From the Trenches:Implementing Windows 7 and Implementing Windows 7 and

Office 2010

Fish & Richardson’sWindows 7/Office 2010

Beau MersereauDirector of Applications, Development Director of Applications, Development

and Support

ENVIRONMENT & TECHNOLOGIESFish & Richardson

ENVIRONMENT & TECHNOLOGIES

Fish & RichardsonFish & Richardson

• EnvironmentEnvironment– 11 Offices in US & Europe

1100 Users– 1100 Users

• Migrating from Windows XP, Office 2003400 A S– 400 Attorneys and Technology Specialists

– 1100 UsersC– Primarily practicing in Complex Litigation and

Intellectual Property

Pre-Migration TechnologiesPre Migration Technologies

– Two data centers in Bellingham, MA and Dallas, TXTwo data centers in Bellingham, MA and Dallas, TX– NetApp SANs in each office– Riverbed accelerated WANRiverbed accelerated WAN– Exchange 2003->2007, SQL 2000, 2005, 2008

Desktop– Desktop• Migrating from XP SP3, Office 2003

– Case Management/DMS – ProLaw– Case Management/DMS – ProLaw– OCS 2007 R2 offering presence, IM, Desktop

SharingSharing

Post-Migration TechnologiesPost Migration Technologies

– Core image built with Microsoft Deployment Toolkit 2010 (free)( )

• Windows 7 x64• Office 2010 x86

– Native compare and metadata cleaning– Best Authority and Co-Sign only third party add-ins

• Open Source products used when possible• Open Source products used when possible– 7zip

Migration OverviewMigration Overview

• Participation in Microsoft’s TAP & RDP Participation in Microsoft s TAP & RDP Programs

• Rollo t to 10% of firm b J l 2010• Rollout to 10% of firm by July 2010• Rollout completion to entire firm by November

20 02010• Elimination of most third party add-ins

GoalsGoals

• Simplify technology/imageSimplify technology/image• Removal of Local Administrative Rights

Nixon Peabody’s Microsoft Office 2010 Upgrade

Mike GreenChief Information OfficerChief Information Officer

NP’s Moving Parts ...NP s Moving Parts ...

NP’s NP’s

Application Interoper-

bilit

Application Interoper-

bilit NP s Appetite

For Change

NP s Appetite

For Change

abilityability

Current Project Load (resource management)

Current Project Load (resource management) Macro Macro

Productivity Impact

Productivity Impact

Virtual Desktop

ReplacementReplacement

Microsoft RDP

Desktop Assessment

XP SP3 (Rebuild

Required)

Exchange 2010

Upgrade

Exchange 2010

Upgrade

Windows 7 EA Cost

Budget Constraints

pgpg

Final Alignment ...Final Alignment ...• Office 2010 Upgrade on

Existing EquipmentLegal

• Computer Rebuild XP / SP3• Document Production Tool

R lOpenText

gMacPac DocX

Tools

Replacements• Core Application Upgrades• E-Learning

OpenTextDM5

• E-Learning• Self Service RolloutMicrosoft

Office 2010

Exchange2010 w/

EV9

Planning and Execution ...Planning and Execution ...

• Microsoft Rapid Deployment ProgramMicrosoft Rapid Deployment Program• Leveraged Microsoft Home Use Program • Awareness Pilot (Firm Leadership)Awareness Pilot (Firm Leadership)• Firm Wide Pilot• Developed On Line Curriculum• Developed On-Line Curriculum• Created Self Service Tools• I l t d A M d U d P• Implemented A Managed Upgrade Process

No Race To The Finish Line ...

Archive Upgrade (EV)

MS Exchange 2010

Offi 2010 Pil

APR MAY JUN JULY AUG SEPT OCT DECNOV JANMARFEB

Offi 2010 R ll

BC / DR Phase III

Office 2010 Pilot Office 2010 Rollout

BC / DR Phase III

VoIP Implementation (WASH, LA, BOS, PROV)

BB Upgrades

DM Upgrade

Key Objectives ...Key Objectives ...

