Google Workspace for Education Drive storage updates

15%

Status

Project is 15% complete, starting on Thu 9/8/22 and ending on Wed 2/1/23.

In Process [In Process]

15% complete, updated on Mon 11/28/22 2:12 PM by Wendy Bentley

Changed Percent Complete from 5% to 15%.
Communication has gone out to all users that are over the 20GB quota prompting them to take action before January 1. 

Details

Dates
Thu 9/8/22 - Wed 2/1/23
Acct/Dept
IT Support Services
Service
Blackboard Faculty & Staff Support / Help with Blackboard from Distributed Learning Technologies (DLT) staff
Type
IT Projects / EAPP Project
Health
Green - On track
Portfolio(s)
Classification
Projects
Created
Thu 9/8/22 4:01 PM
Modified
Mon 11/28/22 2:24 PM

Project Costs

Is funding already secured for this request?
Funding is not necessary

Project Details

Project Champion
Person who voluntarily takes special interest in the adoption, implementation, and success of the project. They will help enforce the project solution with internal resources and promote it across campus.
Divisional VP Support
Does your divisional VP support this request?
Yes
What would a successful solution look like?
What outcome will you have at the conclusion of this project? If this proposal is one of a multi-phase project, please explain your plans, goals, and timelines for subsequent phases.
Configuration of a storage limit per users including notifications when storage limit is close or has been exceeded.
Configuration of the logic in Account Center to deactivate accounts after users leave the University.
Is this project mandated or required?
Required (not mandated) to keep a campus system running properly
If this request is mandated, please provide details about what's driving the mandate.
If you selected Chancellor's Office, legal or collective bargaining requirement, please provide details about the policy, law or executive memorandum that’s driving the mandate.
Google Workspace for Education Storage Quota: Campus will be instituting an individual storage limit for Google Apps for Education

Our campus has 120T as part of the baseline Google Apps for Education account

IIf a domain exceeds storage limits by 25% or for 14 days (whichever comes first), the following service impact will take place:

Google Drive: Users won't be able to sync or upload new files. Users won't be able to create new files in Google Docs, Sheets, Slides, Drawings, Forms, and Jamboard: Until storage usage is reduced, users cannot edit or copy affected files. Syncs between the computer's Google Drive folder and My Drive will stop.

Google Meet: Users won’t be able to record new meetings.

Google Photos: Users won't be able to upload photos and videos in Original or Storage Saver quality.

Gmail: Users will continue to be able to send and receive email after being over quota to ensure communication capabilities can continue.

Note: Users with Google Workspace licenses other than Education can’t send and receive emails when they exceed their storage limit.

Calendar:

Classroom:

If a teacher's storage is full: teachers won't able to create assignments with new files that they haven't yet uploaded or created, teachers can't export grades to Google Sheets, students can't turn in assignments with file attachments

If a student's storage is full: students can't access files in Assignments that prompt the student to make a copy

Google Workspace for Education account: Users will still be able to sign in and access their view and download their files, and send and receive emails.

Current Google Workspace for Education Storage Usage Metrics:

100 users are over 100GB

40T of data

Majority of the users are under a 100GB

60T of data

Exploring different options to set storage limits per user to avoid a tenant-wide disruption in the event we go over 120T

Option 1: Set the same quota for all users

Option 2: Different populations get different storage limits

IT will be reaching out to key stakeholders to get feedback about storage limits

Further investigation about alternative storage solutions will also be pursued

The communication plan in development and will be shared with key stakeholders including the Applications Stakeholder groups

We have until January 1, 2023, to implement storage limits to avoid a tenant-wide disruption

We will be displaying warning banners in the admin tooling when customers get close to storage limits.
What is the reason for the project being completed by the deadline?
Describe the business requirement or reason for the project deadline.
If we are not under the 100T limit by Feb 1, Google will charge campus for the additional storage

