Migrating to Free Software:a Reference Protocol for LibreOffceItalo VignoliThe Document Foundation

Why The Document FoundationWhy LibreOffce

Our Ten Years Heritage

Community wants Project Independence

Breaking the Bell

The Do cum en t Founda t ion w a s bo rnTO PROMOTE fre e s o f w a re

TO P R O M O T E S W u s e r fre e d o mTO P R O M O T E d o c u m e n t fre e d o m

T O P R O M O T E o p e n s ta n d a rd sT O D E V E LO P L ib re O f ice

The Document Foundation

www.documentfoundation.org

Advisory Board

Turning the Paradigm Upside Down

Next Decade Manifesto (1)

Next Decade Manifesto (2)

Next Decade Manifesto (3)

F o u n d in g P rin c ip le sCO P Y L E F T L IC E N S E

N O CO N T R IB U T O R A G R E E M E N TM E R IT O C R A C Y

CO M M U N IT Y G O V E R N A N C EV E N D O R IN D E P E N D E N C E

The Document Foundation

LibreOffce

www.libreoffce.org

www.libreoffce.org

www.libreoffce.org

Growing Developer Community

"The Amazing Easy Hacks"

Document Liberation Project

Organizations Have Listened

City of Munich (Project LiMux)

City of Munich (Project LiMux)

15.000 PC

French Government

French Government

500.000 PC

Comunitat Valenciana

Comunitat Valenciana

120.000 PC

Dutch Ministry of Defense

Dutch Ministry of Defense

45.000 PC

Copenhagen Hospital System

Copenhagen Hospital System

25.000 PC

Regione Umbria

Regione Umbria

6.000 PC

South Tyrol

South Tyrol

6.000 PC

LibreOffce vs Microsoft Offce

W o rd - Exce l - Pow e rPo in tve rsu s

W rite r - C a lc - Im p re s s + D ra w

9 0 % o f fu n c tio n s a re id e n tic a l o r v e r y s im ila r1 0 % o f fu n c tio n s a re d if e re n t o r e xc lu s iv e

Why Migrate to Free Software

Migrate to Change for the Better

Gnu Migrate for Better Food

Migrating Might Be Hard and Painful

Migrate to Improve Freedom

Choo se the be s t sofw a reD e c id e w h e re to in v e s t th e m o n e yD e c id e w h a t to im p ro v e in th e s y s te mC o n trib u te to th e fu tu re o f th e s o f w a reB e co m e a co m p o n e n t o f th e s o lu tio n

Migrate to Reduce Vendor Lock In

G e t rid o f p ro p rie ta r y lice n s e co s tsG e t r id o f v e x a to r y lice n s e co n d itio n sG e t r id o f o b fu s c a te d te c h n o lo g ie sG e t r id o f fa ls e & tric k y " o p e n s ta n d a rd s "G e t r id o f v e n d o r's d e s k to p d o m in a n ce

Migrate to Increase Interoperability

Migration Highlights

Adop t ion o f O pen Docum en t Fo rm a t ( ISO / IEC 26300 )

L ib re O f ice F le x ib ility : e x te n s io n s , m a c ro s , P H P, P y th o n

Fre e d o m to in s ta ll L ib re O f ice o n a n y p e rs o n a l co m p u te r

O p p o rtu n ity to tra in u s e rs to th e s a m e a g re e d s k ill s e t

O p p o rtu n ity to re v ie w /o p tim ize d o c u m e n t m a n a g e m e n t

O p p o rtu n ity to re o rg a n ize th e IT d e s k to p in fra s tru c tu re

Technical Strengths

O p e n s o u rce a p p lic a tio n

G ro w in g a n d d y n a m ic d e v e lo p m e n t co m m u n ity

T im e b a se d re le a s e c y c le fo r s c h e d u le d u p g ra d e s

C o m p a tib ility w ith a ll M ic ro s o f O f ice file fo rm a ts

LO " fre s h " fo r fe a tu re s , LO "s ta b le " fo r e n te rp ris e s

A va ila b ility o f va lu e a d d e d ce rtifie d s e r v ice s

Financial Strengths

Fre e s o f w a re lice n s e

G ro w in g e co s y s te m o f va lu e a d d e d s e r v ice p ro v id e rs

C e rtifie d p ro fe s s io n a ls fo r M ig ra tio n s a n d Tra in in g s

C e rtifie d d e v e lo p e rs fo r L e v e l 3 s u p p o rt

P la n n e d o b s o le s ce n ce o f s o f w a re a p p lic a tio n s

What "Migration" Means

Migration≠Replacement

Migration=Change

Resistance to Change

Change Curve

Reduce Resistance to Change

Negative Reaction to Change

Positive Reaction to Change

Managed Change Curve

What "Interoperability" Means

Migrate to Increase Interoperability

Interoperability≠Exchanging Documents

Interoperability=Working Better Together

History of Document Processing

YEAR TOOL3000 BC clay table(t) + engraver2000 BC papirus + paint brush0 paper + ink + goose pen1000 AC paper + skin + ink + goose pen1500 AC paper + ink + pen + pencil (and press)

