Microsoft Office Project Proposal Templates

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					Information Systems Services




Microsoft Office 2007 Rollout Project


Introduction & Feedback


Phil Worsley – Service Group Leader, Desktop and Sales
Tim Hunnybun – Service Leader, Training Unit
Alan Ardron – Project Manager, Vista and Office Projects
Information Systems Services

Content
• Introduction
• Planning for Deployment – What is best practice?
• What have others done?
• What‟s the plan for the University of Leeds?
• Training
• Technical considerations
• Draft cutover plan
• Outline project plan including aspirations
• Questions/ Feedback


Information Systems Services
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Introduction – 1/4
Q: What is the purpose of today‟s session?
A 1: Introduce Office 2007 Rollout Project and our progress so far
    •   It‟s early days so most information at outline level
    •   Still lots of information!
A 2: Get feedback from departmental IT staff specifically:
    •   Comments & potential issues that need consideration
    •   Suggestions for improvements
    •   Help, especially in technical areas
Information Systems Services

Introduction – 2/4
Q: Microsoft Office 2007 – what‟s the problem?
A 1: Fluent User Interface (Ribbon to non Microsoft people)
    •   Takes some getting used to. Some users will need training
A 2: New file format for all Office applications
    •   Microsoft have significantly increased functionality in all Office applications so
        sharing files may not be a simple file conversion to previous versions
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Introduction – 3/4
Q: What are the drivers to upgrade to Office 2007?
A 1: Students & staff have it/ new PCs are supplied with it –
http://www.microsoft.com/student/discounts/theultimatesteal-uk/default.aspx
(back to file conversion issues etc/ it‟s going to creep in anyway)
A 2: Some new software requires 2007 it e.g. Admin require it for Scientia
Timetabling
A 3: This is an opportunity!
     •    Chance to standardise on one version of Office
     •     Support  Training  Rollout of future versions
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Introduction - 4/4
Office 2007 Rollout Project
    •   Board membership
    •   Sponsor: Jane Lord – Head of User Services
    •   Senior Users: John Dodds (MAPS), Terry Wassall (ESSL)
    •   Project Manager: Alan Ardron
Project Progress:
       Mandate
       Brief
       Project Initiation Document – almost!
       Start rollout – very soon
Information Systems Services

Planning for Deployment – What is best practice?


• Forrester Report – white paper research into user acceptance of the
  new MS Office „fluent user interface‟
• Looking at other organisations – to use their experience from
  implementations and lessons learnt
• Industry Experts – discussions and events hosted by UCISA and the
  Institute of IT Training
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                                                                                         95.5% equally or
                                                                                         more Satisfied




Source: A commissioned study conducted by Forrester Consulting on behalf of Microsoft.
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                               81.4% found the
                               new interface the
                               same or easier
                               than previous
                               versions
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Source: A commissioned study conducted by Forrester Consulting on behalf of Microsoft.
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What have other people done?
       Liverpool University

                   No Formal Training
                   Extensive online support
                   Installation On Demand
       Southampton University
                   Post go-live bookable 1-2-1 training
                   Extensive online support
                   Phased departmental installation
       Microsoft
                   No Formal Training
                   Extensive online support
                   Pilot to board member PAs
                   Big Bang installation
Information Systems Services
Information Systems Services

Training Approach for the University of Leeds


  • Layered approach to training to take into account needs
  • Free and chargeable options
  • Phased departmental installation
  • Training plans will be produced following consultation with
    Faculty/Service
Information Systems Services

Training Approach for the University of Leeds


  • Road Shows recommended for ALL users
  • Extensive online support and training will be available for all staff
  • Bookable formal training for IT Reps / local support / advanced users
  • Post go-live bookable 1-2-1 training
  • Pilot in Admin and ISS
Information Systems Services

           Online Support     - Tutorials
 Layer 1                      - Guides
                              - Help

           „Road Show‟        - Why are we doing this?
 Layer 2                      - Guide to the interface
                              - Where to get help

           ½ day training     - 1 per Office Application
 Layer 3   courses            - for IT Reps / local support / advanced users
                              - can be booked as a closed course

           Post Go-Live       - bookable 1-2-1 session with trainer
 Layer 4   training support   - trainer on hand as floorwalker in department
                              - designed for post-implementation day
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 Layer 1
           Free of charge
           These layers will satisfy the needs of ~85% of users
 Layer 2



 Layer 3
           Chargeable
           These layers are designed to support advanced
 Layer 4   users / local support and to ensure that the upgrade
           presents minimal effects on productivity
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Microsoft Office Suites Information
Our Microsoft Volume Licence Agreement includes-
• Office 2003 Professional
• Office 2007 Enterprise
Microsoft‟s “The Ultimate Steal” promotion offers
• Office 2007 Ultimate - £38.95
•    Vista Ultimate w/SP1 - £40.95
•    Visio Professional 2007 - £36.95
http://www.microsoft.com/student/discounts/theultimatesteal-uk/default.aspx


