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Open office implementation


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Open Office Implementation in Galway City Council, by Mary Clarke

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Open office implementation

  1. 1. OPEN OFFICE IMPLEMENTATION 12th.Apri,l2011 Mary Clarke, Galway City Council A Series of Milestones which commenced with the decision to seriously investigate the feasibility of a migration from Microsoft Office to Open Office in terms of Value for Money whilst retaining a reliable, user friendly efficient solution.
  2. 2. Considerations <ul><li>Cost Benefit Analysis - Initial indications suggested significant savings </li></ul><ul><li>Compatability – All Major Platforms i.e Windows, Linux, AppleMac etc.
  3. 3. Reliability – 20+ years development, developed principally by Sun with contributions from individual users, groups and large companies e.g.IBM
  4. 4. Licenced - Yes under LGPL and SISSL Open Source Protocol
  5. 5. Security – Secure as proprietary software </li></ul>
  6. 6. Open Office in Government <ul><li>Various initiatives in Government Departments to encourage migration to Open Source, principally Open Office in UK, Europe, Australia </li><ul><li>UK – new ICT Strategy places emphasis on use of open source software as alternative to large-scale proprietary solutions
  7. 7. Netherlands – guidelines to includeOpen Source in Procurement
  8. 8. France – Trend to Open Source, Political Pact to use it </li></ul></ul>
  9. 9. <ul><ul><li>Australia </li><ul><li>Open Office solution in use for many years
  10. 10. Circular 2009/004 – Include Open Source as viable alternative for software requirements in all procurement
  11. 11. Circular 2009/004 came into effect on 1 st April 2011 </li></ul></ul></ul>
  12. 12. Local Testing - 5 Stages <ul>Stage 1 General Performance (2 weeks) <ul><li>ICT Web, Development, GIS and Tech Support Teams
  13. 13. Simple tests within their areas of expertise
  14. 14. Accuracy and reliability across Windows 2000, XP and 2003 Platforms and in conjunction with Microsoft Office 2000, 2003 and 2007 </li></ul></ul>
  15. 15. Local testing contd. <ul>Stage 2 User Requirements(2 weeks) <ul><li>ICT Teams and users within various departments
  16. 16. Normal daily document and spreadsheet tasks </li><ul><li>e.g. File Create,Open, Edit, Save ,Print.
  17. 17. Tools such as Mail Merge, Formatting and Macros </li></ul></ul></ul><ul><ul><li>Establish user requirements and levels of competence </li></ul></ul>
  18. 18. Local Testing contd . <ul>Stage 3 Core P roprietary Systems , SQL Backend but use MS Office outputs.(6+ weeks) <ul><li>Development, Web and GIS Teams
  19. 19. Agresso – Accellerator(visual basic addin), requires Ms Excel </li><ul><ul><ul><ul><li>Outputs to MS Excel
  20. 20. Shared Files between Finance Senior Staff </li></ul></ul></ul></ul><li>Iplan – Outputs to Ms Office
  21. 21. Routeman – Refuse System uses MS Office </li></ul></ul>
  22. 22. Local Testing contd. <ul><ul><li>Other Systems : Home, iReg, Payroll, Traffic & Community Warden systems : </li><ul><ul><li>generally web-based solutions output to generic format html, pdf or csv which are platform and application independant standards. </li></ul></ul></ul></ul>
  23. 23. Local Testing contd. <ul><li>Stage 4 – In House Access Database ad hoc systems : </li><ul><li>Examine and categorise all ad hoc systems
  24. 24. Standardise Current systems </li><ul><li>Migrate backend to SQL2005
  25. 25. Remove Ms Access from client Pcs
  26. 26. Install Runtime Access
  27. 27. Scheduled implementation dept by dept over a number of weeks. </li></ul></ul></ul>
  28. 28. Local Testing contd . <ul>Stage 5 </ul><ul>Mitel Telecommunications System – Linux </ul><ul><ul><ul><ul><li>PrairieFyre Software Multimedia Windows based Solution </li><ul><li>Customer Services Dept,
  29. 29. Managed Front-Line Services
  30. 30. Business reporting tools output saved as html files
  31. 31. Compatible with Open Office </li></ul></ul></ul></ul></ul>
  32. 32. Final Decision <ul><li>MS Buyout 20/80 Professional/Standard Split
  33. 33. Senior Management Grades & High-end users such as the Finance Dept special teams to retain MS Office Professional
  34. 34. Ms Exchange/Outlook Environment - Purchase Outlook 2007 for Open Office Clients
  35. 35. Cost Benefit Analysis based on Ms Buyout prices – significant savings .
  36. 36. Would be 'Legal' and still afford to purchase additional items in buyout. </li></ul>
  37. 37. Implementation Plan <ul><li>Insufficient ICT Staff to implement solution </li><ul><li>2 ICT students from local VEC
  38. 38. Implementation Schedule : </li><ul><li>Fortnightly Install
  39. 39. Department by Department
  40. 40. Commence with smaller non-frontline departments
  41. 41. Students to remain in support role in department for 2 weeks
  42. 42. Technical & Development Teams to support the students
  43. 43. Telephone & one to one support thereafter, </li></ul></ul></ul>
  44. 44. Controls/Securities <ul><li>We incorporated certain controls into Install Procedure : </li><ul><ul><li>Prevent Client Updates – tiered Internet Access thin </li><ul><ul><ul><li>Within Open Office we disabled the Updates Option </li></ul></ul></ul><li>Simplify transition for users - </li><ul><ul><ul><li>We configured the defaults to save files as MS File extentions
  45. 45. Created a Batch file run at Installation stage to associate MS Office products with Open Office. </li></ul></ul></ul></ul></ul></ul>
  46. 46. Support Issues <ul><li>General acceptance of change
  47. 47. Showed Initiative – asked the questions
  48. 48. Minority required assistance with basic operations e.g. Printing. Formatting
  49. 49. Identified problems in basic word processing/spreadsheet abilities : </li><ul><ul><ul><li>Users could not perform basic document setup and styling
  50. 50. or
  51. 51. input a basic formula into a cell </li></ul></ul></ul><li>ECDL/Other Training Programs – geared to meet our requirements </li></ul>
  52. 52. Support Issues contd . <ul><li>Professional Staff e.g.Planners/Architects </li><ul><ul><li>Never received Office Applcations training
  53. 53. Used Old Templates and edited documents </li></ul><li>They provided a list of problem documents </li><ul><li>ICT reformatted and restyled pristine templates
  54. 54. Provided small group training in basic word processing and work related documents. </li></ul></ul></ul>
  55. 55. Problems Identified <ul><li>High end ICT users identified some minor issues : </li><ul><li>Macros
  56. 56. Find & Replace – both run on a slightly different version of VB using regular expressions as well as wild cards. It is a more powerful solution but cumbersome to use.
  57. 57. We have highlighted these problems with Open Source </li></ul></ul>
  58. 58. Our Experience <ul><li>Open Office : </li><ul><ul><li>Stable standardised environment requiring single installation
  59. 59. Single software suite with multiple functions operating in consistent manner vs MS multiple interconnected programs.
  60. 60. Interface similar to Ms Office – less of a transition than to MS Office 2007
  61. 61. Compatible with diverse file formats html, pdf,csv & all versions of MS Word.
  62. 62. Future proofed our office environment for next number of years.
  63. 63. Support available from SME's. </li></ul></ul></ul>