Alignment Is Your Strategy For A Successful Office 2010 Implementation August 23, 2010 • #MIC2
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Alignment Is Your Strategy
For A Successful
Office 2010 Implementation
August 23, 2010 • #MIC2
Agenda The D
ata
Office
DMS
File Format
Target
Influencers
Pro
ject
Pro
file
s
Win7
Office 2010
Alignment
Office Extras A
ppendix
Credits
Contacts
References
Our Presenters Today
Sherry Kappel Microsystems
Phil Finnerty Crowell & Moring LLP
Paul Philips Nixon Peabody LLP
Tom Nohs Kelley Drye & Warren LLP
Dave Rigali Thompson Coburn
Mike Sulin Thompson Coburn
OUR INDUSTRY ADOPTION DATA
A compilation of several recent ILTA-sponsored surveys
Version of MS Office, by Year
2008
2009
2010
4%
4%
3%
5%
3%
2%
22%
15%
10%
65%
60%
63%
4%
11%
22%
WP
Word 2000
Word 2002
Word 2003
Word 2007
0% 10% 20% 30% 40% 50%
ProLaw
NetDocuments
Other
None/Not applicable
WORLDOX
Open Text
Interwoven/Autonomy
2010
2009
2008
Distribution by DMS, per Year
47%
52%
40% 50% 60%
Binary
XML
File Format Adoption – Current Trend
2010
100
147
75
46
101
Size of Firms Responding – By Number of Lawyers
<50 51-150 151-300 301-500 >501
Office 2010
Office 2007
Other
349
69
51
ILTA Survey: August, 2010 469 Respondents Identify Their Next Version of Office
Note: 136
respond they
are already in
Office 2007
From
Our
Che
cklist
…
64-bit Exchange Server 2010
Upgrades/Migrations
64-bit Windows 7 Image
Development
64-bit Windows Server 2008 R2
Upgrades
Active Directory Upgrades/Redesign
Budgeting/Procurement Timelines
Communicator Implementation
DMS (Document Management System)
Upgrades (Client and/or Server)
Email Archival Upgrades for
Exchange Server 2010
Integration Challenges (all 3rd-party
Apps)
IT Team Preparedness
Learning Program Development
Office Automation Consolidation
(Analysis)
Requirements Gathering/Needs
Analysis
SCCM or Software Packaging,
Deployment Upgrades
Server/Data Consolidation Projects
SharePoint Strategies/Activities
Template Package
Configuration/Testing (3rd-party)
Template/Precedent Migration (in-
house developed)
Upgrades to Remote Access
Environments (e.g., Citrix, etc.)
Vendor Resource Constraints
Virtualization Projects
Windows 7 Compatibility Testing
Windows 7/Windows Server 2008
R2 UAC Group Policy Design
Checklist Results
Top Influencers of
Office 2010 Implementation Timelines
HANDOUT ON THE WAY OUT…
Vendor Compatibility Survey Results
Take with you to the Vendor
Hall and confirm dates for:
• Office 2010 Capability
• Windows 7 64-bit
• Office 2010 64-bit
Clarifications: 32-bit & 64-bit
32-bit & 64-bit Explained
• 32-bit memory limit is 4 GB (really ~3 GB+)
• 64-bit memory raises 4 GB ceiling up to16 exabytes – Practical: 6GB, 8GB, 12GB
• Be specific… – Windows 7 32-bit
– Windows 7 64-bit
– Office 2010 32-bit
– Office 2010 64-bit
• 64-bit will be our standard – Office 2010 is last 32-bit
compatible release
Guidelines
• Use Windows 7 32-bit if
– majority of software is 32-bit (i.e., 32-bit software may run slower in 64-bit…)
• Use Windows 7 64-bit when
– memory 4GB or greater, hardware is current; when most apps, drivers are already in 64-bit
• Consider for: Video editing, CAD drawings, image packages
• Plan for Office 2010 64-bit for
– Users who frequently work with Excel spreadsheets or Access databases larger than 2 GB
CROWELL & MORING LLP
Early Adopter – Windows 7 & Office 2007
Project Profile Peop
le
1,000 users
36 IT Staff
Project Manager
• Phil Finnerty
• Sr. Manager, User Support
Others
• mindSHIFT (SCCM, Application Packaging)
• Younts Consulting (DMS)
