Migrate to Office 2010 without the risks

1. Migrate to Office 2010 without the risks Sofie De Vos - Getronics Managing Consultant Technology Transformation Consulting

3. new versions of windows and office TRIGGER BROAD REFLECTIONS Data, User settings Applications Operating System Hardware Workplace Workplace

4. The windows 7 functionality ecosystem: what you need to get the most out of it Windows Server 2008R2 Group Policies Direct Access Branch Cache Improved Power Management Windows 7 MDOP [part of SA] App-V Jump Lists Application Distribution Enterprise Search Sharepoint 2007/2010 SCCM

5. RDX IS A FLEXIBLE FRAMEWORK TO MEET ANY CHALLENGE Envision Build Deploy Plan Stabilize Operate Imaging & Packaging Optimize Business case Business Justification Economic Justification Pricing & Costing Application remediation Applicationpackaging & sequencing Image definition & creation Application remediation Issues & alerts review Virtualization User data & settings Self service portal Automation Discovery Hardware & Software Software compatibililty User data & Settings Workspace Management Infrastructure Deployment Distribution services Management services Image & packagepopulation Infrastructure readiness Education & training Configuration templates Directory services Management services Design Solution mapping Infrastructure design Software management Deployment & Migration Proof of concept Desktop migration Provisioning services Configuration management Distribution scenario User profiling Applicationdelivery Virtualization aspects Application rationalization Security CONTROLLED CHANGE Project coordination and alignment Inject best practices and experience PROJECT EXECUTION Full roll-out Desktop optimization project CUSTOM STANDARDIZED

6. FROM THIS FRAMEWORK, WE HAVE DEVELOPED A SERVICES PROPOSITION RAPID DEPLOYMENTEXPERIENCE Build Envision Plan Stabilize Deploy Operate • Workshops • Business / Economic justification ACF • Build the components • Flexible and modular image creation • Application remediation and packaging services • Deployment infrastructure implementation • RDX Proof Of Concept • Windows 7 trial / Readiness scan • RDX Office • Execute the deployment • Automated zero touch deployment • Protects user data and settings • Flexible application provisioning method • Manage • Ongoing support • Continuous improvement CONTROLLED CHANGE Project coordination and alignment Inject best practices and experience PROJECT EXECUTION Full roll-out Desktop optimization project STANDARDIZED CUSTOM

7. There are some migration issues preventing us from deploying quickly Migrating from Windows XP to Windows 7 Due to the new architecture introduced with Windows Vista your application packages might not be compatible as is with Windows 7 Migrating to Office 2010 (or 2007) The new versions of Office use a new document format, and older documents may no longer function correctly, especially when manually converted. The new Office User Interface with its ribbons is very powerful yet may require quite some getting used to. End user training might dictate the migration speed.

8. THE MAIN CHALLENGES • the rdx office solution • The new document format conversion challenge • The storage and back-up cost saving potential

9. Most companies are planning an office upgrade while moving to windows 7 • As organizations are planning to migrate to Windows 7 most of them also envision upgrading their Office suites to Office 2007 or Office 2010; • The new Microsoft Office productivity suite has been designed with the new way of work in mind; • Office 2007 and especially Office 2010 deliver compelling collaboration and productivity features to enable the clients workforce to be more effective; • Office 2007 and Office 2010 have a completely new file format that potentially offer huge benefits in cross application information integration and storage savings.

10. Upgrading your office suite to 2007/2010 poses three main issues • The new file format called Office XML will create the need for a document conversion strategy. This document conversion poses a risk of documents no longer working as desired, and even create a potential risk for business process effectiveness and continuity; • The new Office Ribbon user interface is a huge step forward in user friendliness, but it requires quite some getting used to, creating the need for extensive end-user training and performance support; • No matter how good the educational preparation of your workforce, we predict a substantial peak in Service Desk support during the migration itself as users adopt to the new way of working.

11. SEVERAL TOOLS AND ACCELERATORS EXIST TO HELP DURING THE DISCOVERY • Microsoft tooling: • Microsoft Assessment & Planning Toolkit (MAP) • Office Environment Assessment Tool (OEAT) • Office Migration Planning Manager (OMPM) • Office Code Compatibility Inspector (OCCI) • Third party tools: • ChangeBase AOK • Convertor Technology

12. THE MAIN CHALLENGES • the rdx office solution • The new document format conversion challenge • The storage and back-up cost saving potential

13. RDX Office solutions speed up migrations and minimize risks Key benefits of our RDX Office solution include: • Minimizing risks and costs of migration; • Increasing employee productivity by accelerating the move to Office 2007/2010; • Minimizing critical business application downtime; • Eliminating the guesswork in planning and conversion;

14. RDX Office focuses on envision phase and easily integrates with next phases ENVISION PLAN DEVELOP STABILISE DEPLOY OPERATE

15. THE MAIN CHALLENGES • the rdx office solution • The new document format conversion challenge • The storage and back-up cost saving potential

