alignment is your strategy for a successful office 2010...
TRANSCRIPT
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Alignment Is Your Strategy
For A Successful
Office 2010 Implementation
August 23, 2010 • #MIC2
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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
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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
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OUR INDUSTRY ADOPTION DATA
A compilation of several recent ILTA-sponsored surveys
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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
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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
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47%
52%
40% 50% 60%
Binary
XML
File Format Adoption – Current Trend
2010
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100
147
75
46
101
Size of Firms Responding – By Number of Lawyers
<50 51-150 151-300 301-500 >501
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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
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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
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Checklist Results
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Top Influencers of
Office 2010 Implementation Timelines
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HANDOUT ON THE WAY OUT…
Vendor Compatibility Survey Results
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Take with you to the Vendor
Hall and confirm dates for:
• Office 2010 Capability
• Windows 7 64-bit
• Office 2010 64-bit
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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
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CROWELL & MORING LLP
Early Adopter – Windows 7 & Office 2007
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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
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• 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
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• 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
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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
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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)
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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
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NIXON PEABODY LLP
Early Adopter – Windows XP & Office 2010
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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
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• 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
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• Trailing Adoption
• Poor Performance
• Complex Environment, Lack of Agility
Old
• Early Adoption
• Simplify Desktop
• Content Stability (XML) New
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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)
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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
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Leveraging Native Word
Firm Home Ribbon
Firm Ribbon
Compare Ribbon
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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
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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
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KELLEY DRYE & WARREN LLP
Preparing for – Windows 7 & Office 2010
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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
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• 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
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• Creating documents Old
• Built for collaboration
• Enterprise Search
New
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Aligned for Success
Most Important
• Make Search successful
• Realign the training program
• Communication
– What do they want?
– What do they need?
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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
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Qualitative Surveys
Microsoft
Cinema HD LifeCam
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Quantitative Survey
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COMMUNICATOR, ONENOTE &
THE OFFICE WEB APPS
And last, but not least…
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OFFICE COMMUNICATIONS SERVER
Communicator in use across a firm
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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
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Office Communications Server
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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
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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
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ONENOTE
How can lawyers leverage OneNote?
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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.”
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Who‟s Using OneNote in Legal?
Video here…
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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
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THE OFFICE WEB APPS
And then, there‟s…
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Familiarize Yourself…
• Word, PowerPoint, Excel
and OneNote
• Differences between
Web & desktop apps
– Ex: Word - Edit docx;
View .doc only
• Using SkyDrive &
SharePoint
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RELATED SESSIONS
Office alignment here @ conference…
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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
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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
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APPENDIX
Credits, Contacts & References
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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
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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
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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
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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)
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Drop by and visit us
Booth 609/611
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THANK YOU
Enjoy conference