from%0%to%100,000:%insights%from%box.com%rollout...
TRANSCRIPT
box.iu.edu
From 0 to 100,000: Insights from Box.com Rollout at Indiana and Michigan Laura Pa>erson & Brad Wheeler
box.iu.edu
• IU and UM Overall Experience
• M+ Box Process
• Box@IU Process
• Michigan Use Cases
• Indiana Use Cases
Overview
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Overall Experience
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October, 20118 Early Adopter schools, including Indiana and Michigan begin Box pilot
February 29, 2012 1st Box HED Advisory Board Meeting
March 9, 2012M+Box accounts announced to IT staff with 15GB quota
April 6, 2012M+Box accounts announced to Staff/Faculty
March 5, 2012Box/Internet2 contract finalized
Timeline
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April 12, 2012Box@IU accounts announced to IT staff with 50GB quota
May 16, 2012Box@IU accounts announced to university community
June 15, 2012M+Box quota increased for all accounts to 50GB
Sep. 7, 2012Start marketing to UMich Students: M+Boxers
August 3, 2012M+Box reaches 5,000 accounts
Sep. 28, 2012M+Box reaches 10,000 accounts
August 30, 2012Box@IU reaches 5,000 accounts
August 1, 2012Cloud Storage connector released for Box@IU
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January 18, 2013M+Box reaches 20,000 accounts
July 5, 2013M+Box reaches 30,000 accounts
August 2, 2013M+Box begins offering 200GB shared accounts
October 7, 2012Box@IU reaches 10,000 accounts
May 24, 2013Box@IU launches Organizational Accounts for schools and departments
April 14, 2013Box@IU reaches 30,000 accounts
February 1, 2013Box@IU reaches 20,000 accounts
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December 13, 2013M+Box reaches 40,000 accounts
February 21, 2014M+Box begins deprovisioning
August 26, 2013Box@IU reaches 40,000 accounts
October 18, 2013Cloud Storage 2.0 for Box@IU
October 9, 2013Box@IU reaches 50,000 accounts December 19, 2013
Box@IU launches Group Accounts for teams, clubs and classes
January 30, 2014Box@IU reaches 60,000 accounts
box.iu.edu
• Learning Management Systems
• Virtual ApplicaNon Environment
• Labs and managed desktops
• Automated class file delivery
• Scanners and mulNmedia
Box Integration Points
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• One-‐Nme
• Set-‐up fee
• Policy and process set-‐up
• Systems integraNon • Ongoing
• License fee
• < 1 FTE to manage
• PromoNon and outreach
• DocumentaNon
• Support • UM: 9 break/fix and 15 info calls per week for ~40K accounts • IU averages 30 Nckets (combined) overall per week for ~65K accounts
Costs
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• Why Box?
• People were coming to campus with their own soluNons (BYOE), including insecure file sharing services
• Saw that we could not provide similar soluNons quicker or cheaper
• It’s a new day • Think of collaboraNon not just storage • Viral nature of collaboraNon • Puts users in the driver’s seat, not IT folks
Lessons
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• Empower students to take charge of their learning • Do things not previously possible
• Distribute large content w/o paper • Sofware delivery w/o DVDs • All work together on one and only one document
• Deliver protected content securely • Save money by reNring services
• Slashtmp -‐ $5k/year
• Alfresco -‐ $25k/year
Outcomes
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box.it.umich.edu/info
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• Ann Arbor campus
• 19 schools and colleges • 43,710 students • 6,768 faculty • 13,715 staff • Total research expenditures exceed
$1.3 billion per year
• Flint and Dearborn campuses
Quick Facts
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• Internet2 Early Adopter • Started rollout design early 2012, accounts in producNon
April (see adopNon curve)
• Big promoNon (see M+Boxers) in Fall 2012
• Tier 4 I2-‐Box contract: 100K accounts, 200TB storage: using as of 3/24/14
• 44,430 personal accounts, 297 shared accounts • 11,262 external collaborators • 56.3 TB data
Quick Facts
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Promotion
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Adoption
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Quick Facts
• 8 Campuses (2 Core, 6 Regional) • 115K students, 20K faculty/staff • 2nd Largest Med School in US • $533 million research in 2012
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• Internet2 Early Adopter • Rolled out service April 2012 • Tier 5 I2-‐Box contract: 150K accounts, 300TB storage: using as of 3/24/14 • 63,679 personal accounts, 122 shared accounts • 7,702 external collaborators • 49.5 TB data
Quick Facts
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Promotion
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Adoption
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Case Studies
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Use Cases
Graduate Career Services at Ford School
Need
• Distribute Resume Books to prospecNve employers
• Large CompilaNons of student submi>ed resumes
Before Box
