Editor’s note: Today’s guest blogger is Sherry Swackhamer, CIO of Multnomah County, Oregon. Multnomah County is located in northwest Oregon; it’s county seat is the city of Portland. More than 4,500 Multnomah County employees provide over 715,000 residents a wide range of health and human services, public safety services and other government services.

This morning, Multnomah County completed the transition of most county employees to Google Apps for Government. In Oregon, local governments like Multnomah County have faced difficult budget circumstances and diminishing resources for many years, while experiencing growing demand for services. In order to effectively continue providing needed services in our community, it’s critical that we seek ways to become ever more innovative and efficient.

Switching to Google Apps plays an important role in achieving these goals. This new environment increases government transparency by allowing employees complete access to email and information on demand, vastly improving employee efficiency and collaboration while saving taxpayers approximately $100,000 each year in licensing and related costs and up to $500,000 in staff time and staff costs.

This transition was informed by a careful analysis to evaluate our technology needs and options. Multnomah County considered two cloud-based options for replacing our old system for email, calendar and contacts. We selected Google Apps due to its low cost, ease of use, and innovative capabilities that will allow county employees to be more collaborative and productive in their jobs.

With 250 times the email storage of our prior email system, Google Apps will save employees considerable time previously spent deleting or archiving old emails, while allowing each department to follow specified email retention policies. The web based technology means employees can access their information from any internet-connected device.

New collaborative tools like searchable instant messaging and real-time collaboration in word processing and spreadsheets provide Multnomah employees with useful and innovative tools to help them do their jobs. In fact, the independent analysis found that the document sharing capabilities of Google Docs meet the needs of the vast majority of county employees.

Currently, every county employee is licensed to use the complete suite of Microsoft Office applications, but many staff members only use a small portion of those features. Google Apps provides Multnomah County with equivalent capabilities for no additional cost. Many employees will be able able to do their jobs without those costly software packages in the future.

As an added benefit, all county employees now have a shorter email address. That makes our email addresses easier to remember and much simpler to share with members of the public and those with whom we conduct business.

We began testing Google Apps with a small group of IT users and expanded that to a pilot of 150 and later 500 county employees. These employees came from a variety of county agencies and allowed us to identify and work through any issues with the migration. Our workforce has shown a high degree of interest and engagement in the project and have demonstrated that we’re ready to learn, explore and collaborate. We’ve gone Google.

by Sherry Swackhamer, CIO, Multnomah County

Posted by Dan Israel, Google Apps for Government Team

Back in July we invited Matt Ballantine, CIO of Imagination to tell us about his experiences of switching to Google Apps. At that time, the Imagination team had just moved 600 employees and 2TB of legacy email data to Google Apps, a major milestone in Matt’s broader vision to transform the role of IT within Imagination.

We are really excited to welcome Matt back for this interactive webinar, where he will provide a detailed insight into the project, describe how it has evolved over time and highlight some key learnings for IT leaders who are considering switching to cloud services.

Matt says “This has been far and away the most successful IT project I have been involved in, mainly because I did not have to think about the IT. Google takes care of that, freeing up my team to develop a real understanding of how these technologies allow Imagination to become more collaborative, more global and more creative. This is where my IT team is now adding huge value.”

To hear more about Imagination’s switch to Google Apps attend this live webcast, 27 Oct 2010, 15.00 BST (GMT +1). Register today.



Posted by Matt Charman, Google Apps team

Last week, we celebrated a big milestone for Google Apps for Education: 10 million active users. While a lot of the credit belongs to the school IT leaders and teachers who recognized the collaboration and learning potential of services like Google Docs, Google Sites, and school-wide Gmail, we’d be remiss if we didn’t also mention the many partners and integration projects that have helped support Google Apps for Education.

We were lucky enough to have several of these partners join us in our EDUCAUSE booth last week, and share how they’ve helped deploy and connect Apps with many widely-used learning management systems in higher ed. If you weren’t able to make it to these sessions in our conference booth, here’s a recap of how schools can integrate Apps with the technology platforms commonly used by colleges and universities today:

Blackboard + Apps: Northwestern University’s Bboogle project is a free, open-source integration that lets schools integrate Google Apps with Blackboard’s learning management system. This video and case study shows how a history professor at Northwestern used Google Sites to create a collaborative encyclopedia with his students; Bboogle managed authoring permissions for the class and provided links between the Blackboard course site and Google Sites.

