Information Systems Services Microsoft Office 2007 Rollout Project Introduction & Feedback Phil Worsley – Service Group Leader, Desktop and Sales Tim Hunnybun – Service Leader, Training Unit Alan Ardron – Project Manager, Vista and Office Projects

Information Systems Services Content Introduction Planning for Deployment – What is best practice? What have others done? Whats the plan for the University of Leeds? Training Technical considerations Draft cutover plan Outline project plan including aspirations Questions/ Feedback

Information Systems Services Introduction – 1/4 Q: What is the purpose of todays session? A 1: Introduce Office 2007 Rollout Project and our progress so far Its early days so most information at outline level Still lots of information! A 2: Get feedback from departmental IT staff specifically: Comments & potential issues that need consideration Suggestions for improvements Help, especially in technical areas

Information Systems Services Introduction – 2/4 Q: Microsoft Office 2007 – whats the problem? A 1: Fluent User Interface (Ribbon to non Microsoft people) Takes some getting used to. Some users will need training A 2: New file format for all Office applications Microsoft have significantly increased functionality in all Office applications so sharing files may not be a simple file conversion to previous versions

Information Systems Services Introduction – 3/4 Q: What are the drivers to upgrade to Office 2007? A 1: Students & staff have it/ new PCs are supplied with it – (back to file conversion issues etc/ its going to creep in anyway) A 2: Some new software requires 2007 it e.g. Admin require it for Scientia Timetabling A 3: This is an opportunity! Chance to standardise on one version of Office Support Training Rollout of future versions

Information Systems Services Introduction - 4/4 Office 2007 Rollout Project Board membership Sponsor: Jane Lord – Head of User Services Senior Users: John Dodds (MAPS), Terry Wassall (ESSL) Project Manager: Alan Ardron Project Progress: Mandate Brief Project Initiation Document – almost! Start rollout – very soon

Information Systems Services Planning for Deployment – What is best practice? Forrester Report – white paper research into user acceptance of the new MS Office fluent user interface Looking at other organisations – to use their experience from implementations and lessons learnt Industry Experts – discussions and events hosted by UCISA and the Institute of IT Training

Information Systems Services Source: A commissioned study conducted by Forrester Consulting on behalf of Microsoft. 95.5% equally or more Satisfied

Information Systems Services 81.4% found the new interface the same or easier than previous versions

Information Systems Services Source: A commissioned study conducted by Forrester Consulting on behalf of Microsoft.

Information Systems Services What have other people done? Liverpool University No Formal Training Extensive online support Installation On Demand Southampton University Post go-live bookable training Extensive online support Phased departmental installation Microsoft No Formal Training Extensive online support Pilot to board member PAs Big Bang installation

Information Systems Services Training Approach for the University of Leeds Layered approach to training to take into account needs Free and chargeable options Phased departmental installation Training plans will be produced following consultation with Faculty/Service

Information Systems Services Training Approach for the University of Leeds Road Shows recommended for ALL users Extensive online support and training will be available for all staff Bookable formal training for IT Reps / local support / advanced users Post go-live bookable training Pilot in Admin and ISS

Information Systems Services Layer 1 Online SupportOnline Support - TutorialsTutorials - GuidesGuides - HelpHelp Layer 2 Layer 3 Layer 4 Road Show - Why are we doing this? - Guide to the interface - Where to get help ½ day training - 1 per Office Application courses - for IT Reps / local support / advanced users - can be booked as a closed course Post Go-Live - bookable session with trainer training support - trainer on hand as floorwalker in department - designed for post-implementation day

Information Systems Services Layer 1 Layer 2 Layer 3 Layer 4 Free of charge These layers will satisfy the needs of ~85% of users Chargeable These layers are designed to support advanced users / local support and to ensure that the upgrade presents minimal effects on productivity

Information Systems Services Microsoft Office Suites Information Our Microsoft Volume Licence Agreement includes- Office 2003 Professional Office 2007 Enterprise Microsofts The Ultimate Steal promotion offers Office 2007 Ultimate - £38.95 Vista Ultimate w/SP1 - £40.95 Visio Professional £ versions of Microsoft Office 2007!