• Created and mailed physical books
• DistribuNon via email not an opNon because of file size
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Graduate Career Services at Ford School M+Box SoluNon • Resume Books created as PDFs with hyperlinked index • Open web access makes books available immediately on request
Use Cases
Benefits • Easily distribute large files electronically • Eliminate cost of prinNng and distribuNon 2005 Cost:
$3766 (today that would be $4510) 2013 Cost:$0 • Immediate availability via the web • AnalyNcs on effecNveness of promoNonal acNviNes
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Need • Record client simulaNons in
class • Upload and store for further
analysis and sharing
Before Box • Used flipcams and commercial
paid video sharing site • All work done by instructor
instructor
Use Cases
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School of Social Work M+Box SoluNon • Students record w/smart phones, upload to M+Box • Files shared with instructor and classmates
Benefits • Reduced expense of video sharing service • Moved work from instructor to students • Files easily shared for analysis
Use Cases
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Use Cases
LSA and ITS Sofware DistribuNon • Distribute sofware to campus
customers • Rapid fulfillment
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Use Cases
LSA and ITS Sofware DistribuNon M+Box SoluNon • Store sofware in folders • Permit appropriate customers to download
Benefits • Large quota and file size • Eliminate DVD producNon cost • Instant delivery • Eliminate e-‐Waste • Validate receipt of files
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Use Cases
UMHS Revenue Cycle • On-‐the-‐job reference materials for MiChart go-‐live • Most current informaNon must be accessible
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Use Cases
UMHS Revenue Cycle M+Box SoluNon • Store files in M+Box, link from Intranet • New versions immediately available
Benefits • Able to update in place • Electronic vs manual file distribuNon saves
Nme • On-‐demand access to latest informaNon
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Prison CreaNve Arts Project in LSA • Receives and reviews files from
applicants • Can be large audio or video files • Commi>ee reviews files
Use Cases
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Prison CreaNve Arts Project in LSA M+Box SoluNon • Files uploaded to M+Box • Commi>ee of people at U-‐M and outside reviews files • Staff can track review process
Use Cases
Benefits • Large files and quota • Receive and share files outside of U-‐M • File access stats enables tracking progress
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Coursework CollaboraNon in Kinesiology Need • Upload and store large files for
moNon study • Students collaborate on teamwork • Instructor have access to classwork
owned by the student • Both instructors and teammates
comment on files
Use Cases
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Coursework CollaboraNon in Kinesiology M+Box SoluNon • Students create folder for classwork, shared with instructor • Instructor creates folders for teamwork, assigns students as
collaborators • Instructors and students collaborate and comment on files
Use Cases
Benefits • Large files and quota • Flexible collaboraNon • CommenNng allows discussion of classwork • Access anywhere
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Case Studies
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Kelley School Field ConsulNng
• External collaboraNons
• Waterfall permissions
• Override default noNficaNons
• CommenNng
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Use Cases
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Spanish PhoneNcs
• External collaborators • Internal collaborators
• Audio preview
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Use Cases
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ScreenwriNng Class
• Group collaboraNon space • Single doc ediNng
• CommenNng
• Mobile access
• Ubiquitous access
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Use Cases
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The Art of Looking: Women and French Cinema
• Preview-‐only permission
• Video preview
• Access audit
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Use Cases
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Use Cases Statewide IT Conference
• Shared presentaNons and videos during-‐preconference planning
• Comment and task assign
• Version tracking
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Proposal Feedback
• Self-‐inviNng link • Hide collaborators
• Restrict to IU accounts
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Use Cases
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Swim Lesson Feedback
• Mobile upload
• Video preview
• OrganizaNonal Account
• External collaborators
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Use Cases
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From 0 to 100,000: Insights from Box.com Rollout at Indiana and Michigan Laura Pa>erson & Brad Wheeler