• Microsystems (Initial Planning, Document Defaults & Design)
• Traveling Coaches (IT Staff Training, LMS)
• LKPM Consulting (Custom Word Development)
• Sackett Group (CA templates)
Pla
ces
Washington DC
New York
Los Angeles
San Francisco
Orange County
Anchorage
London
Brussels
Middle East
North Africa
• Windows XP SP3
• Office 2003
• IE 7
• Elite 3.5
• iManage 8.2/8.3
• Citrix PS4
• IP Manager
• Three template environments
Source
• Windows 7 32-bit
• Office 2007
• IE 8
• Elite 3.8
• iManage 8.2/8.5
• Planned 8.5 client upgrade: postponed
• Citrix PS4
• Server 2008 R2 required for Win 7 look/feel, but iManage 8.2 not supported on 64-bit: postponed
• IP Manager
• Two template environments
Target
• Open desktop
• NetInstall-application & patch deployment
• User-based deployment model
• Login Script
Old
• Secure desktop (UAC and AppLocker enabled)
• SCCM-application & patch deployment
• Computer-based deployment model
• Group Policy (GPO & GPP)
New
Compatibility Concerns
Version Compatibility Concerns
• Parallel Projects
– Example:
Print Server Upgrade
– Example:
AD 2003 to 2008
• Outdated Software
Required Upgrades
– Example:
Home-user peripheral
– Example:
Cognos
Secure Desktop Concerns
• UAC & AppLocker in Win 7
– Example:
GoToMeeting-IE8/UAC issue
– Example:
Elite Enterprise 3.8-Manual
install
• Disable UAC, Install 3.8
client, refresh forms, enable
UAC
Aligned for Success
Marketing & Communication
• Early communication with Firm Management (all levels)
– Discussions on impact
• Presentations to all Practice Groups/Departments
• Marketing Campaign “7&7”
• Early Adopter Program
• Launch “Breakfast”
– Invite everyone to “touch and feel” new technology
– Ensure continued participation
Training & Testing
• In the hands of support staff
ASAP
• In the hands of Early
Adopters, sufficient time to
test
– Blended learning (eLearning,
Hands-On, Webinar Sessions)
7&7 Launch Event
•Launched in all offices on 7/7/2010
•Demo Machines to Touch and Feel
•Self running “feature” presentation
•IT volunteers available to guide
•All IT and Firm Management wearing
7&7 shirts
NIXON PEABODY LLP
Early Adopter – Windows XP & Office 2010
Project Profile Peop
le
1700 Users
70 IT Staff
Lead RDP, Core Team
• Paul Philips
• Enterprise Application Architect; CISSP, MCSD
Others
• Microsoft (Premier Support through RDP, Partner Services)
• Microsystems (Initial Planning, Document, Ribbon Design)
• OpenText DM 5.3 Beta (Dedicated Support)
• EMC (Exchange 2010 migration)
• Symantec (Email archiving)
• Templates TBD
Pla
ces
Albany
Boston
Buffalo
Chicago
London
Long Island
Los Angeles
Manchester
New York
Palm Beach Gardens
Paris
Providence
Rochester
San Francisco
Shanghai
Silicon Valley
Washington DC
• Windows XP SP2
• Office 2003
• OpenText DM 5.1
• Exchange 2003
• Workshare Compare
• 3BClean Metadata
• In-house templates
Source
• Windows XP SP3
• Office 2010
• OpenText eDOCS DM 5.3
• Exchange 2010
• #ing/TOC, 3BClean, native Word Compare, interface by DocXtools 6.1
• Templates TBD
Target
• Trailing Adoption
• Poor Performance
• Complex Environment, Lack of Agility
Old
• Early Adoption
• Simplify Desktop
• Content Stability (XML) New
Aligned for Success
What‟s Most Important
• Know Your Firm
• Know Your Audience
• Appetite for Change, Ability
to Assimilate Change
• Testing
• Training Plans
• Pace, Transition Plans
• Building Support
Competency
Ask the Right Questions
• Are You Ready? http://www.youtube.com/watch?v=cL9Wu2kWwSY
Posted in 2008 = Already Out Of Date
• What Do We Have?
• What Do We Need?
• Have We Taken Holistic
View?
• How Will We Organize?
