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Peter Hofmann "LiMux - the IT-evolution"

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Müncheni Linnavalitsuse kogemus vabatarkvara kasutuselevõtmisel. Peter Hofmann.
http://www.muenchen.de/rathaus/Stadtverwaltung/Direktorium/LiMux/Ueber-das-Projekt-LiMux.html

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Peter Hofmann "LiMux - the IT-evolution"

  1. 1. LiMux - the IT-evolution Peter Hofmann 26.09.2014
  2. 2. Why was the project initiated? Need End of Windows NT-support Independance as a guideline Software vendors Technical platforms http://en.wikipedia.org/wiki/File:Statue_of_Liberty_7.jpg
  3. 3. Objectives A standardized client based on Linux (LiMux client) for 12.000 workstations A vendor independent office solution for 15.000 workstations Migration of department specific business software into web-based solutions Consolidation of the office software solutions (macros, forms, templates) A standardized systemsmanagement for LiMux clients http://commons.wikimedia.org/wiki/File:Archery_icon_bcccindy_casito.png
  4. 4. 4 Additional goals: what the city council also wants Promotion of local or national SMEs (small and medium enterprises), supporting Munich as a place for IT-professionals Keep the IT know how inside the city administration Improving the efficiency of Munichs IT through new/better processes
  5. 5. The IT-Organisation in 2005 Facts at project start ~ 33.000 employees (~ 1.000 located in the IT) ~ 15.000 PC-workstations 51 locations 22 independent IT-departments ~ 140 mio Euro IT-expenses Today: Foundation of Munichs centralized IT provider (it@M) 01/01/2012: Centralizing plan, build and run and standardization of business application
  6. 6. Migration timeline ... 2004 2007 2009 2010 2011 2012 2013 Implementation Concept Officemigration Limux „poc“ Rollout Run
  7. 7. A Success Story 16 000 14 000 12 000 10 000 8 000 6 000 4 000 2 000 0 Goal achieved: 80% LiMux work stations 2009 2010 2011 2012 2013 Jan 2009 - Sep 2013 Number of PCs
  8. 8. 8 Stakeholder: it's not only the user that matters CIO line managers IT-managers Users
  9. 9. Communication and penguins Information of the users via Roadshows Newsletter Forums Massive usage of penguins On give-aways (e.g. mousepads, mugs, ...) On each information element (presentation, newsletter, ...)
  10. 10. Effective employee training (focus on the person) Basic Advanced LiMux client Training for all employees duration 0,5 – 1 days Training for IT advisor Duration as required OpenOffice / WollMux Training for all employees duration 0,5 – 1 days Advanced trainings Duration depending on Office module Additionally to face-to-face – trainings, the employees are using an e-learning – system, covering all important topics (Office Suite, LiMux Client, ...)
  11. 11. Office migration, guidelines Only macros, forms and templates are migrated, no documents If a document is needed, e.g. as an blueprint for another document, the user has to convert it by himself The migration is done by a project-team assisted by a company No user should develop macros by his own there is a team that maintaines all macros Building and maintaining forms and templates is done by trained specialists in each department If a business application using MS-Office cannot be changed, use a terminal service to provide both
  12. 12. Office migration, step by step Identifying and classification of convertable Office-objects Partially automated storage and packaging of logical units in a data base Consolidation of duplicates and inadequate templates Duplicates, obsolete or defect duplicates have automatically been removed. Migration of the office-elements according to the requirements and testing Initially and also during the migration of an element (e.g. a macro) the users told their requirements and gave feedback. At the end of the migration each element was tested and had to be approved by the customer.
