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A Business Case for Google Apps for Education

Problem Statement

Goldfarb School of Nursing (GSON)’s lack of technology enhancement is a weakness. This weakness causes problems with: accreditation organizations, students’ satisfaction, aspiring nurse preparation, budget management, student retention, and student recruitment.

Analysis of Situation

BJC’s GroupWise email and messenger limit communication and collaboration among GSON stakeholders. GroupWise Messenger is not accessible outside the organization firewall, nor are students able to connect to the organization’s email system using a mobile device without incurring a cost. Because instant communication is lost and external communication is limited, students may be dissatisfied. Student dissatisfaction may have an effect on student retention, student recruitment, and the reputation of the organization. Moreover, the technology enhancements could allow better user experiences, like students learning in the way they want to learn, with technology.

Beyond email and messenger, other innovative communication mediums exist. Documents can be shared and collaborated on in real time and videos can be shared, as with YouTube. These same approaches can be used in an educational environment to enhance operational efficiency as well as teaching and learning. Document sharing would allow students to collaborate with their peers and professors on projects or homework assignments. Video sharing can be used for nurse preparation, student orientation, or to share information related to drug or alcohol abuse, which is a compliance requirement for Title IX.

Because GSON is limited by the lack of technology enhancements, third party solutions have been considered for procurement. For example, Mediacore, a video sharing product, was reviewed. The purpose of the product would be to share videos among different stakeholders throughout the College. Various departments would have the ability to share videos. While this is a great tool, as you will see in the cost benefit analysis section of this document, sound fiscal management would be remiss.

The Higher Learning Commission (HLC), an accrediting body of the College, requires a plan for innovation and technology.

1. Criterion/standard 5.C.5 states: Institutional planning anticipates emerging factors, such as technology, demographic shifts, and globalization.

2. Criterion/standard 3.D.4. states: The institution provides to students and instructors the infrastructure and resources necessary to support effective teaching and learning (technological infrastructure, scientific laboratories, libraries, performance spaces, clinical practice sites, museum collections, as appropriate to the institution’s offerings).

To address the problems presented in this business case, Google Apps for Education is recommended.

Solution

The solution to the problems presented in this business case is to implement Google Apps for Education (GAE). GAE is chosen because it addresses the main problem and sub-problems initially presented in this business case.

Student mobile access - The issue of mobile access for students will be addressed because this platform allows for access at no cost to students. This solution also mitigates BJC’s risk because stakeholders’ email will not be going through the main email system.

Increases stakeholders’ use and return on investment (ROI) - The benefit is twofold. We hope to capitalize on stakeholders’ prior knowledge and use of Google Apps that way we increase our return on investment. The ROI would be faster because time to full implementation would be less.

Purchase of third party platforms - Google Apps for Education provides similar solutions to those we are seeking from third party vendors. This allows us (Administration) to be good stewards of our budget.

Mission of College/Teaching and Learning - Teaching and learning / nurse preparation is why we exist. Today’s students are tech savvy and want to learn that way. To that end, this solution addresses this problem because it provides a platform for 21st century teaching and learning to take place. In addition, because of our ability to better prepare aspiring nurses, there may be a positive impact on the College’s reputation that would help sustain and increase our market share and create a competitive advantage.

Accreditation – This problem is addressed by GAE creating an environment that provides students and instructors the infrastructure and resources necessary to support effective teaching and learning.

Table 1 is a snapshot of how Google Apps for Education addresses the problems presented in this business case by app.

Table 1

Current Structure vs. Google Apps for Education with benefits

Applications

Current Structure

Google Apps for Education

Benefits

Email

X

X

Adds familiar platform stakeholders know – increase use / ROI

Email mobile access

X – cost for students

X

No cost to students

Messenger

X – not external

X

Increases communication by adding external access

Video Conference – Google Hangout

X

Eliminates need for third party platform / decrease budget implications

Shared Documents anytime /anywhere

X

Increases collaboration among stakeholders

Video Sharing

X

Eliminates need for third party platform / decrease budget implications

Calendar

X

X

Increases use among stakeholders because users have prior knowledge of the system

Appointments

X

Eliminates need for third party platform / decrease budget implications

Implementation

To implement this solution change would have to take place from structural, human resource, political, and symbolic perspectives.

Structural

To implement this project the following platforms or utilities will be needed:

Google Apps for Education (GAE) - is the platform that allows us access to the different apps that address the problems presented in this case.