(PMO, Teams)
Microsoft Case Study
http://www.microsoft.com/casestudies/Microsoft-Office-Professional-Plus-
2010/Nixon-Peabody-LLP/Global-Law-Firm-Upgrades-to-Office-2010-Saves-
50-000-and-Increases-Productivity/4000007937
Leveraging Native Word
Firm Home Ribbon
Firm Ribbon
Compare Ribbon
Timeline
January 2010
•IT Preparation
•IT Kick-off
March 2010
•Word Ribbon & Document Design
•RDP Completion
October 2010
•Deploy to Early Adopters
•Testing Phase
January 2011
•Begin Deployment
June 2011
•Firm-wide Deployment, Complete
Alert: Word Numbering
The Problem
• Potential loss of numbering
– Saving, upgrading .doc .docx
• Occurs when
– Underlying numbering is corrupt in the binary
– Process of saving as XML „repairs‟ it
• Will happen in
– your environment
– your client‟s environment
The Solution
• Word 2003 or Word 2007
– Get the hotfix
• Office 2007: http://support.microsoft.com/kb/983313
• Office 2003 Professional: http://support.microsoft.com/kb/2184068
– Also: DocXtools
• Word 2010
– Test, remediate templates
– Also: DocXtools
KELLEY DRYE & WARREN LLP
Preparing for – Windows 7 & Office 2010
Project Profile Peop
le
691 users
24 IT Staff
IT Director
• Tom Nohs
• Director, Information Technologies
Others
• Dell Professional Services (Project Management, Hardware, Implementation of SCCM, SCOM)
• mindSHIFT (Test environment build, DMS integration)
• Microsystems (Initial Planning, Qualitative/Quantitative Surveys, Document Defaults & Design, Ribbon Definition)
• Sackett Group (templates)
• Comparison TBD
• BA Insight (FAST search)
Pla
ces
New York
Parsippany
Brussels
Stamford
Washington DC
• Windows XP SP3
• Office XP
• IE 7
• OpenText DOCSOpen 4.0
• Citrix Xenn
• DeltaView 2.7
• Custom Legal MacPac templates 7.x
Source
• Windows 7 64-bit (TBD)
• Office 2010 32-bit
• IE 8
• OpenText eDOCs DM5.3
• FAST Search
• Citrix Xen
• DocXtools 6.2
• Legal MacPac templates v9.x
Target
• Creating documents Old
• Built for collaboration
• Enterprise Search
New
Aligned for Success
Most Important
• Make Search successful
• Realign the training program
• Communication
– What do they want?
– What do they need?
Interview key resources to
explore current and future „User
Experience‟
Identify options, dependencies and
priorities
Capture Risks, Assumptions,
Issues, Definitions, Out-Of Scope
(RAIDO)
Confirm solution alignment with
Customer Objectives
Initiation Identification Consolidation Finalization
Dell Program Management Assessment Approach
38
Qualitative Surveys
Microsoft
Cinema HD LifeCam
Quantitative Survey
COMMUNICATOR, ONENOTE &
THE OFFICE WEB APPS
And last, but not least…
OFFICE COMMUNICATIONS SERVER
Communicator in use across a firm
Project Profile People
800 users
50 IT Staff
• Dave Rigali
• Manager, Information Technology
Project Manager
• Michael Sulin
• Infrastructure Manager
Others
• SKT Services
• http://www.sktbcs.com
Pla
ces
Chicago
St. Louis
Southern Illinois
Washington DC
Office Communications Server
Aligned for Success
Progression of Adoption
• Using since 2005 version – Full adoption w/2007 version
• Anticipated – Hesitation was: used only by
younger associates, paralegals
– Fear it would take out the personal aspect
• Actual – Adds efficiencies for Legal
teams
– With 6 out of 10 phone calls going to voicemail: presence becomes key
New Trends
• This week alone: – 5108 IM sessions
• Now using – Live Meeting + WebCams
• Initial: “When will I ever use this?”
• Now: Managing Partner out selling it
• Next step is Desktop Sharing – IS Team moved to this for
remote control
– Exceedingly easy, 1-click
– Evangelizing that now
Aligned for Success
Recommendations
• Business case: improved efficiencies for the legal teams
– Don‟t tie this to an Office rollout
• It‟s a very rich app for the legal team
• Won‟t have opportunity to hold it high
– Outlook/Communicator 2010 “integration is out of this world”
• Set policies of deleting messages routinely
– short retention period
– creates a quasi-non-discoverable message
Expectations
• Voice integration is still a bit weak…
• Anticipate
– Adoption in pockets of practice groups
– Some users will be excited, others won‟t care, some will be completely against it
– Federated set-up is more complex
– Risk Manager may freak out; involve them in policy decisions, particularly for federated
ONENOTE
How can lawyers leverage OneNote?
Who‟s Using OneNote in Legal?