• Move From 2003 to 2010 (7 years of technology Move From 2003 to 2010 (7 years of technology advancement)

• Develop Support and Help Desk Competency (SLAs)p pp p p y ( )• Leverage Native Microsoft Office Functionality• Maintain End User ProductivityMaintain End User Productivity• Improved Client Compatibility / Competitive

Positioning g

NP’s Biggest Challenges ...N s gges C a e ges

V d R diV d R diVendor ReadinessVendor Readiness

Application InteroperabilityApplication Interoperabilitypp p ypp p y

More on Training ...More on Training ...• E-Learning - not schedule

dependent• Instructor based – virtual

classroomL i Pl b d • Learning Plans – based on roles

• 62 Office 2010 e-Learning 6 O 0 0 gcourses

• Office 2010 e-Learning h courses have average

ratings of 4.58 out of 5

More On Self Service Upgrades ...More On Self Service Upgrades ...• Custom process to backup and

restore local files and personal settings

• Step-by-step documentation walks users through the processwalks users through the process

• On average 1-2 hours to complete

• An approach that may prove to be invaluable moving forwardforward

What Did We Learn ...What Did We Learn ...

• Impact on change (ribbon) less than expectedImpact on change (ribbon) less than expected• End users make the best “testers”• E-Learning is working very wellE-Learning is working very well• Users can contribute (PC-rebuild)• doc vs docx understand implications w/ vendor • .doc vs .docx – understand implications w/ vendor

integrations• Easy to create excitement / momentumEasy to create excitement / momentum• Managing patches and upgrades is challenging

(testing and interoperability)(testing and interoperability)

Fish & Richardson’sWindows 7/Office 2010

Jennifer PotterManager- IT Business AnalysisManager IT Business Analysis

PLANNING & EXECUTIONFish & Richardson

PLANNING & EXECUTION

Planning Teams

Imaging & Deployment

Planning Teams

g g p y

Testing & Compatibility

Hardware Planning

Development

Training & Documentation

Marketing & Communication

Technical Support

Team Goals

Imaging & Deployment

Testing & Compatibility

Hardware Planning Development Training &

DocumentationMarketing &

CommunicationTechnical SupportDeployment Compatibility

Software Inventory

Planning

Hardware Inventory Custom Ribbons

Documentation

Training Assessment

Communication

Marketing Theme

Support

Preparing IT PersonnelImaging Methods &

Technologies(3rd Party & In-House)

Testing and Contingency Planning

Hardware Inventory

User Asset Verification

Custom Ribbons

XML Formatting

Varied Offerings

Marketing Theme

Generate User Excitement

Preparing IT Personnel

Support Plans During Migration

Checklists & Procedures

Licensing & Agreements Testing/Compatibility Custom Application

Conversion

Outside Vendors

Scheduling/Timing

Events Post Migration Support

Mentoring/Training Staff Documenting

Installation Information Equipment Ordering Document Generation

g/ g

Continued EducationCommunications to End

Users Helpdesk Support

Project Manager Rolej g• Oversight of Planning Teams/Decisions

6 W k Ti li /Ch kli t f h ffi• 6 Week Timeline/Checklist for each office• Handling of special user needs, anomalies• Communications to firm leaders departmental • Communications to firm leaders, departmental

leaders, IT personnel• Formal logistics planning & deliveryg p g y• Maintaining scope, documentation & timeline• Manage and determine staffing needs• Set goals and manage expectations• Triage feedback

Key Tools & Methods• Centralized Sharepoint List• Every End User• Hardware• Non-Standard Software• IT Personnel Assigned

User Information

g• Scheduled Migration Time• Migration Status• Notes• Used to target communication to users already completed vs. not yet completed

Logistics Plan

• Housed in OneNote 2010• Timeline• Staffing & Roles• User Schedule/Information• Pre-Migration Tasks• Migration Procedures & Checklists• Other – (space, follow-ups, scheduling instructions, special instructions)

• Housed in OneNote 2010• 3 Weeks prior to scheduled migration – 2 weeks post migration• Consolidated List of To-Do items by all various team members – Including Assigned To• Agenda item in all weekly meetings• Every office executed consistently

Checklists

y y

• Email Communications• Marketing Information• Logistics & Checklists• Pre-Migration User Information Sheets

Templates

EXECUTIONFish & Richardson

EXECUTION

Methods– Office by Office, 1 week timeframe

Staffed appropriately for # of users– Staffed appropriately for # of users• 8 machines per day, per technician

End users scheduled in advance– End users scheduled in advance• Communicated what to expect

– End to end customer support– End to end customer support• Machine pick up to delivery, install printers, hardware

and log on

– Training & floor support simultaneously– Alternative working locations & loaner laptopsg p p

Key PointsKey Points

Communicate,

Plan, Plan, Plan

Communicate, Communicate, Communicate

Market/ “Sell”

Early & Often

Under-PromiseOver-Deliver

Execute Pilot and Refine M

No User Left Behind

Pilot with varied users & “tough users”

Methods