    8 versions of Microsoft Office 2007!
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Microsoft Office Rollout Inclusions
Program                     2003                           2007
                   Exists          Professional   Exists          Enterprise
Word                                                              
Excel                                                             
PowerPoint                                                        
Access                                                            
Outlook                                                           
Publisher                                                       !!
OneNote                                £                          
InfoPath                               £                          
Groove                                                             
Communicator                                                       
Project                                £                            £
Visio                                  £                            £
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Top Migration Issues – (Lifted from Microsoft)
• File Format
       • Office Compatibility Pack available now
       • Standardise on Office 2003 file format initially (GPO - default Save As)
• User Interface – i.e. Fluent User Interface
       • Training – as discussed
• Object Model
       • Requires testing of all applications that interact with Office –
            • SAP and Banner ok!
            • Endnote X2
            • Acrobat Writer 8.1
            • Others
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Top Migration Issues – (Lifted from Microsoft)
• Access & Excel files
       • Conversion of „complex‟ files needs careful consideration
       • Proposal is to use SoftGrid „bubbles‟ for previous Excel and Access and future
         project(s) to convert to Office 2007/ more robust SQL/ web based
       • Office Migration Planning Manager (OMPM) has automated tool
       • „Manual‟ Discovery exercise in Admin has run successfully without this
• Installation
       • Completely new installation process (although it looks similar)
       • Requires 512MB RAM (1GB for contextual spelling & grammar)
       • Requires up to 3GB free disk space – install files remain present
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Cutover plan – Per Department




Phase 1:                     Phase 2: Rollout         Phase 3: Pre-                Phase 4:                      Phase 5: Post
Information                  Plan                     Migration tasks              Deployment                    Deployment tasks
Gathering                    • Create from template   • Remediation of Excel/      • Rollout Office 2007         • Training – Floor walker if
• Excel/ Access data           (“Migration Pack”)       Access                     • Rollout „SoftGrid‟ Access     required
  gathering                  • Decide on rollout      • Indentify other software     and Excel as required
• Identify software issues     structure (number of     solutions                  • Rollout other software
• Identify training needs
                               tranches)              • Training – Roadshow &        solutions as required
                             • Timescales depend on     ½ day training courses
• Number of people to
                               Phase 1                                             • Above via SMS
  migrate/ any special
  considerations




      Communications targeted for each phase
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Outline Rollout Plan 1/4
1) Central Admin – Approx 600 PCs
     •   Relatively straightforward
     •   Easy to arrange training
     •   They‟ve paid for training to be set up
     •   They want it for Scentia Timetabling which needs Outlook 2007


                                 Start With Pilot Group


                                 Then sub-department

                          Dependent on success – rest/ or more
                                  sub-departments



  To be completed by Christmas!
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Outline Rollout Plan 2/4
2) Information Systems Services
      •   “IT department is most difficult group to migrate” – Feedback from UCISA
          events and other Universities
      •   Endorsed by ISS Exec




  To be completed by Christmas!
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Outline Rollout Plan 3/4
3) Complete “Migration Pack” to include
   •   Communication templates
   •   Proven cutover plan template
   •   Proven training programme
   •   Proven rollout mechanisms
   •   Proven Access/ Excel remediation processes
   •   Proven OMPM – File scanner for Excel and Access
   •   Proven solutions for (hopefully) most troublesome applications
   •   Lessons learnt
   •   Recommendations




  To be completed by Christmas!
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Outline Rollout Plan 4/4
4) Rollout continues
•   ISS manage rollouts to Desktop Support Service covered Departments
•   ISS support other Departments with their rollout
      •   Technical advice
      •   Training advice
      •   Help resolving Access/ Excel issues
      •   Help resolving other software issues
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Aspirations –
 •   Office 2007 to be installed as default with legacy Access and Excel
     files supported through SoftGrid
 •   ISS and Admin to be migrated by end 2008
 •   Migration „pack‟ based on ISS and Admin rollouts to be made
     available to Faculties by end 2008
 •   Office 2007 rolled out to all staff by July 2009
 •   Office 2007 provided as only version on cluster and CTS PCs August
     2009
 •   Office 2007 only supported Office version from August 2010
Information Systems Services

Questions
        • Comments on Training Proposals
        • Comments on Technical aspects
        • General Comments/ issues?
Collaboration
    •      Can anyone help us with some of the technical testing – Automated Access and
           Excel File scanner?
Website
http://www.leeds.ac.uk/iss/MSOffice2007

				
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