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Limux - the IT-Evolution

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Limux - the IT-Evolution LiMux - the IT-evolution Peter Hofmann 26.06.2014 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 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 Additional goals: what the city council also wants Promotion of local or national SMEs, 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 4 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 Implementation timeline Migration ... 2004 2007 2004 ... Concept Officemigration 2009 2010 2011 2012 2013 2012 2011 2010 2009 Limux „poc“ Limux Rollout Run A Success Story 16.000 14.000 12.000 Goal achieved: 80% LiMux work stations 10.000 8.000 s C P f o 6.000 r e b m u N 4.000 2.000 0 2009 2010 2011 2012 2013 Jan 2009 - Sep 2013 Stakeholder: it's not only the user that matters CIO line managers IT-managers Users 8 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, ...) Effective employee training (focus on the person) Basic Advanced Training for all employees Training for IT advisor LiMux client duration 0,5 – 1 days Duration as required OpenOffice / Training for all employees Advanced trainings WollMux duration 0,5 – 1 days 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, ...) 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 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. WollMux: the leading application (www.wollmux.org) 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) Scenarios for the migration of business applications webbasedwebbased realizationrealization platformindependentplatformindependent ClientaapplicationsClientaapplications (e.g.(e.g. Java)Java) LimuxLimux ++ terminalserverterminalserver LimuxLimux ++ virtualisizationvirtualisization (VMWare)(VMWare) LocalLocal Windows-PCWindows-PC Business applications on different solutions 30% 25% 15% Native 10% Open (Linux- (open platform) application) Virtual (desktop or Windows terminalserver) (Windows workstations) 16 Bugdet Juni 2004: Initial externel budget 12,8 € (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 17 Bugdet: Distribution 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 budget personnel Total 18,7 non SME 5,4 SME 8,7 18 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 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. questions? ? ? ? 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 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) 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 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) 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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