royal mail group: the rewarding journey to microsoft bpos

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The rewarding journey to BPOS

Adrian Steel, Head of Infrastructure Management, Royal Mail Group

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What is BPOS ?......

Exchange

Email

Instant Messaging

Live meeting Sharepoint

BPOS

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Business Challenge ?

“…It is vital to reach a positionwhere we focus all our collectiveminds and energies on the businesschallenge of cost reduction and

revenue growth …”

Robin Dargue, CIO, 2008

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Imagine a world…….

The average age PC‟s circa 5+ years old (15 minutes to boot !),.

Lotus Notes (16+ years organically growing)

9,000 applications Lotus Notes applications

100 TB+ of data

200+ million emails

No effective „team collaboration‟ (point tactical unconnectedsolutions)

A user base of 30,000 (spread across 2,886 physical sites)

People not trained (or needed to be – due to nothing changed in 6+years)

Desktop „environment‟ needed radical overhaul

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What we set out to achieve & Why ?

18 months2009 (18 months)

Desktop Environment

- Ad-hoc & organic nature

- Multiple O/S

- No form of Collaboration

- Point S/W, no synergy

- Bottom quartile agility & VFM

BPOS - Software as a Service (Microsoft)

2009/10 - „Simplify‟

Ph2 – „Install & Embed Foundation‟

Legal, Compliance and Archive for Email

E-mail – Quotas & Online hosted

Significant improvement in web browsing

Extend and simplify Wi-Fi access

Collaboration Tools – SharePoint, LiveMeeting

Presence - Instant Messaging

2008 (12 months)

Desktop Modernisation –XP and PC’s under 3 years

Active Directory – Ph 1 & 2

2008/9 – „‟Foundation‟

Ph 1 - „Stabilise‟

Improve Inventory Management

Automated Software Deployment - SMS

Auto Password Resets

Retrieve & dispose of all unused assets

2010 – 2011

Ph3 – „Enhance Exploit‟

Off-line SharePoint

Seamless BPOS integration

Windows 7

Seamless Remote access (direct)

MS Office (2010)

Consolidate other Sharepoint sites

Std Office components

Service

Release

Solid Foundations, Simply and Position for growth……

Flexibility, commodity, financial modelling, transparent………

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Transformation options

Security assessments

Business case creation

Legalities &

ContractsPlanning & Readiness

Oct 08 May 09 Nov 09 May 10

Migration

Jul 10

Timescales & background challenges

Challenges to overcome

• Client perception : ‘Faith and perception in IT’

• Economic Climate : Recession, Mail volume decline, etc.

• Experience : Leading edge, very few organisations had taken the

‘plunge’.

• Microsoft Model : 1st ever ‘3rd party system Integrator’ deal with

Microsoft.

• Technology : Aged ‘creaking’ bastardised Lotus Notes email system.

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How?

Technical Solution

-Microsoft

Change Readiness

-Royal Mail

Integration Migration

-CSC & REDTRAY

- Common Shared Goals

- Strong Joint Leadership

- Huge individual

commitment

- Pragmatism !

- Honesty transparency

- Focus on respective

strengths

- Innovation

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Client Experience and Innovation

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New Sharepoint solution (end user)

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End User Comments... We had 1000’s and 1000’sadrian.j.parker@royalmail.com WOW... what a difference... real customer focus whilst staying true to business value

antony.j.hayes@royalmail.com A superb and seamless migration!

stewart.mackinnon@royalmail.com migration was seamless, very good job.

paula.bailey@royalmail.com best change in IT we have implemented

neil.mcenhill@royalmail.com This was a painless migration, the IT team were very helpful

mark.s.hardman@royalmail.com

As an experienced user, familiar with software rollouts in organisations other than Royal

Mail, I was struck by how painless the migration was.

andrew.m.gear@royalmail.com This was well done & of a very high standard

stephen.j.burke@parcelforce.co.uk The migration process went excellently.

steve.spiteri@royalmail.com A very professional format in communications . Very impressive !!

simon.a.fisher@royalmail.com

Advance easy to understand communications and a timetable to manage the change

brilliant!

andrew.p.meredith@royalmail.com

The migration was seemless. I've used Outlook before so didn't pay too much attention

to the information sent. Technically the migration was very good

barbara.williams@royalmail.com Sufficient time given for training begore the migration - excellent thank you

chris.x.bennett@royalmail.com Great project - well planned, communicated and executed

rod.james@royalmail.com Excellent process technically, well managed and great communication

ian.x.brooks@royalmail.com No issues with the migration, all went very well.

stella.leigh@royalmail.com

A great migration no problems at all and everything did what it said on the 'tin' Fantastic

and thank you

chris.maidment@postoffice.co.uk

Hope this is how all future software upgrades and new products are delivered and

implemented, especially the training modules.

fareham.crown-office@postoffice.co.uk Almost impossible to notice that there was any change! (So smooth and well organized)

rasamanicuam.ilenkovan@royalmail.com Very pleased with the whole process, smooth and trouble free, well done

carlton.hall@royalmail.com

As well as being a User of the new suite of products I am also a Site Lead for a team of

30+ people. Having a local 'expert' is definitely the way to go for future changes of this

sort.

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Results…

17% earlier than plan 11% Under cost budget

11% under cost budget +30% client satisfaction

0% data loss 46% moved in <5minutes

750 people moved on ‘average per day’

……….30,000 people increasing ‘faith in IT’, seeing that a world classprogramme can be delivered to the highest of standards……very liberating& refreshing.

And for these 30,000 their business life has become that little bit happier,easier and quicker….. every day.

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Recommendations and learning…

• Communication, Communication & Communication

• Choose a Service / System Integrator – real added value

• Pragmatism & Realism are the parents of Partnership !

• It‟s a JOURNEY !........ Maturity will come with time