  13. 13. WollMux: the leading application (www.wollmux.org)
  14. 14. Interoperability: exchange of documents and information may cause problems Current communication rules:  PDF format for documents to external recipients  Editable documents use ODF  If interoperability problems occur => talk to the communication partner Possible solutions  Try to solve the source of the problem, e.g. formatting, to avoid macros, to customize the application  Exceptional permission for MS-Office (preferrably via terminal service)
  15. 15. Scenarios for the migration of business applications wweebbbbaasseedd rreeaalliizzaattiioonn ppllaattffoorrmmiinnddeeppeennddeenntt CClliieennttaaaapppplliiccaattiioonnss ((ee..gg.. JJaavvaa)) LLiimmuuxx ++ tteerrmmiinnaallsseerrvveerr LLiimmuuxx ++ vviirrttuuaalliissiizzaattiioonn ((VVMMWWaarree)) LLooccaall WWiinnddoowwss--PPCC
  16. 16. 16 Business applications on different solutions Open (open platform) Native (Linux-application) Virtual (desktop or terminalserver) Windows (Windows workstations) 25% 30% 15% 10%
  17. 17. 17 Bugdet Juni 2004: Initial externel budget 12,8 m € (without internal staff) Juli 2010: Enlargement of the project and the budget up to 18,7 m € 21.11.2012: public answer to the city council regarding costs conclusion: 10 m € savings document can be found here: http://www.ris-muenchen.de/RII2/RII/ris_vorlagen_dokumente.jsp?risid=2773053
  18. 18. 18 Bugdet: Distribution total budget personnel 20.000.000 18.000.000 16.000.000 14.000.000 12.000.000 10.000.000 8.000.000 6.000.000 4.000.000 2.000.000 0 Total 18,7 non SME 5,4 SME 8,7 SME= small and medium enterprises
  19. 19. Lessons Learned First consolidate – Second migrate Standardise, consolidate and optimize ... … your own IT … the interfaces to external organisations Manage the dependencies between political objectives, procurement and internal skills to become and stay vendor independent Involve the stakeholder appropriate … and … most important … get and maintain political backing
  20. 20. Lessons learned Motivate people towards changing what they do Adequate information and support in the change process makes people feel being taken seriously; an open communication and making advantages and disadvantages transparent creates confidence. Don't forget to question the „problems“ Are there real problems? Sometimes people refer to technical obstacles, just to having a reason to refuse unknown solutions which may let them feel uncomfortable. Often, it is worth to look twice, so that true reasons get visible. This means a trustful collaboration with the concerned people and enables to find acceptable solutions.
  21. 21. questions? ? ? ?
  22. 22. Strategy: LiMux is a core item for a sustainable IT-strategy facing Munichs independance  Munich is on its way to an open, modern and citizen centered administration  „Munich focuses on free software and open standards. They are indispensable elements of our information technology.“ Lord mayor Christian Ude  Currently, there are 22 different IT departments, supporting 15.000 PC-workstations  The IT of the city of Munich is going to be reorganized. This includes centralization of plan, build and run, installation of new processes according to ITIL®, standardization of applications and modernization of the IT architecture  LiMux is Germanys biggest Linux project in the public sector
  23. 23. The six main mandates of the city council of Munich  Consistent linux based operating system (LiMux client)  Vendor independent Office solution  Migration of business applications to platform-open solutions  Consolidation of PC-standard applications  Consolidation and migration of MS-Office macros, templates and forms  Implementation of system management solutions (standardization)
  24. 24. eOS: extended Office - support center (interface to customer) Objectives of the competence center are diverse:  Analysis of the current status (more than 21.000 macros, templates, forms (MTFs), including several solutions for the same problem)  Listing, assessment, consolidation of requirements  Finding an adequate way for adjustments  Coordination of procurement for von MTF-packages or  Support in the transposition of macros  Training and coaching  Quality management and -control
  25. 25. Sustainability: LiMux is required for an open, consistent and innovative IT  Standardization of the IT Infrastructure  Consolidation of all documents and templates  Vendor independant release management  High software-quality achieved by expanding Know-How, internal support and dedicated testmanagement  Involvment of all departments (requirement engineering / test)  Transparence of IT costs  New processes and functionalities (MITKonkreT)
