migrate to office 2010 without the risks sofie de vos - getronics managing consultant technology...
TRANSCRIPT
Migrate to Office 2010 without the risks
Sofie De Vos - Getronics Managing Consultant Technology Transformation Consulting
NEW VERSIONS OF WINDOWS AND OFFICE TRIGGER BROAD REFLECTIONS
Hardware
Data, User settings
Applications
Operating System
WorkplaceWorkplace
THE WINDOWS 7 FUNCTIONALITY ECOSYSTEM: WHAT YOU NEED TO GET THE MOST OUT OF IT
App-V
Direct Access
Jump ListsApplication Distribution
Branch Cache
WINDOWS 7
SCCM
WINDOWSSERVER 2008R2
MDOP[PART OF SA]
SHAREPOINT 2007/2010
Enterprise Search
GROUP POLICIES
Improved Power Management
RDX IS A FLEXIBLE FRAMEWORK TO MEET ANY CHALLENGE
BuildPlanEnvision Stabilize Deploy Operate
Business case
BusinessJustification
EconomicJustification
Pricing &Costing
Discovery
Hardware & Software
Software compatibililty
User data &Settings
Infrastructurereadiness
Design
User profiling
Solutionmapping
Infrastructuredesign
Softwaremanagement
Configurationmanagement
Distributionscenario
Virtualizationaspects
Application rationalization
Security
Imaging & Packaging
Applicationremediation
Application packaging& sequencing
Image definition& creation
VirtualizationUser data& settings
Infrastructure Deployment
Distribution services Management servicesImage &
package population
Configurationtemplates
Directory services
Deployment & Migration
Proof of concept Desktop migration Provisioning services
Application delivery
Workspace Management
Education & training
Management services
Optimize
Applicationremediation
Issues & alerts review
Self serviceportal
Automation
CONTROLLED CHANGEProject coordination and alignmentInject best practices and experience
PROJECT EXECUTIONFull roll-out
Desktop optimization project
CUSTOM STANDARDIZED
FROM THIS FRAMEWORK, WE HAVE DEVELOPED A SERVICES PROPOSITION
BuildPlanEnvision Stabilize Deploy Operate
CONTROLLED CHANGEProject coordination and alignmentInject best practices and experience
PROJECT EXECUTIONFull roll-out
Desktop optimization project
CUSTOM STANDARDIZED
RDX Proof Of Concept• Windows 7 trial / Readiness
scanRDX Office
RAPID DEPLOYMENT EXPERIENCE
Workshops• Business / Economic
justification
Build the components• Flexible and modular image creation• Application remediation and packaging services• Deployment infrastructure implementation
Execute the deployment • Automated zero touch deployment• Protects user data and settings• Flexible application provisioning method
Manage• Ongoing
support• Continuous
improvement
ACF
THERE ARE SOME MIGRATION ISSUES PREVENTING US FROM DEPLOYING QUICKLY
Migrating from Windows XP to Windows 7
• Due to the new architecture introduced with Windows
Vista your application packages might not be
compatible as is with Windows 7
Migrating to Office 2010 (or 2007)
• The new versions of Office use a new document
format, and older documents may no longer function
correctly, especially when manually converted.
• The new Office User Interface with its ribbons is very
powerful yet may require quite some getting used to.
End user training might dictate the migration speed.
AGENDA
• THE MAIN CHALLENGES
• THE RDX OFFICE SOLUTION
• THE NEW DOCUMENT FORMAT
CONVERSION CHALLENGE
• THE STORAGE AND BACK-UP COST SAVING
POTENTIAL
MOST COMPANIES ARE PLANNING AN OFFICE UPGRADE WHILE MOVING TO WINDOWS 7
• As organizations are planning to migrate to Windows 7
most of them also envision upgrading their Office suites
to Office 2007 or Office 2010;
• The new Microsoft Office productivity suite has been
designed with the new way of work in mind;
• Office 2007 and especially Office 2010 deliver
compelling collaboration and productivity features to
enable the clients workforce to be more effective;
• Office 2007 and Office 2010 have a completely new file
format that potentially offer huge benefits in cross
application information integration and storage savings.
UPGRADING YOUR OFFICE SUITE TO 2007/2010 POSES THREE MAIN ISSUES
• The new file format called Office XML will create the
need for a document conversion strategy. This
document conversion poses a risk of documents no
longer working as desired, and even create a potential
risk for business process effectiveness and continuity;
• The new Office Ribbon user interface is a huge step
forward in user friendliness, but it requires quite some
getting used to, creating the need for extensive end-
user training and performance support;
• No matter how good the educational preparation of your
workforce, we predict a substantial peak in Service
Desk support during the migration itself as users adopt
to the new way of working.
