Google Workplace to Microsoft 365 Migration

Google Workplace to Microsoft 365 Migration Print All

Initiative Title	Google Workplace to Microsoft 365 Migration
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	The shifting landscape of technology causes us to evaluate and re-evaluate the needs of the campus community. Google Workplace has been a strong backend for the campus needs but Google has begun communicating that they will be monetizing more of their services in the coming years. This means that SUNY Orange will have to pay for services that are already available with our current Office 365 licensing. Since it would be nearly impossible to move completely away from Microsoft, it is in the best interest of the College to migrate the necessary services to Office 365. This will not preclude people from using Google in the future but will rather make Office 365 the main service that the college uses. It will also allow for the integration of more offerings currently included in Office 365 and bring the College into alignment with the larger part of SUNY that has already migrated to using primarily Office 365.
Consequences of this initiative not being funded	The College continues to maintain two services incurring the estimated additional $50,000 per year for Google Education Plus Upgrade to allow for proper administration and additional tools.
Department Goals	Office 365 Migration
Programs
Locations
Estimated Completion Date
Will this initiative span multiple budget years?	No
Importance	Medium
Funding Source	Request for Prioritization
Created	02/16/2022 4:42 pm
Updated	02/17/2022 4:41 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
STRATEGIC PLAN 2020-2025 Empower Student Success: Equitably link students with their aspirations Goal #3: Increase flexibility for the students of today and tomorrow	Office 365 will better prepare our student population for their next step. Microsoft Office 365 is estimated to hold around an 87% share of the email and office market while Google is estimated to hold only a 10% share of the market. In the SUNY system, the number of campuses utilizing Google as their email provider is dwindling with most of the four-year institutions using Office 365. Whether our students are entering the workforce or heading on to a four-year college, chances are that they will experience Office 365. SUNY Orange can prepare them by helping them to learn to use Office 365 during their time with us.
STRATEGIC PLAN 2020-2025 Sustain and Invigorate Our Planned Future: Reimagine Human, Financial and Physical Resources Goal #3: Maximize and more efficiently use technologies and physical resources to enhance the student experience	Office 365 has a number of collaboration tools that can assist us in maximizing and more efficiently using technology. The Infrastructure Services team in the ITS department has had success in collaborating using Microsoft Teams over the last four years. With SUNY deciding to move away from Facebook to Teams for collaboration across SUNY, having our students, faculty, and staff join in using that one tool would alleviate confusion and simplify their experience.

Action Steps

Action Step	Responsible Party	Order
Find a vendor to assist in the migration	ITS and Purchasing	1
Create a plan for the migration	ITS, Academic Leadership, and Student Service Leadership	2
Communicate Migration Plan	ITS	3
Implement migration plan	ITS	4
Begin the Fall 2023 Semester utilizing Office 365	ITS	5

Expected Outcomes

Outcome	Order
A Migration Plan	1
College Community Engaging with Office 365	2

Assessment Methods

Method	Description	Other Method	Responsible Party
Observations	Information can be collected while observing “events” (including, sponsored activities, student {office staff} sessions, etc.) in the natural setting. Observation can provide information on student behaviors and attitudes.		ITS Department
Interviews	The students (or other participants) are able during an interview to share their direct experiences, attitudes and beliefs. Interviews can be either structured or unstructured.		ITS Department

Resources

INITIAL YEAR COST:	$200,000.00
RECURRING COST:	$0.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Vendor to Assist in Migration	$200000.00	Information Technology, CIO Office
TOTAL:	$200,000.00 / $0.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
Initially this will require the time of SUNY Orange Personnel	$0.00	Information Technology, CIO Office
Training	$0.00	Center for Teaching and Learning
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
39	39	7 Notes View	3		Google Workplace to Microsoft 365 Migration $200,000.00 / $0.00	Information Technology, CIO Office

Prioritization Notes

Level 3

Level 3 (Administration and Finance, VP Office)

This migration will be a significant project. We should be able to use non-operating funds for the actual implementation. It is important that the campus community have input into this decision. Hopefully by including this item in the PIP process we can start that discussion.

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.