from the trenches: implementing windows 7 and office 2010
TRANSCRIPT
From the Trenches:Implementing Windows 7 and Implementing Windows 7 and
Office 2010
Fish & Richardson’sWindows 7/Office 2010
Beau MersereauDirector of Applications, Development Director of Applications, Development
and Support
ENVIRONMENT & TECHNOLOGIESFish & Richardson
ENVIRONMENT & TECHNOLOGIES
Fish & RichardsonFish & Richardson
• EnvironmentEnvironment– 11 Offices in US & Europe
1100 Users– 1100 Users
• Migrating from Windows XP, Office 2003400 A S– 400 Attorneys and Technology Specialists
– 1100 UsersC– Primarily practicing in Complex Litigation and
Intellectual Property
Pre-Migration TechnologiesPre Migration Technologies
– Two data centers in Bellingham, MA and Dallas, TXTwo data centers in Bellingham, MA and Dallas, TX– NetApp SANs in each office– Riverbed accelerated WANRiverbed accelerated WAN– Exchange 2003->2007, SQL 2000, 2005, 2008
Desktop– Desktop• Migrating from XP SP3, Office 2003
– Case Management/DMS – ProLaw– Case Management/DMS – ProLaw– OCS 2007 R2 offering presence, IM, Desktop
SharingSharing
Post-Migration TechnologiesPost Migration Technologies
– Core image built with Microsoft Deployment Toolkit 2010 (free)( )
• Windows 7 x64• Office 2010 x86
– Native compare and metadata cleaning– Best Authority and Co-Sign only third party add-ins
• Open Source products used when possible• Open Source products used when possible– 7zip
Migration OverviewMigration Overview
• Participation in Microsoft’s TAP & RDP Participation in Microsoft s TAP & RDP Programs
• Rollo t to 10% of firm b J l 2010• Rollout to 10% of firm by July 2010• Rollout completion to entire firm by November
20 02010• Elimination of most third party add-ins
GoalsGoals
• Simplify technology/imageSimplify technology/image• Removal of Local Administrative Rights
Nixon Peabody’s Microsoft Office 2010 Upgrade
Mike GreenChief Information OfficerChief Information Officer
NP’s Moving Parts ...NP s Moving Parts ...
NP’s NP’s
Application Interoper-
bilit
Application Interoper-
bilit NP s Appetite
For Change
NP s Appetite
For Change
abilityability
Current Project Load (resource management)
Current Project Load (resource management) Macro Macro
Productivity Impact
Productivity Impact
Virtual Desktop
ReplacementReplacement
Microsoft RDP
Desktop Assessment
XP SP3 (Rebuild
Required)
Exchange 2010
Upgrade
Exchange 2010
Upgrade
Windows 7 EA Cost
Budget Constraints
pgpg
Final Alignment ...Final Alignment ...• Office 2010 Upgrade on
Existing EquipmentLegal
• Computer Rebuild XP / SP3• Document Production Tool
R lOpenText
gMacPac DocX
Tools
Replacements• Core Application Upgrades• E-Learning
OpenTextDM5
• E-Learning• Self Service RolloutMicrosoft
Office 2010
Exchange2010 w/
EV9
Planning and Execution ...Planning and Execution ...
• Microsoft Rapid Deployment ProgramMicrosoft Rapid Deployment Program• Leveraged Microsoft Home Use Program • Awareness Pilot (Firm Leadership)Awareness Pilot (Firm Leadership)• Firm Wide Pilot• Developed On Line Curriculum• Developed On-Line Curriculum• Created Self Service Tools• I l t d A M d U d P• Implemented A Managed Upgrade Process
No Race To The Finish Line ...
Archive Upgrade (EV)
MS Exchange 2010
Offi 2010 Pil
APR MAY JUN JULY AUG SEPT OCT DECNOV JANMARFEB
Offi 2010 R ll
BC / DR Phase III
Office 2010 Pilot Office 2010 Rollout
BC / DR Phase III
VoIP Implementation (WASH, LA, BOS, PROV)
BB Upgrades
DM Upgrade
Key Objectives ...Key Objectives ...