Sakai + Apps: rSmart showcased the new Google Apps functionality that’s available in the upcoming 2.7.1 release of their Sakai collaborative learning environment. Sharing a Google Doc in Sakai now lets Sakai handle which users have access – often a volatile course roster as students drop and add classes – without having to manage a separate list of usernames with Google. For a sneak peek, check out this video and case study.

Moodle + Apps: Moodle solutions provider Moodlerooms displayed the single sign-on, automatic user provisioning, and Google Apps widget integration available in joule™. More information is available in this case study, or the related Moodle-Google open-source code.

MyCampus + Apps: The CampusEAI Consortium’s student portal solution includes an out-of-the-box Google Apps integration that’s used by over 50 universities and colleges, allowing students to engage with Google Apps without leaving their portal environment. A case study is available here.

We also owe a hat tip to the leading Google Enterprise Partners who joined us at EDUCAUSE, like Appirio, who shared their plan for training faculty and staff at Brown University, LTech, whose ‘Power Panel’ app allows limited administrators (ideal for university helpdesk staff), and SADA Systems, who explained the opt-in, on-demand content migration solution they developed for Kent State.

We’re impressed with how these partners have used our open APIs (plus App Engine and the Apps Marketplace) to make Apps even more useful to schools, and we look forward to sharing even more success stories in the future!


Posted by Jason Cook, Google Apps for Education Team

Editor's note: Over 3 million businesses have adopted Google Apps. Today we’ll hear from Dustin Bonnema, Portfolio Analyst and IT guru for MainStreet Advisors based in Chicago, Illinois. To learn more about other organizations that have gone Google and share your story, visit our community map or test drive life in the cloud with the Go Google cloud calculator.



Founded in 2003 by two veteran investment professionals, MainStreet Advisors is a Chicago-based Securities and Exchange Commission (SEC) Registered Investment Advisor. We provide investment advisory services, portfolio management, and marketing support for our clients, and are expanding rapidly - we’ve already outgrown our current office space, two years ahead of plan.

Such fast growth prompted us to focus more on technology and find ways to remove communication barriers for all employees. So we switched to Google Apps earlier this year and are already using many of the products in the suite including Gmail, Google Calendar, Google Docs, and Google Sites. We couldn’t be happier with Google Apps, and the best part is that everything is online and all the products are easy to learn and use. We’re trying to put as much as we can into a Google spreadsheet or document.

Shared Google Calendars are used to track time-off, conferences, committee meetings, and individuals’ travel schedules. This is a critical component of our internal communication strategy since Managing Directors and other executives travel as much as 40 - 50% of the year. This same group is reliant on mobile phones, and use either iPhones or BlackBerry devices to access Gmail and other applications, while they’re on the go.

As the company grows, it has become harder to locate and share updated information and policies across all employees. Google Sites is solving this problem – we built an intranet that includes links to shared calendars, client websites, group email aliases, expense reports, gift matching instructions, and investment policies. A Google form is also embedded in the site so employees can submit vacation requests that are updated directly in our HR manager’s spreadsheet. In time, we plan to add even more to the site – we’re already showing gadgets with intra-day performance of market indexes across the world, and we’d like to add a map of client locations and charts outlining our company assets over time.

Aside from helping us create more efficient business processes, Google Apps has become a key part of our business continuity plan. We have the security of knowing that if something goes wrong in the Chicago office, we’ll still be able to access our information from other places. This is critical to protecting our clients’ investments, and the future of our business.”

Posted by Dustin Bonnema, MainStreet Advisors

Google Sites lets you create public or internal web sites, and today we’re enabling scripts to support multi-step workflows in sites.

For example, your company can create a site for employees to browse and register for training sessions and career development programs. On the page describing each training session or class, you could add a “Register Now” button, which would automatically add registrants to the class roster, add the details of the session to each participant's Google Calendar, and email users to confirm enrollment. All of these automated actions can be driven by a script embedded in the site.



Starting today, you can create, edit, and launch Google Apps Scripts from any Google Site, which allows you to automate business processes that involve multiple applications. As in the example above, an Apps Script function can automate tasks such as sending emails, scheduling calendar events, creating and updating site pages using data from other systems, and more.

You can build a script by clicking “More actions” > “Manage site” > “Apps Scripts.” Once you’ve added a script to your site, you can add links or buttons to trigger the script from any page. For tips to get started with scripts, visit the Google Apps Script site.

Posted by Laurent Tu, Google Apps Software Engineer