff and Faculty (not quite at the peak of Inflated expectations) 4 to 5 years to get past hype cycle - Control, legal, security reasons for not adopting by organizations - Current cost per user (technical and salaries) $100,000 per year ($16 per year per user) - No-cost still has a cost - Large mail-boxes - Need for private cloud solution (access to files outside of district network) - Built-in disaster recovery

2. Discussion during review of [|Cloud_email_decisionmaking_c_213675.pdf] - Cloud decision making Key findings: A long and detailed vendor comparison is unlikely to yield insight commensurate with the effort and a cursory review may lead to inappropriate conclusions. The appropriate approach is to use decision-making criteria somewhere in between these two extremes. - Six components from article: Economics, Infrastructure alignment; Features; Security, privacy and legal; Migration effort; Support and SLAs (Note: SLA = service level agreement) - Student email various issues considered (safety and monitoring) - Check with other districts in area: Google = Spring, Coppell, ACC; Live@edu = Judson, Plano - Oregon = Sanctioned Google - Kentucky = Sanctioned Microsoft - Extra fees for encryption, archiving, additional collaboration / productivity resources - Infrastructure alignment: Directories; Identity and access management systems; Student portals and information systems; Course management systems; Personal productivity suites; School-sponsored social media. - Features: Audio, video and Web conferencing; Personal productivity; Website support; Shared work space capabilities; Voice services; Content management; Workflow; Business intelligence - Security, Privacy, Legal; if we don't own it, how can district access it. (i.e."Hold litigation", monitoring of inappropriate)

3. Discussion during review of [|Marketscope_for_email_system_213356.pdf] - Rating Chart (p 5) in-house and cloud base . . . . . Number 1 = Gmail (most popular uses – manufacturing, government, personal productivity) . . . . . Number 2 = IBM . . . . . Number 3 = Microsoft

**(Note: Items listed on original agenda which were not covered during this meeting were moved to the October 7th Agenda .... see bottom of this page)**


 * __Assignments/Tasks, Next Meeting, Adjourn__**

1. Before next meeting: - Gather additional information on what comparable districts and districts in the central Texas area are doing? (some examples: Highland Park, TX; Douglas County, CO) - Report results of TEC SIG poll

2. Proposed Meeting Dates: - Friday, October 7, @ 10:00 a.m. (Technology Center) 3 hour meeting (lunch provided) - Friday, October 28, @ 10:00 a.m. (Technology Center) 3 hour meeting (lunch provided) - Friday, November 18 @ 10:00 a.m. (Technology Center)

__**Comparison Charts (Moved to next meeting)**__ - Free E-mail Services Review 2011 – Top 10 Reviews - Google vs. Microsoft BPOS (Business Productivty Online Services) by Hyperoffice

**__Google Apps vs. Microsoft BPOS (Moved to next meeting)__** - Emerging Edtech Review - CIO Review - PC World Review - Information Week Review - NewsyStocks Review

**__Lotus Notes 8.5 (Moved to next meeting)__** - IBM - What's New in Lotus Notes - IBM - Version Comparison - PC World Review