16. Why moving to the new Office document format is advisable Native OOXML mode XML based so better cross-application exchangeability Smaller file sizes can reap considerable storage and back-up savings Full functionality Compressed file size Longer formulas in Excel possible More conditional formats possible in Excel Conditional expressions that references other Excel sheets allowed More powerful pivot tables Compatibility mode Limited cross-application exchangeability No Smart Art No native charts No themes No editable formulas No XML data source No tracked moves No dynamic bibliography or citations Character spacing will not display Text effects like shadows and bevels are converted to pictures

17. technology in the new office suite might cause errors in existing documents Macro’s may no longer work, links between documents may break down, run-time errors may occur. Object Model Changes Runtime errors VBA changes Invalid range names Changed file security Links not working Changed file extensions

18. How technology changes may cause business risks in existing Documents These errors can lead to invalid/incorrect information, leading to wrong decisions or communication and productivity loss. Object Model Changes Incorrect Information Runtime errors No information Reputation Damage VBA changes Invalid range names Inaccurate Information Incorrect decisions Productivity Loss Changed file security Links not working Document errors Changed file extensions Manual repair efforts

19. Drivers behind the document conversion Business risk: • Decisions based on wrong information, • External exposure of wrong information; Productivity loss: • 10% to 20% of files not working completely or stalling in daily operations; Cost prevention: • Manual labor for fixing broken documents, • Moving with the new standards (Office XML) easier exchangeability; Cost saving: • Potential for storage and backup savings.

20. Tackling the document conversion challenge – discovery and analysis • Risk Mitigation • How many documents do we have and how are they used? • Which documents might be at risk of no longer working properly after the Office migration? • What’s the business risk of converting on a document-by-document basis? • Storage and Back Up savings: • How many documents and what’s their age? • What’s the distribution of these documents (Word, Excel, Powerpoint, Access)? • How much storage can we potentially save by converting these documents?

21. Microsoft ompmvs RDX OFFICE ? OMPM No license cost Time consuming setup No basic reports Discovers files shares VBA module detection only No Password detection Limited file analysis options No remediation option Limited conversion options No auditing RDX Office is powered by: RDX Office License cost Simple setup Complete report set Discovers files shares VBA Module, chart and report detection Password detection Complete Scoping reports Easy to proceed to automatic fixing, file remediation and conversion with full auditing

22. “Files at risk”: foundation for migration planning & conversion strategy Office Convertor Technologies combined with our powerful RDX analyzer provides an insight in the “Files At Risk”. Source: Actual RDX Office output from RDX Analyzer

23. Our RDX Office solution analyses your documents per department By checking document compatibility per department RDX Office provides an excellent starting point for choosing the proper conversion and migration scenario. RDX Office results will also help in establishing the scope of the Office document conversion and help determine the budget needed to do accomplish the conversion.

24. Reporting on document age can aid in establishing the conversion scope Perhaps not all documents need to be converted, may depend on legal requirements for document retention as well. Source: actual data from insurance client engagement

25. How we automatically fix these later on in the document conversion project Document discovery Output example 23.001 docs found at financial client on a particular file share. Of these 23.001, 4063 documents were labeled to be at risk, setting the scope for the plan, build and deploy phase. FILES AT RISK DISTRIBUTION In this client engagement in the financial sector, most issues were with Excel documents. WHAT was FIXED 140 documents could be automatically fixed, 518 documents could not be analyzed because they were password protected, 35 documents needed manual adjustments.

26. RDX Office is the first phase of the conversion project RDX Office Discover IT & Report IT We capture the current situation at the client. An initial discovery is done to establish the number of “Files at Risk” and to set the scope for conversion. This also aids in establishing the costs and benefits of the conversion of the established scope. Office Migration Project Scan IT We analyse the “Files at Risk” in depth, and establish if they truly pose a risk for the migration. Fix IT We repair the main bulk of Office documents that are part of the conversion scope automatically. Go Native We automatically convert all the Office documents in scope to the new Open Office XML format. ENVISION PLAN DEVELOP STABILISE DEPLOY OPERATE

27. THE MAIN CHALLENGES • the rdx office solution • The new document format conversion challenge • storage and backup savings potential

28. The new Office XML document format is much more efficient • The Office XML document format introduced with Office 2007 is a much more efficient format. • Average file compression per file for: • Word > 24% • Excel > 22% • PowerPoint > 74% • Access = 0%

29. Potential savings in storage and backup are substantial Storage and back up savings per terabyte exceed 10% if you only convert your Office documents of the last 3 years. Source: accumulated client data from previous Office Converter Technology engagements in financial sector.

30. Wrap up • For Office 2010 focus on: • Document conversion • End-User Training and Support • Start getting your facts asap - use existing tooling • Manage planning from the beginning • We advise to test Office document scope before migration • Moving to the new Office XML format may provide substantial storage and back-up savings READY, SET, GO!

31. THANK YOU sofie.devos@getronics.com www.getronics.be +32 2 229 94 27