Project: Google Storage Project

Goals

Manage UC Santa Cruz’s use of Google storage in alignment with our new quota before the deadline in order to maintain uninterrupted service and manage costs.

Timeline

February 2021

Changes to Google Workspace for Education announced

Ending unlimited free storage by November 2024

January – July 2023

Project initiated

High-level project plan and funding approved
Onboarding project and SME staff

August 2023

Phase 1 begins

Problem definition, high level solution design, and policy approval
Google infrastructure changes
Alumni and campus communication campaigns
Gmail and Google Drive overage remediation
User support plan

August – December 2023

Problem analysis & campus storage quota policy decisions

December 2023

Google infrastructure changes to support storage management

January – April 2024

Communications and change management

Messages sent to alumni and UCSC campus community

July 2024

Deadline for campus user compliance or extension request

August 2024

Officially under Google-required campus quota

September, 2024

Deadline for compliance for undergraduate students and alumni

October, 2024

Deadline for compliance for faculty, staff, graduate students, and sponsored account users

November -December, 2024

Phase 2 begins

January, 2025

Automation of alumni Gmail opt-in process

February, 2025

Alumni compliance drive (over limit despite quota applied)

March, 2025

Campus user account compliance drive (over limit despite quota applied)

February – July 2025

Shared drive overage remediation, compliance notifications, and assistance

Account management automations
VaultMe transfer service implementation
Alpha Workspace to archive cloud storage project
Fee for service framework
Staff offboarding analysis
Development of a campus sustainability model

July 2025

Deadline for Shared Drive compliance

September 2025

Project completion, hand-off to operations

Team

Leslie Geary, Google Service Manager
Joe Mochnick, Project Manager
Ryan Hale, Senior Google Administrator
Candace Coleman, Project analyst
Abraham Brevard, Project analyst & operations support analyst

Contact for more information

Leslie Geary, Joe Mochnick