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