• Move From 2003 to 2010 (7 years of technology Move From 2003 to 2010 (7 years of technology advancement)
• Develop Support and Help Desk Competency (SLAs)p pp p p y ( )• Leverage Native Microsoft Office Functionality• Maintain End User ProductivityMaintain End User Productivity• Improved Client Compatibility / Competitive
Positioning g
NP’s Biggest Challenges ...N s gges C a e ges
V d R diV d R diVendor ReadinessVendor Readiness
Application InteroperabilityApplication Interoperabilitypp p ypp p y
More on Training ...More on Training ...• E-Learning - not schedule
dependent• Instructor based – virtual
classroomL i Pl b d • Learning Plans – based on roles
• 62 Office 2010 e-Learning 6 O 0 0 gcourses
• Office 2010 e-Learning h courses have average
ratings of 4.58 out of 5
More On Self Service Upgrades ...More On Self Service Upgrades ...• Custom process to backup and
restore local files and personal settings
• Step-by-step documentation walks users through the processwalks users through the process
• On average 1-2 hours to complete
• An approach that may prove to be invaluable moving forwardforward
What Did We Learn ...What Did We Learn ...
• Impact on change (ribbon) less than expectedImpact on change (ribbon) less than expected• End users make the best “testers”• E-Learning is working very wellE-Learning is working very well• Users can contribute (PC-rebuild)• doc vs docx understand implications w/ vendor • .doc vs .docx – understand implications w/ vendor
integrations• Easy to create excitement / momentumEasy to create excitement / momentum• Managing patches and upgrades is challenging
(testing and interoperability)(testing and interoperability)
Fish & Richardson’sWindows 7/Office 2010
Jennifer PotterManager- IT Business AnalysisManager IT Business Analysis
PLANNING & EXECUTIONFish & Richardson
PLANNING & EXECUTION
Planning Teams
Imaging & Deployment
Planning Teams
g g p y
Testing & Compatibility
Hardware Planning
Development
Training & Documentation
Marketing & Communication
Technical Support
Team Goals
Imaging & Deployment
Testing & Compatibility
Hardware Planning Development Training &
DocumentationMarketing &
CommunicationTechnical SupportDeployment Compatibility
Software Inventory
Planning
Hardware Inventory Custom Ribbons
Documentation
Training Assessment
Communication
Marketing Theme
Support
Preparing IT PersonnelImaging Methods &
Technologies(3rd Party & In-House)
Testing and Contingency Planning
Hardware Inventory
User Asset Verification
Custom Ribbons
XML Formatting
Varied Offerings
Marketing Theme
Generate User Excitement
Preparing IT Personnel
Support Plans During Migration
Checklists & Procedures
Licensing & Agreements Testing/Compatibility Custom Application
Conversion
Outside Vendors
Scheduling/Timing
Events Post Migration Support
Mentoring/Training Staff Documenting
Installation Information Equipment Ordering Document Generation
g/ g
Continued EducationCommunications to End
Users Helpdesk Support
Project Manager Rolej g• Oversight of Planning Teams/Decisions
6 W k Ti li /Ch kli t f h ffi• 6 Week Timeline/Checklist for each office• Handling of special user needs, anomalies• Communications to firm leaders departmental • Communications to firm leaders, departmental
leaders, IT personnel• Formal logistics planning & deliveryg p g y• Maintaining scope, documentation & timeline• Manage and determine staffing needs• Set goals and manage expectations• Triage feedback
Key Tools & Methods• Centralized Sharepoint List• Every End User• Hardware• Non-Standard Software• IT Personnel Assigned
User Information
g• Scheduled Migration Time• Migration Status• Notes• Used to target communication to users already completed vs. not yet completed
Logistics Plan
• Housed in OneNote 2010• Timeline• Staffing & Roles• User Schedule/Information• Pre-Migration Tasks• Migration Procedures & Checklists• Other – (space, follow-ups, scheduling instructions, special instructions)
• Housed in OneNote 2010• 3 Weeks prior to scheduled migration – 2 weeks post migration• Consolidated List of To-Do items by all various team members – Including Assigned To• Agenda item in all weekly meetings• Every office executed consistently
Checklists
y y
• Email Communications• Marketing Information• Logistics & Checklists• Pre-Migration User Information Sheets
Templates
EXECUTIONFish & Richardson
EXECUTION
Methods– Office by Office, 1 week timeframe
Staffed appropriately for # of users– Staffed appropriately for # of users• 8 machines per day, per technician
End users scheduled in advance– End users scheduled in advance• Communicated what to expect
– End to end customer support– End to end customer support• Machine pick up to delivery, install printers, hardware
and log on
– Training & floor support simultaneously– Alternative working locations & loaner laptopsg p p
Key PointsKey Points
Communicate,
Plan, Plan, Plan
Communicate, Communicate, Communicate
Market/ “Sell”
Early & Often
Under-PromiseOver-Deliver
Execute Pilot and Refine M
No User Left Behind
Pilot with varied users & “tough users”
Methods