alignment is your strategy for a successful office 2010...

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

• pfinnerty@crowell.com

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

• pphilips@nixonpeabody.com

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

• tnohs@kelleydrye.com

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

• drigali@thompsoncoburn.com

Project Manager

• Michael Sulin

• Infrastructure Manager

• msulin@thompsoncoburn.com

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 sherryk@microsystems.com

Microsystems

Phil Finnerty Sr. Manager, User Support pfinnerty@crowell.com

Crowell & Moring LLP

Paul Philips Enterprise Application Architect; CISSP, MCSD pphilips@nixonpeabody.com

Nixon Peabody LLP

Tom Nohs Director, IT

tnohs@kelleydrye.com

Kelley Drye & Warren LLP

Dave Rigali Director, IT

drigali@thompsoncoburn.com

Mike Sulin Infrastructure Manager

msulin@thompsoncoburn.com

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