SEVERAL TOOLS AND ACCELERATORS EXIST TO HELP DURING THE DISCOVERY
• Microsoft tooling:
– Microsoft Assessment & Planning Toolkit (MAP)
– Office Environment Assessment Tool (OEAT)
– Office Migration Planning Manager (OMPM)
– Office Code Compatibility Inspector (OCCI)
• Third party tools:
– ChangeBase AOK
– Convertor Technology
AGENDA
• THE MAIN CHALLENGES
• THE RDX OFFICE SOLUTION
• THE NEW DOCUMENT FORMAT
CONVERSION CHALLENGE
• THE STORAGE AND BACK-UP COST SAVING
POTENTIAL
RDX OFFICE SOLUTIONS SPEED UP MIGRATIONS AND MINIMIZE RISKS
Key benefits of our RDX Office solution include:
• Minimizing risks and costs of migration;
• Increasing employee productivity by accelerating the
move to Office 2007/2010;
• Minimizing critical business application downtime;
• Eliminating the guesswork in planning and
conversion;
RDX OFFICE FOCUSES ON ENVISION PHASE AND EASILY INTEGRATES WITH NEXT PHASES
• Vision
• Risk
assessment
• Input for
migration
strategy
• Input for
Business Case
• Integral
Architecture
• Governance
• Project Plan
• Design.
• Proof of
Concept
• Application
scripting
• Document
conversion
• Admin. training
• Pilot
• Testing
• IT Staff training
• BDD/RDX
• Migration
Approach
• Migration
Tooling
• End-user
Education.
• Transfer
ENVISION PLAN DEVELOP STABILISE DEPLOY OPERATE
AGENDA
• THE MAIN CHALLENGES
• THE RDX OFFICE SOLUTION
• THE NEW DOCUMENT FORMAT
CONVERSION CHALLENGE
• THE STORAGE AND BACK-UP COST SAVING
POTENTIAL
WHY MOVING TO THE NEW OFFICE DOCUMENT FORMAT IS ADVISABLE
NATIVE OOXML MODE• XML based so better cross-
application exchangeability• Smaller file sizes can reap
considerable storage and
back-up savings
• Full functionality• Compressed file size• Longer formulas in Excel
possible• More conditional formats
possible in Excel• Conditional expressions that
references other Excel
sheets allowed• More powerful pivot tables
COMPATIBILITY MODE• Limited cross-application
exchangeability
• No Smart Art• No native charts• No themes• No editable formulas• No XML data source• No tracked moves• No dynamic bibliography or
citations• Character spacing will not
display• Text effects like shadows and
bevels are converted to
pictures
TECHNOLOGY IN THE NEW OFFICE SUITE MIGHT CAUSE ERRORS IN EXISTING DOCUMENTS
Macro’s may no longer work, links between documents may
break down, run-time errors may occur.
OBJECT MODEL CHANGES
VBA CHANGES
INVALID RANGE NAMES
CHANGED FILE SECURITY
RUNTIME ERRORS
LINKS NOT WORKING
CHANGED FILE EXTENSIONS
HOW TECHNOLOGY CHANGES MAY CAUSE BUSINESS RISKS IN EXISTING DOCUMENTS
These errors can lead to invalid/incorrect information, leading
to wrong decisions or communication and productivity loss.
OBJECT MODEL CHANGES
VBA CHANGES
INVALID RANGE NAMES
CHANGED FILE SECURITY
RUNTIME ERRORS
LINKS NOT WORKING
CHANGED FILE EXTENSIONS
NO INFORMATION
DOCUMENT ERRORS
INACCURATE INFORMATION
INCORRECT INFORMATION
MANUAL REPAIR EFFORTS
REPUTATION DAMAGE
PRODUCTIVITY LOSS
INCORRECT DECISIONS
DRIVERS BEHIND THE DOCUMENT CONVERSION
BUSINESS RISK:
– Decisions based on wrong information,
– External exposure of wrong information;
PRODUCTIVITY LOSS:
– 10% to 20% of files not working completely or
stalling in daily operations;
COST PREVENTION:
– Manual labor for fixing broken documents,
– Moving with the new standards (Office XML)
easier exchangeability;
COST SAVING:
– Potential for storage and backup savings.
TACKLING THE DOCUMENT CONVERSION CHALLENGE – DISCOVERY AND ANALYSIS
• Risk Mitigation
− How many documents do we have and how are
they used?
− Which documents might be at risk of no longer
working properly after the Office migration?
− What’s the business risk of converting on a
document-by-document basis?
• Storage and Back Up savings:
− How many documents and what’s their age?
− What’s the distribution of these documents
(Word, Excel, Powerpoint, Access)?
− How much storage can we potentially save by
converting these documents?
