Technical Services has planned to replace our Eudora student email system since 2008 and identified this as Activity 50 in the June 2010 Technology Plan, approved by the Board of Education. Consideration has also been given to replacing our GroupWise staff email system since instability of the web version ofthis system became a problem beginning in October 2009. Demands on our staff email system have always been greater due to our need for highly secure, robust and reliable local and remote access, shared calendaring, and integration with an archival system allowing for a seven year retention. This has been a complicated system and is core to many critical business and legal functions ofthe District.
An request for proposals (RFP) for alternatives to replace our student email, with the caveat that our staff email might be considered as well, was released in fall 2009, generating responses from nine vendors, representing 11 products. Both Microsoft’s Live@edu and Google’s Gmail have been final contenders for student email and following product reviews in March by 13 teachers, six technical staffand four administrators, consensus built around migrating both student and staff email to Gmail. In addition to email, Google Apps for Education includes access to a wide variety ofGoogle tools including Docs (word processing, spreadsheets, presentations, fonus) and Google calendar.
Financial considerations:
- Moving to Gmail for both students and staff will enable free email account hosting and cost $67,320/yr for the use ofPostini for staff email archiving. We will continue to use Novell’s ZenWorks for desktop application maintenance, at a cost of $28,000/yr through the 2010-2011 fiscal year. This approach would cost $95,320/yr. Discussion around creating and maintaining Gmail accounts from Infinite Campus and Lawson, as well as migrating staff calendars and live email accounts has not concluded whether consulting help will be required, although discussions with other school districts suggest we may not need external assistance. Should technical assistance be required we would hire consulting support on a time and materials basis, for this help.
- If instead, the District stayed with GroupWise bundled with ZenWorks, Novell’s annual maintenance would be $54,378/yr. Continuing use our current staff email archive product would cost $29,300/yr. This approach would cost $83,678/yr, an annual savings ofless than $12,000. However, this approach will continue to require growth in data storage and requires an estimated 0.5 FTE allocation to maintain.
Related: Yale delays switch to Gmail and Oregon educational system offers Google Apps.