1900 AC paper + pen + typewriter1980 AC PC + paper + text editor sofware2000 AC PC + paper + ofice sofware

Phisically Interoperable Documents

From Closed to Open

Open ContentClosed Content

Closed FormatClosed Format

From Offce to Social

Ofice Documents• Unstructured• Format intensive• Printed output

imperative• Network efects

locks users in

Social Documents• Many tools (wikis,

blogs, web/mobile)• Format for device• Print seldom• Dynamic sharing• Highly social• Co-editing• Semantically rich• Programmable

Document Tradeoffs

Visual Richness of Authoring EnvironmentAbility to Say AnythingPixel PerfectionHigh FidelityPower Structure

UniversalityAccessibility

Semantic RichnessAbility of Everyone to Understand

Interoperability Challenges

PAPER

Search Engine

Email Attachment

Doc Repositories

Potential Points of Failure

PAPER

Search Engine

Email Attachment

Doc Repositories

Interoperability ?

W e le a rn to c re a te n ice d o c s fo r p rin tin gW e d o n o t le a rn to c re a te in te ro p e ra b le d o c sW e u s e fa n c y fo rm a ttin g a n d fo n tsW e d o n o t re s p e c t th e s e m a n tic s o f X M L ta g s… b u t w e co m p la in if th e d o c is m e s s e d u p

Interoperability: a Learning Process

U s e tru e o p e n d o c u m e n t s ta n d a rd sU s e fre e fo n ts a va ila b le o n a n y p la tfo rmC re a te " in te ro p e ra b le " d o c u m e n ts… g o o d to o p e n w ith a d if e re n t s o f w a re… g o o d to o p e n w ith a d if e re n t O S

Help Interoperability: Applications

U se in te rope rab le da ta fo rm a ts

Te a c h th e u s e r h o w to u s e th e p ro d u c t in a n in te ro p e ra b le w a y

In c lu d e d o c u m e n t te m p la te s a n d d e fa u lts th a t e n co u ra g e in te ro p e ra b ility

A llo w va lid a tio n o f in te ro p e ra b le d o c u m e n ts

Help Interoperability: Data Formats

S e p a ra tio n o f co n te n t , a ttr ib u te s , b e h a v io rs a n d m e ta d a ta

R e u s e o f e x is tin g , e s ta b lis h e d o p e n s ta n d a rd s

T h o ro u g h re v ie w o f d o c u m e n t fo rm a ts

U s e o f s ta n d a rd co m p o n e n ts

Help Interoperability: Organization

A d o p t o f a s in g le s ta n d a rd o p e n d o c u m e n t fo rm a t

A d o p t a p p lic a tio n s w ith p ro v e n co n fo rm a n ce to th a t o p e n d o c u m e n t s ta n d a rd fo rm a t

Te a c h u s e rs h o w to c re a te in te ro p e ra b le d o c u m e n ts

Help Interoperability: Users

C a p tu re in fo rm a tio n a t th e h ig h e s t le v e l

A d d d o c u m e n t m e ta d a ta

P ro v id e a n n o ta tio n s fo r a cce s s ib ility

U s e te m p la te s a n d s ty le s

Document Formats

Proprietary vs Open & Standard Formats

P rop r ieta ry Fo rm a tsG ene ra lly sec re t and un ive rsa lly de s igned to be u sed in on lyo n e p ro d u c t co n tro lle d b y a s in g le v e n d o r (v e n d o r lo c k-in )

O p e n & S ta n d a rd F o rm a tsA p p ro v e d b y a n in te rn a tio n a l o rg a n iza tio n s u c h a s IS O

P u b lic ly a va ila b le a n d im p le m e n ta b le , a n d a g re e d u p o n b y m a n y d if e re n t o rg a n iza tio n s

C a n b e u s e d b y m a n y p ro d u c ts a n d a re v e n d o r-n e u tra l

In a w o rld w h e re p a p e r d o c u m e n ts are in c re a s in g ly re p la ce d b y e le c tro n ic re co rd s ,

e n s u rin g th e lo n g te rm a cce s s a n d u s a b ility o f th e s e re co rd s is c rit ic a l.

