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

NEW VERSIONS OF WINDOWS AND OFFICE TRIGGER BROAD REFLECTIONS Hardware Data, User settings Applications Operating System Workplace

THE WINDOWS 7 FUNCTIONALITY ECOSYSTEM: WHAT YOU NEED TO GET THE MOST OUT OF IT App-V Direct Access Jump Lists Application Distribution Branch Cache WINDOWS 7 SCCM WINDOWS SERVER 2008R2 MDOP [PART OF SA] SHAREPOINT 2007/2010 Enterprise Search GROUP POLICIES Improved Power Management

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

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

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.

AGENDA THE MAIN CHALLENGES THE RDX OFFICE SOLUTION THE NEW DOCUMENT FORMAT CONVERSION CHALLENGE THE STORAGE AND BACK-UP COST SAVING POTENTIAL

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.

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.

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

AGENDA THE MAIN CHALLENGES THE RDX OFFICE SOLUTION THE NEW DOCUMENT FORMAT CONVERSION CHALLENGE THE STORAGE AND BACK-UP COST SAVING POTENTIAL

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;

RDX OFFICE FOCUSES ON ENVISION PHASE AND EASILY INTEGRATES WITH NEXT PHASES Vision Risk assessment Input for migration strategy Input for Business Case Integral Architecture Governance Project Plan Design. Proof of Concept Application scripting Document conversion Admin. training Pilot Testing IT Staff training BDD/RDX Migration Approach Migration Tooling End-user Education. Transfer ENVISION PLAN DEVELOP STABILISEDEPLOYOPERATE

AGENDA THE MAIN CHALLENGES THE RDX OFFICE SOLUTION THE NEW DOCUMENT FORMAT CONVERSION CHALLENGE THE STORAGE AND BACK-UP COST SAVING POTENTIAL

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

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 VBA CHANGES INVALID RANGE NAMES CHANGED FILE SECURITY RUNTIME ERRORS LINKS NOT WORKING CHANGED FILE EXTENSIONS

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 VBA CHANGES INVALID RANGE NAMES CHANGED FILE SECURITY RUNTIME ERRORS LINKS NOT WORKING CHANGED FILE EXTENSIONS NO INFORMATION DOCUMENT ERRORS INACCURATE INFORMATION INCORRECT INFORMATION MANUAL REPAIR EFFORTS REPUTATION DAMAGE PRODUCTIVITY LOSS INCORRECT DECISIONS

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.

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?

MICROSOFT OMPM VS 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

“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.

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

HOW WE AUTOMATICALLY FIX THESE LATER ON IN THE DOCUMENT CONVERSION PROJECT DOCUMENT DISCOVERY Output example docs found at financial client on a particular file share. Of these , 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.

RDX OFFICE IS THE FIRST PHASE OF THE CONVERSION PROJECT ENVISION PLAN DEVELOP STABILISEDEPLOYOPERATE 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.

AGENDA THE MAIN CHALLENGES THE RDX OFFICE SOLUTION THE NEW DOCUMENT FORMAT CONVERSION CHALLENGE STORAGE AND BACKUP SAVINGS POTENTIAL

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%

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.

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!

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