Cost-Effective Software Deployment

1. Cost-Effective Software Deployment • Ralph Brackert, Ph.D. • Baseline Data Systems, Inc. • CEO, CTO • Law Office Accelerator • Booth 617 Baseline Data Systems, Inc. 3625 Del Amo Blvd. Suite 245 Torrance, CA 90503 www.lawofficeaccelerator.com

2. Discussion Background • Based on working with our customers • Baseline Data Systems • 12 years of developing and delivering consumer and enterprise software • Over 500,000 installations • Thousands of network installs

3. The Big Picture What is Software Deployment? • Everything the customer does to get the users up and running on the software. • Testing • Planning • Customization • Distribution • Data Migration • Training

4. The Big Picture Software Developer Perspective • Has expectations on how the customer will use the software once running. • For most, how the software gets there is an afterthought. • Pressure to work on the feature list ‘check marks’.

5. The Big Picture Purpose of Deploying Software • The purpose of deploying software in a business is ROI in the form of: • Increased Revenue • Money Saved • Time Saved • If the software can’t be quantified (explicit ROI) or rationalized (implicit ROI) to one or more of these, it should not be deployed.

6. The Big Picture Costs of Successful Software Deployment • Or: “How did $300 per seat turn into $1000 per seat, and over a year to roll out?” • Consumer vs. Consultant based software • Initial purchase and maintenance fees • Initial and on-going staff and service fees • Training materials, time, fees • Other new hardware and software, plus setup • Data Migration • Customization • IT and end user productivity loss

7. Road to Successful Deployment Success Hinges on Software Evaluation • A Conservative Approach Ensures: • Satisfied Firm: Happy Partners and End Users • Smooth, Quick Adoption (Migration and Training) • Conformance with Existing Setup • Customization ROI • “The End” Exists

8. Road to Successful Deployment Evaluate, Don’t Trial • Don’t waste time “playing” with the software. • Not Trained = Frustration • No one right there to help you. • Get more demos. • Ask more questions. • Bigger Firms: Buy with Contingency

9. Road to Successful Deployment Satisfying the Firm • Users: “I can’t wait to get it!” • Address Business Problems • “Every month we spend a lot of time doing…” • “When I get a call, I can never find…” • “Every day I have to…” • “To send a package, it takes…” • Not Features • “Is there a checkbox to…” • “Does it link to…” • “Can I click on a button that…” • Write down 10 biz problems before starting. #1 THING TO REMEMBER IS THIS CONCEPT

10. Road to Successful Deployment Data Migration • Avoiding the rollout that keeps on rolling! • Clean up what you’ve got before you start. • Don’t be afraid to ‘clean house’. • Software Developer • What tools are provided? • Is there an existing plan or method? • What migration training/services are there? • Third party assistance? (watch the $$) • The Software Developer is usually the expert.

11. Road to Successful Deployment Conformance Evaluation • What does it work with, or not work with? • Hardware Requirements • Existing Software Requirements • Compatibility with Existing Software • Required New Hardware and Software • Security Risks (web!) • Network Traffic • Know the issues • Use Company History as Benchmark

12. Road to Successful Deployment Customization • The Money Pit • Focus on Solving Business Problems • Know the ROI (include maintenance) • Avoid “Wouldn’t it be cool if…” • Implement what people will use • What alternatives are there? • Typical Customization vs. Baseline’s CIT and Macro Suite

13. Road to Successful Deployment Training • Maximizing ROI • Biggest impact is mandatory training. • If your firm doesn’t want to train, don’t buy it. • Software Developer • What training materials are there? • What documentation is there? • Available training services? • Are there third party trainers? (watch the $$) • The Software Developer is usually the expert.

14. Road to Successful Deployment Knowing “The End” • Have a well-defined end point. • You know when you are done. • Set user expectations. • Adhere to a schedule. • Maintain a budget. • Measure the impact of mid-stream changes.

15. Software Distribution Distribution Requires Planning • Simplify with a Written Plan • Conformance Testing • Phased Rollout • Coordination with Other Projects • Installation • Data Migration • Training

16. Software Distribution Conformance Testing • Know the Problems • Setup Typical End-User Systems • Install All User Apps • You Can’t Test Everything • Anything is Possible

17. Software Distribution Planning a Phased Rollout • Integrate with Other Projects, Training, and Migration • Prioritize the Rollout • Small Pilot Group: representative of the entire rollout • Must Haves • VIPs require perfection • Turn the crank!

18. Software Distribution What Impacts Distribution Choices? • Every Situation is Different • Influencing factors include • Available IT Resources • Current Firm/IT ‘Convention’ • System Standardization • Software Developer Provisions

19. Software Distribution Standardization • Locking Down or Standardizing the Environment • Every firm should have some form of Standardization. • Even if the standard is ‘no standard’. • Less flexible for user • Enables more sophisticated Distribution Methods • Enforce Standardization 

20. Software Distribution Installation Overview • Manual Distribution • Email Enhancements • Write Scripts • Using a Web Site • Disk Imaging • Microsoft Solutions • Third Party Tools

21. Software Distribution Impact of Web-Based Solutions • What is a Web-based solution anyway? • Internet vs. Intranet • Client support: HTML? DHTML? Scripting? Components? • Security and Liability Issues • Everything still applies! • Solve Business Problems

22. Final Thoughts • Common Characteristics of Successful Deployments • Focus on Business Problems, Not Features (think ROI) • Expect Service Costs: 33% to 66% of Enterprise ISV revenue is services. • Enforce Mandatory Training • Enforce Standardization • Define the End Point