OAS IS OD F Adop t ion TC , D ecem be r 10 , 2006

Interoperability vs Document Format

O penXM L w a s de s igned from the s ta rt to be capab le o f fa ith fu lly re p re s e n tin g th e p re -e x is tin g co rp u s o f

w o rd -p ro ce s s in g d o c u m e n ts , p re s e n ta tio n s , a n d s p re a d s h e e ts e n co d e d in b in a r y fo rm a ts d e fin e d b y

M ic ro s o f C o rp o ra tio n .

Of ice O pen XM L O ve rv iew , ECM A In te rna t iona l, D ecem be r 2006

Interoperability vs Document Format

Open Document Format

Document Extension

Text ODT

Spreadsheet ODS

Presentation ODP

Drawing ODG

Chart ODC

Image ODI

Database ODB

Math Formula ODF

ODF Timeline

"M ic ro sof ha s su cce ss fu lly im p lem en ted the OAS IS O pen Do cum en t Fo rm a t (O D F ) V e rs io n 1 .2 S ta n d a rd in th e M ic ro s o f O f ice 2 0 1 3 a n d M ic ro s o f O f ice 3 6 5 p ro d u c ts . O u r te s tin g h a s s h o w n th a t th e s e im p le m e n ta tio n s o f O D F 1 .2 p ro v id e a h ig h le v e l o f in te ro p e ra b ility b e tw e e n M ic ro s o f O f ice a n d o th e r in d e p e n d e n t

im p le m e n ta tio n s o f th e s ta n d a rd . M ic ro s o f te c h n ic a l e x p e rts p a rtic ip a te d in th e O D F Te c h n ic a l C o m m itte e , w ith s p e c ific fo c u s o n th e O p e n F o rm u la a n d d ig ita l

s ig n a tu re s p e c ific a tio n s . In M ic ro s o f 's o p in io n th e O D F 1 .2 s p e c ifica tio n re p re s e n ts a s ig n ific a n t im p ro v e m e n t to th e O D F s ta n d a rd ".

J im T h a tc h e r, P rin c ip a l P ro g ra m M a n a g e r, O f ice S ta n d a rd s , M ic ro s o f C o rp o ra tio n

Microsoft and ODF 1.2

ODF Adoption

Hybrid PDF Format

Inside ODF

Document: XML Container

M ic ro s o f h a s s u cce ss fu lly im p le m e n te d th e O A S IS O p e n D o c u m e n t F o rm a t (O D F ) V e rs io n 1 .2 S ta n d a rd in th e M ic ro s o f O f ice 2 0 1 3 a n d M ic ro s o f O f ice 3 6 5 p ro d u c ts . O u r te s tin g h a s s h o w n th a t th e s e im p le m e n ta tio n s o f O D F 1 .2 p ro v id e a h ig h le v e l o f in te ro p e ra b ility b e tw e e n M ic ro s o f O f ice a n d o th e r in d e p e n d e n t

im p le m e n ta tio n s o f th e s ta n d a rd . M ic ro s o f te c h n ic a l e x p e rts p a rtic ip a te d in th e O D F Te c h n ic a l C o m m itte e , w ith s p e c ific fo c u s o n th e O p e n F o rm u la a n d d ig ita l

s ig n a tu re s p e c ific a tio n s . In M ic ro s o f 's o p in io n th e O D F 1 .2 s p e c ifica tio n re p re s e n ts a s ig n ific a n t im p ro v e m e n t to th e O D F s ta n d a rd .