  26. 26. Results of the office migration Controlled, documented and quality assured macro repository ODF as a standard data format for Office-documents within the administration of Munich Consolidation rate of 40% (migration of macros, templates and forms Munich now has control about formerly rarely documented data, distinctly improved maintainability of Office-objects integration of corporate identity policies
  27. 27. LiMux - the IT-evolution Peter Hofmann 26.09.2014 Eingangsstatement: LiMux geht unaufhörlich weiter LiMux ist gut unterwegs - LiMux ist im Plan. Zentrale Botschaften für die gesamte Präsentation: LiMux ist nicht nur ein IT Projekt, es ist ein Veränderungsprojekt LiMux ist ein Veränderungsprojekt weil ... * Münchens IT Unabhängigkeit (strategische Relevanz) * angestrebtes Ergebnis betrifft referatsübergreifend viele (Verankerungsbreite) * Projektergebnis beeinflusst/verändert die Zusammenarbeit zwischen Mitarbeitern und den einzelnen Arbeitsplatz (Verankerungstiefe) Überleitung: LiMux ist elemanterer Baustein auf dem Weg zu Münchens neuer IT-Unabhängigkeit
  28. 28. Why was the project initiated? Need End of Windows NT-support Independance as a guideline Software vendors Technical platforms http://en.wikipedia.org/wiki/File:Statue_of_Liberty_7.jpg
  29. 29. Objectives A standardized client based on Linux (LiMux client) for 12.000 workstations A vendor independent office solution for 15.000 workstations Migration of department specific business software into web-based solutions Consolidation of the office software solutions (macros, forms, templates) A standardized systemsmanagement for LiMux clients http://commons.wikimedia.org/wiki/File:Archery_icon_bcccindy_casito.png ● Develop, deploy and establish a standardized Client based on Linux (LiMux Client) ● Today about 15.500 LiMux workstations
  30. 30. 4 Additional goals: what the city council also wants Promotion of local or national SMEs (small and medium enterprises), supporting Munich as a place for IT-professionals Keep the IT know how inside the city administration Improving the efficiency of Munichs IT through new/better processes Zentrale Botschaften: Das Gesamtziel von 80% ist einem pragmatischen Ansatz geschuldet. Denn es geht nicht um eine 100% IT Lösung, sondern um eine IT Lösung, die sich im Alltag bewährt. Ziel ist es, den „0815“ Arbeitsplatz auf LiMux voll funktionsfähig zu migrieren, mitsamt seinen Fachanwendungen, seinen externen Geräten und sonstigen IT Anwendungen.
  31. 31. The IT-Organisation in 2005 Facts at project start ~ 33.000 employees (~ 1.000 located in the IT) ~ 15.000 PC-workstations 51 locations 22 independent IT-departments ~ 140 mio Euro IT-expenses Today: Foundation of Munichs centralized IT provider (it@M) 01/01/2012: Centralizing plan, build and run and standardization of business application Today not 15.000 but 18.000 PC's
  32. 32. Migration timeline ... 2004 2007 2009 2010 2011 2012 2013 Implementation Concept Officemigration Limux „poc“ Rollout Run Einstieg: Warum dauert denn das so lange? Qualität geht vor Zeit – Zitat Herr Schneider Und das aus gutem Grund... Stellen Sie sich vor, bei Ihnen brennt es. Sie rufen 112 an und hören die telefonische Bandsage: Wir stellen gerade unsere IT um, bitte versuchen Sie später noch einmal .... Oder um es mit einem anderen Bild zu verdeutlichen, was das Projekt LiMux bei der LHM ausgelöst hat: Stellen Sie sich vor Sie seien ein Magnet und Sie laufen in ein Eisenwarengeschäft hinein, um nur ein paar Nägel und Schrauben zu kaufen. Sie wundern sich, warum plötzlich nichts mehr voran geht..... Zentrale Botschaften: Laufende Service gehen vor. Es darf zu keinen Qualitätsverschlechterungen hinsichtlich des Service am Bürger kommen LiMux leistet viel mehr als nur die Umstellung der PC-Arbeitsplätze: Standardisierung, Konsolidierung, Automatisierung, Virtualisierung Das alles benötigt eine IT im 21Jh., um professionell und kostentransparent arbeiten zu können Und bereits jetzt geht es um die Sicherstellung eines späteren Betriebs Überleitung: Welches sind die Geamtziele und Jahresziele?
  33. 33. A Success Story 16 000 14 000 12 000 10 000 8 000 6 000 4 000 2 000 0 Goal achieved: 80% LiMux work stations 2009 2010 2011 2012 2013 Jan 2009 - Sep 2013 Number of PCs
  34. 34. 8 Stakeholder: it's not only the user that matters CIO line managers IT-managers Users
  35. 35. Communication and penguins Information of the users via Roadshows Newsletter Forums Massive usage of penguins On give-aways (e.g. mousepads, mugs, ...) On each information element (presentation, newsletter, ...)