Information Systems Services Program ExistsProfessionalExistsEnterprise Word Excel PowerPoint Access Outlook Publisher !! OneNote £ InfoPath £ Groove Communicator Project £ £ Visio £ £ Microsoft Office Rollout Inclusions

Information Systems Services Top Migration Issues – (Lifted from Microsoft) File Format Office Compatibility Pack available now Standardise on Office 2003 file format initially (GPO - default Save As) User Interface – i.e. Fluent User Interface Training – as discussed Object Model Requires testing of all applications that interact with Office – SAP and Banner ok! Endnote X2 Acrobat Writer 8.1 Others

Information Systems Services Top Migration Issues – (Lifted from Microsoft) Access & Excel files Conversion of complex files needs careful consideration Proposal is to use SoftGrid bubbles for previous Excel and Access and future project(s) to convert to Office 2007/ more robust SQL/ web based Office Migration Planning Manager (OMPM) has automated tool Manual Discovery exercise in Admin has run successfully without this Installation Completely new installation process (although it looks similar) Requires 512MB RAM (1GB for contextual spelling & grammar) Requires up to 3GB free disk space – install files remain present

Information Systems Services Phase 1: Information Gathering Excel/ Access data gathering Identify software issues Identify training needs Number of people to migrate/ any special considerations Phase 2: Rollout Plan Create from template (Migration Pack) Decide on rollout structure (number of tranches) Timescales depend on Phase 1 Phase 3: Pre- Migration tasks Remediation of Excel/ Access Indentify other software solutions Training – Roadshow & ½ day training courses Phase 4: Deployment Rollout Office 2007 Rollout SoftGrid Access and Excel as required Rollout other software solutions as required Above via SMS Phase 5: Post Deployment tasks Training – Floor walker if required Cutover plan – Per Department Communications targeted for each phase

Information Systems Services To be completed by Christmas! Outline Rollout Plan 1/4 1)Central Admin – Approx 600 PCs Relatively straightforward Easy to arrange training Theyve paid for training to be set up They want it for Scentia Timetabling which needs Outlook 2007 Start With Pilot GroupThen sub-department Dependent on success – rest/ or more sub-departments

Information Systems Services Outline Rollout Plan 2/4 2) Information Systems Services IT department is most difficult group to migrate – Feedback from UCISA events and other Universities Endorsed by ISS Exec To be completed by Christmas! Pilot with ISS Exec/ Admin staff Potentially then User Services Dependent on success – rest/ or more sub-departments

Information Systems Services Outline Rollout Plan 3/4 3)Complete Migration Pack to include Communication templates Proven cutover plan template Proven training programme Proven rollout mechanisms Proven Access/ Excel remediation processes Proven OMPM – File scanner for Excel and Access Proven solutions for (hopefully) most troublesome applications Lessons learnt Recommendations To be completed by Christmas!

Information Systems Services Outline Rollout Plan 4/4 4) Rollout continues ISS manage rollouts to Desktop Support Service covered Departments ISS support other Departments with their rollout Technical advice Training advice Help resolving Access/ Excel issues Help resolving other software issues

Information Systems Services Aspirations – Office 2007 to be installed as default with legacy Access and Excel files supported through SoftGrid ISS and Admin to be migrated by end 2008 Migration pack based on ISS and Admin rollouts to be made available to Faculties by end 2008 Office 2007 rolled out to all staff by July 2009 Office 2007 provided as only version on cluster and CTS PCs August 2009 Office 2007 only supported Office version from August 2010

Information Systems Services Questions Comments on Training Proposals Comments on Technical aspects General Comments/ issues? Collaboration Can anyone help us with some of the technical testing – Automated Access and Excel File scanner? Website