Focus Group Open Source 11.02.2011 David Pearson
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Transitioning an organization from proprietary office suites like Microsoft Office to free and open source alternatives like IBM Lotus Symphony requires planning and preparation to manage costs and risks. Key steps include defining the user community, understanding existing content and applications, evaluating the free software against business requirements, and creating a deployment plan incorporating education, support, and content conversion. Proper initiation, cross-functional team formation, executive sponsorship, and communications are also important to the success of the project.
Focus Group Open Source 11.02.2011 David Pearson
- 1. One Smart Move: Transition To A Free Office Suite David J Pearson MBCS CITP CEng MIET OpenSource Focus Group IBM Lotus Symphony Services Lead Held At: IBM Rome, 11th Feb 2011 Lotus Software, IBM UK Ltd Mailto:[email protected] Twitter: DJPearson1
- 2. Legal Disclaimer © IBM Corporation 2011 All Rights Reserved. The information contained in this publication is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this publication, it is provided AS IS without warranty of any kind, express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this publication or any other materials. Nothing contained in this publication is intended to, nor shall have the effect of, creating any warranties or representations from IBM or its suppliers or licensors, or altering the terms and conditions of the applicable license agreement governing the use of IBM software. References in this presentation to IBM products, programs, or services do not imply that they will be available in all countries in which IBM operates. Product release dates and/or capabilities referenced in this presentation may change at any time at IBM’s sole discretion based on market opportunities or other factors, and are not intended to be a commitment to future product or feature availability in any way. Nothing contained in these materials is intended to, nor shall have the effect of, stating or implying that any activities undertaken by you will result in any specific sales, revenue growth or other results. Performance is based on measurements and projections using standard IBM benchmarks in a controlled environment. The actual throughput or performance that any user will experience will vary depending upon many factors, including considerations such as the amount of multiprogramming in the user's job stream, the I/O configuration, the storage configuration, and the workload processed. Therefore, no assurance can be given that an individual user will achieve results similar to those stated here. IBM, the IBM logo, Lotus, Lotus Notes, Notes, Domino, Quickr, Sametime, Symphony, WebSphere, UC2, PartnerWorld and Lotusphere are trademarks of International Business Machines Corporation in the United States, other countries, or both. Unyte is a trademark of WebDialogs, Inc., in the United States, other countries, or both. Adobe, the Adobe logo, PostScript, and the PostScript logo are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States, and/or other countries. Java and all Java-based trademarks are trademarks of Sun Microsystems, Inc. in the United States, other countries, or both. Microsoft, Office and Windows are trademarks of Microsoft Corporation in the United States, other countries, or both. Citrix, Citrix XenApp, Citrix Presentation Server are trademarks of Citrix Systems Inc in the United States, other countries, or both Yahoo! Is a rademarks of Yahoo in the United States, other countries, or both. Eclipse is a trademark of The Eclipse Foundation in the United States, other countries, or both. SourceForge.net is a registered trademark of Geeknet in the United States, other countries, or both. Indellient, Asset Inspector, Notes Inspector are used by kind permission of Indellient Inc ( A IBM Lotus Business Partner) Integra4Notes, Integra4Symphony and Integra are used by kind permission of Shireburn Software Ltd ( A IBM Lotus Business Partner). Intel, Intel Centrino, Celeron, Intel Xeon, Intel SpeedStep, Itanium, and Pentium are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries. UNIX is a registered trademark of The Open Group in the United States and other countries. If you reference Linux® in your presentation, please mark the first use and include the following; otherwise delete: Linux is a registered trademark of Linus Torvalds in the United States, other countries, or both. Other company, product, or service names may be trademarks or service marks of others. All references to Rennovations refer to a fictitious company and are used for illustration purposes only. 2