  36. 36. Effective employee training (focus on the person) Basic Advanced LiMux client Training for all employees duration 0,5 – 1 days Training for IT advisor Duration as required OpenOffice / WollMux Training for all employees duration 0,5 – 1 days Advanced trainings Duration depending on Office module Additionally to face-to-face – trainings, the employees are using an e-learning – system, covering all important topics (Office Suite, LiMux Client, ...)
  37. 37. Office migration, guidelines Only macros, forms and templates are migrated, no documents If a document is needed, e.g. as an blueprint for another document, the user has to convert it by himself The migration is done by a project-team assisted by a company No user should develop macros by his own there is a team that maintaines all macros Building and maintaining forms and templates is done by trained specialists in each department If a business application using MS-Office cannot be changed, use a terminal service to provide both
  38. 38. Office migration, step by step Identifying and classification of convertable Office-objects Partially automated storage and packaging of logical units in a data base Consolidation of duplicates and inadequate templates Duplicates, obsolete or defect duplicates have automatically been removed. Migration of the office-elements according to the requirements and testing Initially and also during the migration of an element (e.g. a macro) the users told their requirements and gave feedback. At the end of the migration each element was tested and had to be approved by the customer.
  39. 39. WollMux: the leading application (www.wollmux.org)
  40. 40. Interoperability: exchange of documents and information may cause problems Current communication rules:  PDF format for documents to external recipients  Editable documents use ODF  If interoperability problems occur => talk to the communication partner Possible solutions  Try to solve the source of the problem, e.g. formatting, to avoid macros, to customize the application  Exceptional permission for MS-Office (preferrably via terminal service) Interoperability problems are nothing new and not caused by open source products. They are caused by either the lack of standards (for example there is no standard for MS-documents older than 2007. MS Office 2010 cannot read MS Word 6 documents) or not used or badly implemented standards Solution to implement bevor you switch to OSS-Ofice: The british government has decided to use ODF as document standard. That can be done with MS-Office as well. And there are interoperability tests on ODF.
  41. 41. Scenarios for the migration of business applications wweebbbbaasseedd rreeaalliizzaattiioonn ppllaattffoorrmmiinnddeeppeennddeenntt CClliieennttaaaapppplliiccaattiioonnss ((ee..gg.. JJaavvaa)) LLiimmuuxx ++ tteerrmmiinnaallsseerrvveerr LLiimmuuxx ++ vviirrttuuaalliissiizzaattiioonn ((VVMMWWaarree)) LLooccaall WWiinnddoowwss--PPCC
  42. 42. 16 Business applications on different solutions Open (open platform) Native (Linux-application) Virtual (desktop or terminalserver) Windows (Windows workstations) 25% 30% 15% 10%
  43. 43. 17 Bugdet Juni 2004: Initial externel budget 12,8 m € (without internal staff) Juli 2010: Enlargement of the project and the budget up to 18,7 m € 21.11.2012: public answer to the city council regarding costs conclusion: 10 m € savings document can be found here: http://www.ris-muenchen.de/RII2/RII/ris_vorlagen_dokumente.jsp?risid=2773053
  44. 44. 18 Bugdet: Distribution total budget personnel 20.000.000 18.000.000 16.000.000 14.000.000 12.000.000 10.000.000 8.000.000 6.000.000 4.000.000 2.000.000 0 Total 18,7 non SME 5,4 SME 8,7 SME= small and medium enterprises
  45. 45. Lessons Learned First consolidate – Second migrate Standardise, consolidate and optimize ... … your own IT … the interfaces to external organisations Manage the dependencies between political objectives, procurement and internal skills to become and stay vendor independent Involve the stakeholder appropriate … and … most important … get and maintain political backing ● Keep an eye on the project's dynamic ● Get backing within your political framework ● Be customer focused (also an imortant stakeholder ● Standardize, consolidate and optimize ● Keep an eye on the project's dynamic ● Communicate, communicate, communicate Vendor independance Procurement Open Source Software Political framework Internal skills
  46. 46. Lessons learned Motivate people towards changing what they do Adequate information and support in the change process makes people feel being taken seriously; an open communication and making advantages and disadvantages transparent creates confidence. Don't forget to question the „problems“ Are there real problems? Sometimes people refer to technical obstacles, just to having a reason to refuse unknown solutions which may let them feel uncomfortable. Often, it is worth to look twice, so that true reasons get visible. This means a trustful collaboration with the concerned people and enables to find acceptable solutions.