MICROSOFT OMPM VS RDX OFFICE ?
OMPM
No license cost
Time consuming setup
No basic reports
Discovers files shares
VBA module detection only
No Password detection
Limited file analysis options
No remediation option
Limited conversion options
No auditing
RDX Office is
powered by:
RDX OFFICE
License cost
Simple setup
Complete report set
Discovers files shares
VBA Module, chart and report
detection
Password detection
Complete Scoping reports
Easy to proceed to automatic
fixing, file remediation and
conversion with full auditing
“FILES AT RISK”: FOUNDATION FOR MIGRATION PLANNING & CONVERSION STRATEGY
Office Convertor Technologies combined with our powerful
RDX analyzer provides an insight in the “Files At Risk”.
Source: Actual RDX Office output from RDX Analyzer
23
OUR RDX OFFICE SOLUTION ANALYSES YOUR DOCUMENTS PER DEPARTMENT
By checking document
compatibility per department RDX
Office provides an excellent
starting point for choosing the
proper conversion and migration
scenario.
RDX Office results will also help in
establishing the scope of the Office
document conversion and help
determine the budget needed to do
accomplish the conversion.
REPORTING ON DOCUMENT AGE CAN AID IN ESTABLISHING THE CONVERSION SCOPE
Perhaps not all documents need to be converted, may depend
on legal requirements for document retention as well.
Source: actual data from insurance client engagement
2011 2010 2009 2008 2007 2006 2005 2004 2003 2002 2001 2000 1999 1998 1997 1996 1995 19940
200000
400000
600000
800000
1000000
1200000
Word
PowerPoint
Excel
Access
HOW WE AUTOMATICALLY FIX THESE LATER ON IN THE DOCUMENT CONVERSION PROJECT
4063
18938
Discover
At Risk
OK
132
3737
193
Files at Risk
Word
Excel
Powerpoint
Access
DOCUMENT DISCOVERY
Output example 23.001 docs
found at financial client on a
particular file share. Of these
23.001, 4063 documents were
labeled to be at risk, setting the
scope for the plan, build and
deploy phase.
FILES AT RISK DISTRIBUTION
In this client engagement in the
financial sector, most issues
were with Excel documents.
WHAT WAS FIXED
140 documents could be
automatically fixed, 518
documents could not be
analyzed because they were
password protected, 35
documents needed manual
adjustments.
140
518
35
Fix rate
Fixed
PW protected
Manual
RDX OFFICE IS THE FIRST PHASE OF THE CONVERSION PROJECT
ENVISION PLAN DEVELOP STABILISE DEPLOY OPERATE
RDX OFFICE
Discover IT & Report ITWe capture the current situation at the client. An initial discovery is done to establish the number of “Files at Risk” and to set the scope for conversion.This also aids in establishing the costs and benefits of the conversion of the established scope.
OFFICE MIGRATION PROJECT
Scan ITWe analyse the “Files at Risk” in depth, and establish if they truly pose a risk for the migration.
Fix ITWe repair the main bulk of Office documents that are part of the conversion scope automatically.
Go NativeWe automatically convert all the Office documents in scope to the new Open Office XML format.
AGENDA
• THE MAIN CHALLENGES
• THE RDX OFFICE SOLUTION
• THE NEW DOCUMENT FORMAT
CONVERSION CHALLENGE
• STORAGE AND BACKUP SAVINGS POTENTIAL
THE NEW OFFICE XML DOCUMENT FORMAT IS MUCH MORE EFFICIENT
• The Office XML document format introduced with
Office 2007 is a much more efficient format.
• Average file compression per file for:
• Word > 24%
• Excel > 22%
• PowerPoint > 74%
• Access = 0%
POTENTIAL SAVINGS IN STORAGE AND BACKUP ARE SUBSTANTIAL
Storage and back up savings per terabyte exceed 10% if you
only convert your Office documents of the last 3 years.
Source: accumulated client data from previous Office Converter Technology engagements in financial sector.
Now N-1yr N-2yr N-3yr N-4yr N-5yr N-6yr N-7yr N-8yr N-9yr All€ 0
€ 10,000
€ 20,000
€ 30,000
€ 40,000
€ 50,000
€ 60,000
€ 70,000
€ 80,000
0.0
%
4.0
%
7.7
%
10
.9%
14
.0%
16
.5%
18
.4%
19
.8%
20
.6%
21
.3%
23
.8%
Savings
Word
Excel
PowerPoint
WRAP UP
• For Office 2010 focus on:– Document conversion– End-User Training and Support
• Start getting your facts asap - use existing tooling
• Manage planning from the beginning
• We advise to test Office document scope before
migration
• Moving to the new Office XML format may provide
substantial storage and back-up savings
READY, SET, GO!