- 3. Some Opening Comments.... ● I Assume You Are Considering Moving Away From Proprietary Office Suites ● Because I Work With IBM Customers All The Time – My Presentation Is Based My Experiences. ● I Hope You Gain Some Best Practice & Ideas :-) ● I Will Use IBM Lotus Symphony As The Main Product I Discuss – But Most Of This Is OK For Other Free Office Suites. ● If You Have Comments / Questions – Please Wait Until The End Of The Presentation. ● This Presentation Will Be Made Available To You All After This Event. 3
- 4. TM IBM® Lotus® Symphony SymphonyTM is based on Open Standard = No vendor lock in IBM's Office Productivity Suite – includes desktop and cloud offerings • Built For “The Majority Of Users” Supports 28 Languages + Strong Accessibility Support EclipseTM / OpenOffice Based - Supports JavaTM, UNO & LotusScript® Dev Supports Microsoft® OfficeTM, Lotus® SmartSuite® & OpenDocument Format (ODF) + Others Inc. Adobe® Acrobat® Simple and flexible Free And Is Easy to use interface Supported Free To All Plugin extension and SDK Support Options Integrated in Lotus® NotesTM 8 •Web Only Client flexibility,Easy to deploy •Fee Based •Support Included With NotesTM Client 4
- 5. OK – Time To Talk About How To Move To A Free Office Suite..... 5
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- 7. ● Moving To A Free Office Suite Will Cost Money ● Licences = Free, Time/Effort/Tools = Cost ● To Understand The Cost Of Moving – And The Cost Saving.. Define The User Community (How Many People). } ● ● Define Labour Time (Average Cost Per Hour) ● Support Incident Cost Your Costs ● Duration Of Deployment ● Education ● Cost Of Licences IF YOU STAY with proprietary office suite } Your Savings Your Savings – Your Costs = True Cost ● Online Calculator / ROI Tool Automates / Helps With This. 7 ● Goto >> Free Office Suite ROI Calculator
- 8. ● Having A Structured And Agreed Approach Is Key To Success. ● Don't Boil The Ocean – Phased Deployments Work Best ● Do Not Underestimate The Volume Of Content You Have ● Decide The Format Strategy – Microsoft® OfficeTM or ODF ● If You Have Applications – Do They Have Any Microsoft® OfficeTM Dependancies In Them ? ● Communications With Your User Community Is Critical ● Understand And Manage Expectations ● Helps To Gain Valuable Information Used For Planning The Overall Transitioning Project Planning & Preparation Prevents Poor Performance 8
- 9. Office Productivity Suite Transformation Method ● Reduce Project Risk ● Understand Value Of Your Office Content / How it's Used In Your Business ● Evaluate SymphonyTM Against Business Requirements ● Build Deployment Plan That Incorporates Education / Support / Content Conversion. 9
- 10. Starting The Project ● The Initiate Phase Is Focused On ● Project Startup ● Team Formation ● Definition Of The Project ● what is to be achieved, how, timescales, costs and deliverables ● Having Executive Sponsorship Is Critical ● Should Be Cross Enterprise Project – Across All LOB's ● Create A Cross Functional Team ● Don't Underestimate The Cultural Changes ● Communications & Transformation Planning Is A Must ● Leverage The Expertise / Experience Of IBM Services 10
- 11. Understand The Size Of The Project ● Analyse User Community ● How Microsoft® OfficeTM (And Other Products) Being Used ● Dependancies On Integrated Applications ● Various Approaches To Achieve This ● Questionnaires, Interview Users, Workshops ● Locate And Analyze Content ● Where Is Your Content ? ● What Are The Key Artifacts Used In Each Line Of Business ? ● Is Migration Of Content Required For SymphonyTM Use ? Best Practice ● There Is Tooling Available to Help ! You May Wish To Establish A Porting Center. 11
- 12. Understand The Size Of The Project ● Segmentation Of Users Across Line Of Businesses (LOB) Best Practice ● Based On User Needs Versus SymphonyTM Capabilities ● Plan Out Pilot For Casual / Medium Users ● Max 30 People ● Cross LOB ● Decide How All Parties Receive Education ● Run Over 4 Wks ● Define How Feedback / Results Collected & Analyzed Casual Users Medium Users Power Users ● Common Uses Of Docs, ● More Robust Needs For ● Heavy Excel® Users Sheets, Presentations Documents, Sheets And ● Document Templates With ● Mostly Viewing / Light Presentations. Dialogue Boxes / xForms Editing ● Stronger Interoperability ● Need Integration With ● Filling Out Templates Requirements 3rd Party Applications. ● Use Of “Out Of Box” ● Creates Templates For ● Heavy Use Of Visual Basic® Features / Functions Other Users / LOB's Macros 12