  47. 47. questions? ? ? ?
  48. 48. Strategy: LiMux is a core item for a sustainable IT-strategy facing Munichs independance  Munich is on its way to an open, modern and citizen centered administration  „Munich focuses on free software and open standards. They are indispensable elements of our information technology.“ Lord mayor Christian Ude  Currently, there are 22 different IT departments, supporting 15.000 PC-workstations  The IT of the city of Munich is going to be reorganized. This includes centralization of plan, build and run, installation of new processes according to ITIL®, standardization of applications and modernization of the IT architecture  LiMux is Germanys biggest Linux project in the public sector Einstieg: Ziel ist es, Münchens Motor auszutauschen ohne die Fahrt zu unterbrechen – um in einem Bild zu sprechen. Zentrale Botschaften: OpenSource ist Mittel zum Zweck für Standardisierung, Konsolidierung, Automatisierung. Sie sind Grundlage für eine tragfähige und professionelle IT (Anknüpfung an MITKonkreT) Bulletpoint 2 und 3 ausführen Überleitung: LiMux hat hat eigentlich i.e.S. einfache Ziele, und doch ist der Projektauftrag vom Stadtrat grundsätzlicher zu verstehen. Schauen wir uns doch mal die Ziele an und wie wir unterwegs sind.
  49. 49. The six main mandates of the city council of Munich  Consistent linux based operating system (LiMux client)  Vendor independent Office solution  Migration of business applications to platform-open solutions  Consolidation of PC-standard applications  Consolidation and migration of MS-Office macros, templates and forms  Implementation of system management solutions (standardization) Einstieg: Ziel ist es, Münchens Motor auszutauschen ohne die Fahrt zu unterbrechen – um in einem Bild zu sprechen. Zentrale Botschaften: Stadtrat 2003/2004 hat strategischen Auftrag erteilt Es geht um eine offene Plattform die LHM Spezifika abbildet, lernfähig ist und nicht abhängig von Herstellern weiterentwicklet werden kann Überleitung: Wenn es eigentlich nur um den Austausch der PC Arbeitsplätze geht, warum dauert das soooo lange
  50. 50. eOS: extended Office - support center (interface to customer) Objectives of the competence center are diverse:  Analysis of the current status (more than 21.000 macros, templates, forms (MTFs), including several solutions for the same problem)  Listing, assessment, consolidation of requirements  Finding an adequate way for adjustments  Coordination of procurement for von MTF-packages or  Support in the transposition of macros  Training and coaching  Quality management and -control
  51. 51. Sustainability: LiMux is required for an open, consistent and innovative IT  Standardization of the IT Infrastructure  Consolidation of all documents and templates  Vendor independant release management  High software-quality achieved by expanding Know-How, internal support and dedicated testmanagement  Involvment of all departments (requirement engineering / test)  Transparence of IT costs  New processes and functionalities (MITKonkreT) Zentrale Botschaften: OpenSource ist Mittel zum Zweck eine professionellen IT. Mit LiMux ist München Herr über den Releasewechsel, über die Produkt- und Supportqualität und über die IT Kosten. Nochmal: Standardisierung, Konsolidierung, Automatisierung, Virtualisierung der IT ist das übergeordnete Ziel auch von LiMux Herstellerunabhängigkeit bedeutet mehr Eigenverantwortung und mehr Handlungssouveränität. Das sind 2 Seiten derselben Medaille. Wir haben die Kompetenz für eine IT-unabhängiges München.
  52. 52. Results of the office migration Controlled, documented and quality assured macro repository ODF as a standard data format for Office-documents within the administration of Munich Consolidation rate of 40% (migration of macros, templates and forms Munich now has control about formerly rarely documented data, distinctly improved maintainability of Office-objects integration of corporate identity policies

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