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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
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’[email protected] WOW... what a difference... real customer focus whilst staying true to business value
[email protected] A superb and seamless migration!
[email protected] migration was seamless, very good job.
[email protected] best change in IT we have implemented
[email protected] This was a painless migration, the IT team were very helpful
As an experienced user, familiar with software rollouts in organisations other than Royal
Mail, I was struck by how painless the migration was.
[email protected] This was well done & of a very high standard
[email protected] The migration process went excellently.
[email protected] A very professional format in communications . Very impressive !!
Advance easy to understand communications and a timetable to manage the change
brilliant!
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
[email protected] Sufficient time given for training begore the migration - excellent thank you
[email protected] Great project - well planned, communicated and executed
[email protected] Excellent process technically, well managed and great communication
[email protected] No issues with the migration, all went very well.
A great migration no problems at all and everything did what it said on the 'tin' Fantastic
and thank you
Hope this is how all future software upgrades and new products are delivered and
implemented, especially the training modules.
[email protected] Almost impossible to notice that there was any change! (So smooth and well organized)
[email protected] Very pleased with the whole process, smooth and trouble free, well done
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