J im T h a tc h e r, P rin c ip a l P ro g ra m M a n a g e r, O f ice S ta n d a rd s , M ic ro s o f C o rp o ra tio n

Microsoft and ODF 1.2

Free Fonts for Any Operating System

Proprietary Fonts

Migration Protocol

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

Real Issues

Te c h n ic a lM a n a g e m e n t o f n e w d o c u m e n t fo rm a tsC o n v e rs io n o f d o c u m e n ts to th e s ta n d a rd fo rm a tL e a rn in g c u r v e fo r th e b a s ic ru le s o f in te ro p e ra b ility

P s y c h o lo g ic a lL e a rn a co m p le te ly n e w o f ice s u ite a f e r 2 0 y e a rsR e s is ta n ce to c h a n g e a n d la c k o f m o tiva tio nIf it is fre e th e n th e re is a h id d e n tra p

False Issues

K e y fe a tu re s a re m is s in g

S o m e fe a tu re s a re in th e w ro n g p la ce

T h e file fo rm a t is d if e re n t a n d n o t p o p u la r

O p e n in g d o c u m e n ts m e s s e s u p th e fo rm a t

Fre e s o f w a re is fo r te c h n ic a l p e o p le

Migration Timeline

Analisys

Project Management & Communications

Impact Test

Support

Deployment

Training

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

Analisys

Do cum en t P rodu c t ion

D o c u m e n t Te m p la te s /S ty le s

D o c u m e n t A u to m a tio n (M a c ro s )

D o c u m e n t F lo w (In te rn a l/E x te rn a l)

P ro d u c tio n /In te ro p e ra b ility P o lic ie s

T h ird Pa rty A p p lic a tio n s

StakeHolders

Owners ManagersPowerUsers

BasicUsers

Customers Suppliers PartnersThird

Parties

Documents

MacrosAutomation

StylesTemplates

Spreadsheets - DatabasesText Documents - Presentations

Macros

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

Organization

Te c h n o lo g y L e a d e rs

D e p a rtm e n t P ro je c t M a n a g e rs

U s e r G ro u p s b y R o le , Ta s k s a n d S k ills

In te rn a l/E x te rn a l In te ro p e ra b ility F lo w

P o te n tia l R o a d b lo c k s

Kick Off

M e e tin g w ith Te c h n o lo g y L e a d e rs

P re s e n ta tio n o f L ib re O f ice to Te c h L e a d e rs

C o n v e rs io n o f Te m p la te s a n d D o c u m e n t M o d e ls

K ic k O f th e C o m m u n ic a tio n : In te rn a l & E x te rn a l

O rg a n iza tio n o f Tra in in g to In te rn a l Tra in e rs

P ro d u c tio n o f S u p p o rt D o c u m e n ts

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

Communication Strategy

S ta rt w ith In te rn a l C o m m u n ic a tio n

In v o lv e O w n e rs /M a n a g e rs in th e P ro je c t

O f ic ia lly A n n o u n ce th e M ig ra tio n P ro je c t

In v o lv e " Te c h n o lo g y L e a d e rs "

C re a te a W e b s ite /B lo g & U s e S o c ia l M e d ia

P u b lis h E v e r y th in g Tra n s p a re n tly

Internal Marketing

Ded icated In terna l Po rta l

Project Status, D ocum entation , T ips

O nline Support, T icket ing System , D ow nload

Form s for Train ing Sessions, Evaluation Form s, ...

In fo about LibreO ffce and O pen D ocum ent Form at

C ollaboration and Inform ation Sharing Tools

Press C lipp ings C ollection

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

Impact Test

G ro u p o f K e y U s e rs

S p o ttin g C ritic a l & B lo c k in g Is s u e s

Te s t o f D o c u m e n t P ro d u c tio n F lo w

R is k A s s e s s m e n t

Id e n tify F in a l P ro je c t R e q u ire m e n ts

S ta rt E va lu a te C o s ts a n d R O I

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

Technology Leader

In te rn a l Te c h n o lo g y O p in io n M a k e rs

K e y E va n g e lis m R o le fo r M ig ra tio n to L ib re O f ice

C a n b e Tra in e rs fo r E n d U s e rs a n d F irs t C o n ta c t P o in t

F o c u s e d Tra in in g w ith M o tiva tio n a l C o n te n ts

Training

Tra in th e Tra in e rs

M e d iu m to A d va n ce d L e v e lE n d U s e r Tra in in g

B a s ic Tra in in g a b o u t W rite r a n d C a lcA d H o c Tra in in g o n Im p re s s a n d D ra wA d va n ce d Tra in in g O n R e q u e s t

