Post on 28-Mar-2020
Windows 7 & Office 2010
Jennifer Beaudette, Fish & Richardson
Janice Calfee, Balch & Bingham LLP
Jerry Nguyen, Steptoe & Johnson, LLP
Maritta Terrell, Lloyd Gosselink
What were our….
•Top 3 Challenges
•Successes
•Key Takeaways
Jennifer Beaudette Manager – IT Business Analysis, Applications & Development
Fish & Richardson
*Served as Project Manager for Windows 7/Office 2010 Rollout
11 Offices
1100 Users
400 Attorneys
Janice Calfee Support Analyst, Balch & Bingham LLP
Served as Project Manager for Windows 7/Office 2010 Rollout 6 Offices, 239 Attorneys, 459 Total users
Windows 7, Office 2010, Opentext DM5.3; Payne Forms Assistant, Metadata
Assistant, Numbering Assistant, Workshare Compare
Jerry Nguyen Director of IT Systems and Development
1100 users across the US, China, and Europe
Windows 7, Office 2010, Non-Matter Centric Desksite 8.5;
Payne’s Metadata, In-house Templates
Maritta Terrell Trainer & Application Support
Austin, Texas. 38 Attorneys; 85 users
Windows 7, Office 2010, Autonomy’s iManage’s Matter
Centric 8.5; Payne’s Metadata, Numbering and DocID, Litera
ChangePro
What Were Our
Top 3 Challenges?
Jennifer Beaudette Manager – IT Business Analysis, Applications & Development
Fish & Richardson
*Served as Project Manager for Windows 7/Office 2010 Rollout
Environment
• 11 Offices in US & Europe
• 1100 Users
• 400 Attorneys
• Pre-Migration Technology
– Windows XP, Office 2003
• Post-Migration Technology
– Windows 7 x64, Office 2010 x86
Participated in Microsoft TAP (Early Adopters) & RDP (Rapid Deployment)
programs in 2009
Goals
Complete migration firm-wide by Fall of 2010
Simplify technology/image
Increase security/stability
Capitalize on new technology
Top 3 (ok 4) Challenges
Timing
•Early Adopters (no experience to draw from, some vendors not ready)
•Aggressive timeline
Planning & Execution
24 core dependency areas
Technical Challenges
Hardware/software compatibility, elimination of third-party add-ins, removal of local admin rights, Win 7, docx formats…
User Cooperation •Dodging upgrades, removal of third party tools, adoption
Janice Calfee Support Analyst
Balch & Bingham LLP
Environment
• 6 Offices in 4 States
• 239 Attorneys
• 459 Total Users
• Pre-Migration Technology
– Windows XP, Office 2003, physical desktops
• Post-Migration Technology
– Windows 7, Office 2010, 32-bit; 20% physical desktops; 80% virtual utilizing Samsung zero clients
Scope Creep
Compliments of www.fotosearch.com
Limited Staff
Snipped from YouTube.com\watch?v=MXO46Jbtzuk
We could relate to Dave!
Virtual Environment
Jerry Nguyen Director of IT Systems and Development
Environment
• 1100 users across the US, China, and
Europe
• Windows 7, Office 2010, Non-Matter Centric
Desksite 8.5; Payne’s Metadata, In-house
Templates
My Top 3 challenges:
* “Instant” Supportability
* Software Compatibility Testing
and “Where is it now?”
* Rollout/Training Timing and
Coordination
* Challenge 1: Firm Wide Supportability
* Challenge 2: Image Development
and Software Vetting
* Challenge 3: Rollout and Training
Maritta Terrell Trainer & Application Support
Environment
• 38 Attorneys; 85 users
• Windows 7, Office 2010,
• Autonomy’s iManage’s Matter Centric 8.5;
• Payne’s Metadata, Numbering and DocID,
Litera ChangePro
MY Top 3 challenges:
* Learning differences
* Brand-new DMS rollout
at same time!
* Time to Learn
* Learning differences
* Brand-new DMS rollout
at same time
as 2007 to 2010!
* Time to Learn
Successes
Jennifer Beaudette Manager – IT Business Analysis, Applications & Development
Fish & Richardson *Served as Project Manager for Windows 7/Office 2010 Rollout
11 Offices 1100 Users
400 Attorneys
Top 3 (ok 4) Successes
Planning & Execution
•24 Core Dependency Areas Identified
•7 Teams
Added Business Value
•OneNote
•Co-Authoring
Security/Stability/Simplification
•Reduced Threats
•Standardization of Image
•Less Add-Ins
User Cooperation
•Pre-Scheduled Users
•Offered Weekend Upgrades with loaner laptops
• OneNote & Sharepoint project site for team
collaboration
• Identified scope and requirements for each team
• Utilized checklists, logistical plans and guides for
every office spanning from 4 weeks prior to 2
weeks post-deployment
How?