Project Impact

How will you measure the impact of this project?
For a new application, provide comparative data from other institutions demonstrating long-term positive impact over a defined timeline. For existing app enhancements, provide current measures and specific, expected results.
Setting up procedures and guidelines to enforce storage limits for users in an automated way will greatly reduce the overhead required to manage the Google suite of tools.
What are the consequences of not doing this project?
For example: direct significant negative consequences to the University, unable to conduct basic services; failure to resolve customer complaints or requests; loss of opportunity for improved service delivery or efficiency. Please explain.
If we are not under the 100T limit by Feb 1, Google will charge campus for the additional storage
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
Hundreds
How many students will be impacted by this change?
Select the size of the student population that will be impacted by this request.
Hundreds

Project Resources & Effort

What resources will this project require?
Identify the department and/or individuals that might need to work on this project and the level of effort required (minimal, moderate, extensive/substantial).
Learning Management Team
-Miroslav Lulic
ISEC Account Center Team
-Greg Coates
-Ryan Richter
Complexity of Implementation
What is the complexity of the project?
Minimal (minimal system interfaces/impacts/dependencies)
What is the solution type?
The solution type translates to the level of impact on IT staffing and technology maintenance. Based on consultation with your IT representative, pick the best fit for your proposed solution.
New features in an existing system, minimal breadth/depth

Description

From: Anne Goldmann <annegoldmann@google.com>
Sent: Thursday, May 12, 2022 2:06 PM
To: mlulic@mail.csuchico.edu
Subject: Workspace for Education Drive storage updates


Dear Google Admin,

The new Workspace for Education storage policy<https://www.blog.google/outreach-initiatives/education/google-workspace-for-education/> of pooled storage was announced in February of 2021. Since then, we’ve been partnering with and listening to customers to ensure that we’re providing the best resources and support. In a recent Workspace blogpost<https://wsupdates.page.link/admstrg>, we announced new storage management tools to help you manage your domain's storage, and I wanted to reach out personally to ensure you have everything you need to plan and prepare for pooled storage.

About the Pooled storage model

* The new storage model<https://support.google.com/a/answer/10403871?hl=en> provides schools and universities with a baseline of 100TB of pooled cloud storage shared across all your users — more than enough storage for over 100 million docs, 8 million presentations or 400,000 hours of video.
* Institutions with greater than 20,000 active users will automatically receive additional baseline storage of 5GB per user for each user over 20,000. Active users will be counted as the peak number of 30 day unique logins over the past 180 days, which can be viewed in the admin console<https://admin.google.com/ac/reporting/home>. This count will automatically update twice per year and adjust the total storage amount accordingly.
* Customers with the following Workspace editions will receive additional storage:
* Education Plus<https://edu.google.com/intl/ALL_us/products/workspace-for-education/education-plus/>: An additional 20 GB will be added to the shared pool for each Education Plus license. Customers continuing on legacy G Suite Enterprise for Education licenses will also have 100 GB added to their shared pool per paid employee license.
* Teaching and Learning Upgrade<https://edu.google.com/intl/ALL_us/products/workspace-for-education/teaching-and-learning-upgrade/>: An additional 100 GB will be added to the shared pool for each Teaching and Learning Upgrade license.

New storage management tools

To help admins better understand and manage your institution’s storage, we’re launching new storage management tools that provide customers with additional visibility, control, and insights into storage usage across users, groups, and their entire organization. We recommend that customers regularly use these new tools to see how much storage is being used across their organization and view how close their organization is to reaching their storage limit.

The storage management tools started to roll out to customers on April 18th, and should be available to all customers within a few weeks.

With these new storage management tools, admins can quickly and easily:

* View a storage usage summary for their entire organization
* View storage used by specific products like Drive or Gmail
* View the top users of storage in your organization
* View shared drives with the most storage used in your organization
* View storage limit warnings for the domain
* Access detailed reports on storage usage
* Apply storage limits for individual users by organizational unit (OU) or group
* Delete shared drives from the admin console

Important note: At launch, only Super admins<https://support.google.com/a/answer/2405986> will have access to the storage management tools. Over the next few months, this will expand for access to Delegated, User, and Reseller admins.

Pooled storage policy implementation

This policy goes into effect across all Google Workspace for Education editions for new and existing customers in July 2022. However, your institution will receive an extension of six months to provide additional time to plan and prepare. Your organization's enfo

Systems Affected

  1. Account Center

  2. Google

Manager

Sponsor