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

Execution

O rg a n ize E n d U s e r Tra in in g

In s ta ll L ib re O f ice d u rin g Tra in in g

P re s e n t a L ib re O f ice W e lco m e K it

P ro v id e In te rn a l L e v e l 1 S u p p o rt

U p d a te D o c u m e n t F lo w

P ro je c t L e a d e rs @ LO C o m m u n ity

Document/Template Migration

O p p o rtu n ity to R e v ie w Te m p la te s a n d S ty le s

C re a te a N e w D o c u m e n t M a n a g e m e n t F lo w

S to ra g e S tra te g y fo r R e a d O n ly D o c u m e n ts

C o n v e rs io n o f " L iv e " D o c u m e n ts

Process Optimization

R e v ie w In te rn a l F o rm s a n d Te m p la te s

R e v ie w In te rn a l P ro ce s s fo r P ro d u c tio n a n d S to ra g eo f D o c u m e n ts , a t D e p a rtm e n t a n d E n te rp ris e L e v e ls

R e v ie w T h ird Pa rty A p p lic a tio n s w h ic h In te ro p e ra tew ith th e In te rn a l D o c u m e n t M a n a g e m e n t F lo w

G u id e lin e s fo r T h ird Pa rty A p p lic a tio n P ro c u re m e n t

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

Support Model

Technology LeadersIT Department Staff

Internal Level 1 SupportINT/EXT Level 2 Support

Community ResourcesExternal Level 3 Support

Support Structure

In tra n e t w ith D o c u m e n ts a n d M a n u a ls

Te c h n o lo g y L e a d e rs fo r F irs t A id S u p p o rt

In te rn a l L e v e l 1 & L e v e l 2 S u p p o rt

C e rtifie d E x te rn a l L e v e l 3 S u p p o rt fo r B u g s

In te ra c tio n w ith L ib re O f ice C o m m u n ity

B u g F ilin g o n B u g z illa

Reference Migration Protocol

Analysis Impact Test Training Support

●Documents●VBA Macros● Integration

Communications

●Bug Fixes●Compatibility● Interoperab.

Long TermSupportedSoftware

●Bug Fixes●Compatibility● Interoperab.

●New FeatureDevelopment

● Integration

Deployment Evolution

●Trainers●End Users●Third Parties

Project Management

LibreUmbria Project

LibreUmbria

Cost of Migrating to MS Offce 2010

External Costs Internal Costs

Ofice 2010 Basic (700 licenses) € 151,900

Ofice 2010 Professional Plus (300 licenses) € 93,600

Deployment of Microsof Ofice (30 hours) € 470

Training for the Trainers (40 hours x 3) € 8,400

Training for End Users (700 hours) € 11,144.13

Training Logistics € 21,200

Training Materials € 756,88

Management of Training Programs € 378,44

End User Help Desk (83 days) € 7,784

TOTAL € 275,100 € 20,533.45

Cost of Migrating to LibreOffce (1)External Costs Internal Costs

Materials for Data Collection € 189,22

Compatibility of LibreOfice with 3rd Party Apps € 283,83

Conversion Test of Existing Document Templates € 189,22

Press Releases € 567,66

Blog and Social Networks Update € 2,365.25

Organization of Press Conference € 189,22

Update of Web Portal € 1,576,83

Meeting with Managers € 189,22

Training for the Trainers (40 hours x 3) € 8,400

Training for End Users (700 hours) € 11,144.13

Training Tech Savvy Users (53 hours) € 841,07

Cost of Migrating to LibreOffce (2)External Costs Internal Costs

Training Logistics € 21,200

Training Logistics Tech Savvy Users € 1,600

Training Materials € 756,88

Management of Training Programs € 378,44

End User Help Desk (83 days) € 7,784.17

End User Help Desk from Tech Savvy Users € 2,365.25

Update of Blog and Publication of Docs € 1,892.20

E-book LibreUmbria € 2,838.30

LibreOfice with Incremental Updates € 5,000

Annual Support Package € 11,000

TOTAL € 47,200 € 33,550.89

Cost Comparison (frst 1.000 desktops)

External Costs Internal Costs TOTAL COST

MS Ofice 2010 € 275,100 € 20,533 € 295,633

LibreOfice € 47,200 € 33,551 € 80,751

DIFFERENCE - € 227,900 + € 13,018 - € 214,882

Certifcation Program

Website

Certifcation Scheme

THE DOCUMENT FOUNDATIONCertifcation Project Management

Certifcation Process (Trainers: Sponsors / Members)DevelopmentMigration Support Training

Certifed Organizations (Sponsors / Members / Third Parties)LibreOffce Migration / Integration / Deployment Projects

Corporate Users / Governments / Organizations

Italo Vignoli

Italo Vignoli - The Document Foundationmobile +39 348 5653829 - e-mail italo@documentfoundation.orgjabber/sip italo@libreoffce.org - jabber/gtalk italo.vignoli@gmail.com