- 13. Deploy And Evaluate ● Install SymphonyTM To Pilot Users PC's ● Test Deployment Architecture ● Provide Base Education ● Make Use Of The Free Materials From IBM® eg. Learning Plugin + Wiki ● Possible Use Of Instructor Led Courses – Must Scale ! ● If Evaluation Of ODF Is A Pilot Goal ● Convert Key Templates / Artifacts To ODF... Use Template Libraries To Mange These. ● Set Rules For Sharing Content With Users Outside Pilot 13
- 14. Deploy And Evaluate ● Run The Pilot ● Users Undertake Normal Job – Using SymphonyTM ● Support / Issue Resolution Is Key To Future Success ● Dedicated Support For Pilot ● Floor Walking Best Practice ● Support Forums Create A KnowledgeBase ● Evaluate The Results ● Round Table Meetings With Users ● Common Issues Reported To Support ● Creation Of Best Practice, Lessons Learnt ● Identification Of Additional Requirements ● Plugins, Document Conversion, Application Integration ● Education & Support 14
- 15. Adoption Across The Enterprise ● Creation Of A Deployment Roadmap ● Project Gantt Chart Showing Dates For LOB Deployment Activities ● Consider Customization Of SymphonyTM Prior To Deployment ● Branding And Plugin's ● If You Are Also Moving To ODF – Ensure A Coexistence Model Is Available. ● SUNTM Have A Free Microsoft® OfficeTM 2003 Plugin ● SourceForge.net® – Open XML / ODF Converter ● Ensure Users Aware Of How To Gain Education & Support BEFORE You Start Deployment. Best Practice Uninstall Microsoft® OfficeTM 30 Days After SymphonyTM Deployed. 15
- 16. Gaining More Business Value ● Many Ways To Extend The Look / Feel And Functionality ● SymphonyTM Development Toolkit ● LotusScript® .. Notes® / SymphonyTM Working Together. ● ODFToolkit.org Best Practice Lots Of Tools & Ideas On The Web. ● Business Partner Solutions ● Rich And Expanding Catalog On The SymphonyTM Website. ● IBM® Software Services for Lotus® ● Custom Application Development ● Solution Design ● Integration Of SymphonyTM With QuickrTM, Domino® And WebSphere® PortalTM 16
- 17. Summary Of Approach.... ● A Flexible Framework Of Structured Phases And Activities ● Provides A Systematic Approach To Transition From Your Existing Office Productivity Suite To IBM® Lotus® SymphonyTM. ● Its Unique... The Only Published Method Framework For These Projects. ● Your Own Additional Activities Can Be Added To One Of The 5 Phases. ● Leverage The Experience Of IBM® Software Services for Lotus® Download Your Copy Of The Method at:- http://www.priorartdatabase.com/IPCOM/000186027D 17
- 18. ● The Case For Change ● How Will This Make My Job Easier ? ● How Will I Continue To Collaborate With Others ? ● What Education Will I Get ? Reward Ideas & ● What Happens If I Have A Problem ? Innovation ● Standards ● Ensure You Have Standards For File Formats & How You Interact With 3rd Parties ● Protect / Future Proof Intellectual Capital (Doc,Sheets etc) Senior Communities Managers MythBusters Use It First 18
- 19. Locate Your Content Content Ease Of Use Analysis / Solutions Conversion 19
- 20. Locate Your Content IBM® OmniFind® Yahoo!® Edition 20
- 21. Content Analysis / Conversion Indellient Asset Conversion Inspector (ACI) Migration Effort for Inspected Assets Files that will convert well (80%) Files that may require user intervention (13.33%) Files that will require technical support (6.67%) 13.33% 6.67% 80.00% 21
- 22. Content Analysis / Conversion Visual Basic Macro Scan Tool ● Built By IBM And Installed FREE To Lotus Symphony 3 As A Plugin ● Scans documents with VBA macros and generate a scan report. The report is an OpenDocument spreadsheet file that lists the VBA APIs being used in the scanned documents and specifies which APIs are supported, which APIs are not supported, and which APIs are uncertain. 22
- 23. Content Analysis / Conversion Document Conversion Services Via The Web 23
- 24. Ease Of Use – Value Adds ● Integra Have Applications Available To Help With Report Generation From Data Stored In NSF's © Shireburn Software Ltd 24
- 25. TM Ease Of Use – Symphony Value Adds Indellient® Vivo for IBM® Lotus® SymphonyTM Menu-driven data and data-field management. Template prompts and field auto-population 25
- 26. ● The World Is Changing ● Do NOT Assume Everyone Has Microsoft Office 26
- 27. Choose A Free Office Suite That Supports Wide Range Of File Formats. Define & Enforce Corporate File Format Standards Discuss & Agree How To Collaborate With 3rd Parties 27
- 28. Do You Have Any Questions ? Thank You / Grazie 28