Deployment Planning 7 Teams/24 Core Dependencies
Imaging & Deployment
Imaging Methods & Technologies
Checklists & Procedures
Mentoring/Training Staff
Testing & Compatibility
Software Inventory
(3rd Party & In-House)
Testing and Contingency Planning
Licensing & Agreements
Documenting Installation Information
Hardware Planning
Hardware Inventory
User Asset Verification
Testing/Compatibility
Equipment Ordering
Development
Custom Ribbons
XML Formatting
Custom Application Conversion
Document Generation
Training & Documentation
Training Assessment
Varied Offerings
Outside Vendors
Scheduling/Timing
Continued Education
Marketing & Communication
Marketing Theme
Generate User Excitement
Events
Communications to End Users
Technical Support
Preparing IT Personnel
Support Plans During Migration
Post Migration Support
Helpdesk Support
Janice Calfee Support Analyst, Balch & Bingham LLP
Served as Project Manager for Windows 7/Office 2010 Rollout 6 Offices, 239 Attorneys, 459 Total users
Windows 7, Office 2010, Opentext DM5.3; Payne Forms Assistant, Metadata
Assistant, Numbering Assistant, Workshare Compare
Advisory Team
Knowledge
Transfer
The statue Fons Sapientiae ( "fountain of wisdom") in the university city of Leuven from flickr.com
REPORT CARD
Balch & Bingham LLP
Kickoff
Planning/Advisory Team
Due Diligence – research/testing
Knowledge Transfer
Staffing
Change Management
Managing User Expectations
Overall Project
A+
A+
A+
A+
B
B
B
Jerry Nguyen Director of IT Systems and Development
1100 users across the US, China, and Europe
Windows 7, Office 2010, Non-Matter Centric Desksite 8.5;
Payne’s Metadata, In-house Templates
* Our approach: Collaborative Build
Suggestions on the Ribbon
* Ribbons and Pre-training
Rollout and Post Rollout Strategies:
• Dedicated Rollout Team
• Floor Support with a familiar face
Report Card
Instant Supportability
User Interface and Pre-Training
Rollout
Maritta Terrell Trainer & Application Support
Austin, Texas. 38 Attorneys; 85 users
Windows 7, Office 2010, Autonomy’s iManage’s
Matter Centric 8.5; Payne’s Metadata, Numbering
and DocID, Litera ChangePro
Do Different –
* Mandatory training longer
* More knowledge – prior!
Success..
* Built Excitement!
* Theme!
* Management Buy-in
* Purchase
Report Card
• Theme –
• Knowledge
Scope
• Office 2010 + DMS
Key Takeaways!
and / or
What would I
do differently?
Jennifer Beaudette Manager – IT Business Analysis, Applications & Development
Fish & Richardson
*Served as Project Manager for Windows 7/Office 2010 Rollout
11 Offices
1100 Users
400 Attorneys
Things to Note
MAJOR team effort
Tip of the Week
Educate in Stages
Went MUCH Smoother than Expected!
Status: Two Years In
• OneNote Goes Viral
– Project Management
– Case Management
• Templates by Practice Group
– Onenote.fr.com – Sharepoint Application
• 500+ Shared Notebooks
• Thousands of Local Notebooks
• Document Collaboration
– Co-Authoring via Sharepoint
Janice Calfee Support Analyst, Balch & Bingham LLP
Served as Project Manager for Windows 7/Office 2010 Rollout 6 Offices, 239 Attorneys, 459 Total users
Windows 7, Office 2010, Opentext DM5.3; Payne Forms Assistant, Metadata
Assistant, Numbering Assistant, Workshare Compare
HIRE MORE PEOPLE!!
?
?
? ?
Set an
achievable
start date
And a Changes
End Date
Be Diligent
• Do your homework before choosing
hardware/software
• Manage user expectations
• Choose to be on the Leading Edge, not the
Bleeding Edge
Jerry Nguyen Director of IT Systems and Development
1100 users across the US, China, and Europe
Windows 7, Office 2010, Non-Matter Centric Desksite 8.5;
Payne’s Metadata, In-house Templates
What would I do different/looking
forward:
Maritta Terrell Trainer & Application Support
Austin, Texas. 38 Attorneys; 85 users
Windows 7, Office 2010, Autonomy’s iManage’s
Matter Centric 8.5; Payne’s Metadata, Numbering
and DocID, Litera ChangePro
Lessons Learned
• Play time
• Focus
Lessons Learned
• Learning when?
• Add
“bonus” http://www.microsoft.com/en-us/download/details.aspx?id=28559
Questions?
Handouts from all the
speakers
are on the thumb drive!!!
Windows 7 & Office 2010
Jennifer Beaudette, Fish & Richardson
Janice Calfee, Balch & Bingham LLP
Jerry Nguyen, Steptoe & Johnson, LLP
Maritta Terrell, Lloyd Gosselink