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UCI Google Now Offers Google Drive

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Google Drive

Google Drive

OIT has enabled the Google Drive service as part of UCI Google Apps.

Google Drive is an optional extension to Google Docs.  Google Docs allows on-line (“cloud”) creation, storage, sharing, and collaborative editing of documents through your web browser. Google Drive adds the ability for files and folders on your computer to be backed up “in the cloud,” shared with others, and synchronized/copied on other computers and devices you own.

Here are some of the changes you will experience if you choose to enable Google Drive:

New View

Google Drive now presents your collections as folders, and offers a new “grid” view where your documents appear as thumbprints.  You can use your account settings to return to the classic Google Docs view when needed.

More Document Types

Google Drive allows direct display of a wider range of file types, including video, Adobe Photoshop, and many others.

Better Search

Google Drive allows more flexible searches of the content of your documents, including finding text in PDF files.

File History

Google Drive saves all versions of an edited document for up to 30 days, and allows you to designate any version to be kept permanently

Google Drive App

If you wish, you can download and install a Google Drive app onto any supported computer or smart phone.  This will allow you to conveniently access the files in your Google Drive account, with a synchronized view from any computer or device.  The PC app, for example, creates a virtual folder allowing Windows Explorer functionality, including drag-and-drop, for your Google Drive files.

Google Drive offers 5Gb of free file storage.  Native Google Docs documents (created and stored in the cloud) do not count as part of this limit, which applies only to files from your computer which you backup and share via Google Drive.

At present, Google Drive supports PC, Mac, and Android devices, with support for iPhone and iPad coming soon.

If you want to try Google Drive, you can follow the prompts from your UCI Google Docs page, or call the OIT Help Desk for assistance.

Jeff Martin, New Manager for OIT’s Windows Services Group

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Jeff Martin

Jeff Martin

Jeff Martin has recently joined OIT to lead its Windows Services Group (WSG).   His responsibilities include facilitating the consolidation and integration of campus Windows infrastructure, services, and Windows system administrators into the centralized campus Windows enterprise managed by OIT.

Jeff comes to UCI from UC Riverside, where he served for ten years, most recently as Operations Manager for Financial and Business Operations.  This was a unit formed in a consolidation process analogous to OIT’s current effort to provide the most efficient use of resources and more consistent IT support to faculty, staff, and students.

Jeff wasn’t actually looking to move to UCI, but was intrigued by the WSG manager job when he saw it posted on a UC mailing list.  He decided to come to UCI because he was inspired by the consolidation vision, and the opportunities that became apparent during the interview process.

When not planning Windows services improvements, Jeff enjoys cars and photography.  He said UCI provides a wonderful variety of architectural styles for his camera.

The Windows Services Group was created in 2009 to help bring consistency, security, and reliability to a diverse array of Windows installations around campus.  Jeff’s immediate responsibilities will be to continue to bring this vision into being, but he says he plans to be at UCI for a long time. He looks forward to helping OIT provide managed, integrated, effective information technology systems and services to faculty, staff, and students.  Jeff can be reached at 824-0977 or jeffrym@uci.edu .

Acrobat Users Strongly Urged to Purchase Software Maintenance

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Adobe Acrobat

Adobe Acrobat

Adobe Acrobat’s widespread use has resulted in its becoming a frequent point of attack for malware authors. Adobe releases security updates for recent products, but if you are running Acrobat version 8 or older, your computer is at risk.

If your unit is supported by OIT Desktop Support Services, planning for the purchase and deployment of Acrobat is part of that support.  In other cases, users will need to buy a brand new copy of Acrobat to stay safe. There are two additional options available for use on University computers.

Purchase 2-year software maintenance when buying Acrobat. Departments can purchase a new license of Acrobat for $56.87 through the University contract software reseller, SHI. At the same time you may also purchase 2-yr maintenance for $19.  The maintenance price is pro-rated if you purchase mid-term.  Maintenance allows you to upgrade at no additional charge and is renewable. Thus, for only $19 every two years, you’re always current, and can take advantage of Acrobat X’s newest features, like the ability to convert PDFs to Microsoft Word or Excel files.

If your 25% or more of your department uses Acrobat, you may want to consider the Acrobat Term Site License Program (TSL). The TSL is an annual leasing program.  Under the TSL, a department counts all computer users in the department (“knowledge workers”), whether they use Acrobat or not. Part-time employees count ½, and part-time faculty count 1/3. This count is multiplied by a lease rate to determine the department’s total annual cost. Pricing for the April 2012 renewal has not yet been released, but is expected to be about $4/knowledge worker/year. You always have rights to upgrade to the latest version.

Example: if your department has 100 employees, and 30 use Acrobat, you’d pay $1700 for new licenses, and $300/year for maintenance.  Under the TSL you’d pay $400/year for always-current licenses.  Then, should you need to deploy Acrobat on more computers, there would be nothing more to pay. Enrollment for the TSL occurs in April only, so don’t miss your chance!  Please contact Bob Hudack 824-6759, rjhudack@uci.edu to get started.

License Microsoft Sofware with MCCA

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MS Office

Do you need to update Microsoft Office or Windows? Mid-year UC-MCCA enrollments are due December 9th.

Popular Microsoft software is available at reduced cost to UCI through an agreement between UC and Microsoft, the “Microsoft Consolidated Campus Agreement” or MCCA.  More information on MCCA can be found in a previous IT News article.

MCCA runs on a fiscal year cycle, with orders for the next July 1 fiscal year being placed in early May.  But we now have a special pro-rated mid-year enrollment opportunity for licenses that will be newly deployed on January 1st.  MCCA enrollments are usually coordinated at a department or unit level, so consult with your local IT support or purchasing office to see if your unit is participating in MCCA.

This special mid-year enrollment opportunity ends on December 9th.  If your unit is not yet participating, contact Bob Hudack at x46759 or rjhudack@uci.edu for help in determining if this program is appropriate for your unit.

License Microsoft Software with UC-MCCA

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Microsoft Office

Popular Microsoft software is available at reduced cost to UCI through an agreement between UC and Microsoft, the “Microsoft Consolidated Campus Agreement” or MCCA.

The MCCA agreement is an annual lease rather than a standard outright purchase, and cost is based on a unit’s employee count rather than the number of computers that will run the software.

There are over 65,000 Campus Agreement Participants enrolled throughout the UC System. At UCI, the Merage School, OIT, ICS, UCI Libraries, Health Sciences, Soc Eco, Arts, Housing, Bio Sci Dean’s Office, Engr Dean’s Office, Law, A&BS, and others have enrolled.

While a careful analysis of your individual situation is always recommended, units which have more computers than staff (say, a computer lab) or units which want to be running the latest release of a package are likely to find MCCA an attractive alternative.

Participation in MCCA is subject to an open enrollment period which ends this year on May 6.  Contact Bob Hudack at x46759 or rjhudack@uci.edu for help in determining if this program will help your unit.