Simplified management of personal and team
case preparation. John Gartman, Principal at Fish
& Richardson and a senior lawyer, explains how
his staff is better managing information for both
individual workloads and cases with large legal
teams: “We use OneNote 2010 as a data
repository for interview notes, timelines,
background—all the audio, visual, and textual
information associated with a case—as well as a
content creation and outlining tool. We can take
a new case from ground zero to the „intelligence
phase‟ of strategic planning very quickly, which
serves our clients better and frees up staff time.”
Who‟s Using OneNote in Legal?
Video here…
Benefits of OneNote to Lawyers
“Microsoft Office OneNote in Legal”
• Upcoming ILTA Webinar
– James Province, a solo practitioner, Poulsbo, WA
– aka “The Tablet Lawyer” (http://www.thetabletlawyer.com)
– Will feature OneNote as a productivity tool for lawyers
– Tues., October 5, noon ET watch for the link to register on ILTA website
THE OFFICE WEB APPS
And then, there‟s…
Familiarize Yourself…
• Word, PowerPoint, Excel
and OneNote
• Differences between
Web & desktop apps
– Ex: Word - Edit docx;
View .doc only
• Using SkyDrive &
SharePoint
RELATED SESSIONS
Office alignment here @ conference…
Win
dow
s 7
Windows 7 and Microsoft Office 2010: Integrating Your Firm with the Future
• Wednesday, 3:30, Juniper 1
• Beau Mersereau – Fish & Richardson, P.C.
• Paul Phillips – Nixon Peabody, LLP
• #APP10
Tweaking the Windows 7 Desktop with Advanced Configuration Settings
• Tuesday, 1:30, Ironwood Ballroom 1
• Todd Parkin, Rob Cohen - Kraft & Kennedy, Inc.
• #ILTAU7
Off
ice 2
010
Rollout Kits for Office 2010
• Wednesday, 9:00
• #DEMO9
Office 2007 Success Stories
• Tuesday, 11:00, Juniper 1
• Char LeMaire, Traveling Coaches
• #APP4
Office 2010 Tips (and '07, too) That Your Folks Will Love
• Thursday, 2:00, Ironwood 8
• Cheryl Farrar, Terry Aurit, Savvy Training & Consulting
• #USER3
OC
S/C
om
mu
nic
ato
r Leveraging Office Communication Server
• Tuesday, 1:30, Juniper 1
• Jon Rauschenberger - Clarity Consulting, Inc.
• #APP5
Share
Poin
t
Leveraging IT Tools in KM: It's a Win-Win
• Thursday, 3:30, Starvine 10
• Adam Hansen - Sonnenschein Nath & Rosenthal LLP Janis Croft - Nixon Peabody LLP Brynn Wiswall - Baker Donelson Bearman Caldwell & Berkowitz
• #KM4
SharePoint as a DMS: From Heresy to Orthodoxy
• Tuesday, 1:30, Juniper 4
• Judith A. Flournoy - Loeb & Loeb LLP Anthony Decerce - TDC Global Enterprises Erik B. Goltzer - Miller Johnson
• #MIC5
APPENDIX
Credits, Contacts & References
Contact Info
Sherry Kappel Sr. VP, Chief Innovation Officer [email protected]
Microsystems
Phil Finnerty Sr. Manager, User Support [email protected]
Crowell & Moring LLP
Paul Philips Enterprise Application Architect; CISSP, MCSD [email protected]
Nixon Peabody LLP
Tom Nohs Director, IT
Kelley Drye & Warren LLP
Dave Rigali Director, IT
Mike Sulin Infrastructure Manager
Thompson Coburn
Credits
• Kara Portwood ILTA MSFT PGVP
Armstrong Teasdale
• Honora Wade ILTA End-User Support
PGVP
Perkins Coie
• Norm Thomas &
Mark Beckmann Professional Services
Industry Advisors
Microsoft
References
• Considerations for Transitioning to Word 2007/2010 Numbering – Recorded Webcast (sign-up required)
• http://www.microsystems.com/resources/webinars.php
– Featuring • Tips, Tricks
• Expectations
• Influence of Paste Options, PasteAndFormat methods
• ILTA Microsoft 2010 Whitepaper, “Alignment is Your Strategy for a Successful Office 2010 Implementation” – 4-page diagram, Pages 19-22
• http://iltanet.org/MainMenuCategory/Publications/WhitePapersandSurveys/Microsoft.aspx
ILTA Whitepaper “Make the Leap to Office 2010”
Released: April 2010
“Alignment is Your Strategy for a Successful Office 2010 Implementation.”
(pages 19, 20, 21 & 22)
Drop by and visit us
Booth 609/611
THANK YOU
Enjoy conference
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