Jennifer Beaudette Manager – IT Business Analysis, Applications & Development Fish & Richardson *Served as Project Manager for Windows 7/Office 2010 Rollout 11 Offices 1100 Users 400 Attorneys Generic Timeline & Checklist Wednesday, September 22, 2010 10:24 AM Office Name Deployment Date (3 weeks before) - [Date] Initial Communication Email to Office Project Manager Management Draft End User Initial Communication Marketing Lead Training Equipment Hardware Check Local IT End User Hardware Check Local IT Finalize Deployment Team and Announce Project Manager Travel Schedules Finalized and Approved All Traveling Team Members Marketing Materials Drafted & Sent For Approval Marketing Lead Marketing Materials Produced Marketing Lead (2 weeks before) - [Date] Initial Communication Email to End Users Project Manager Plan and Announce Promotional Event Marketing Lead Resend User Survey to Prior Users Project Manager Marketing Materials Received and Displayed Local IT Production of all Pre-Approved Training Marketing Lead Materials/ Ship to Assigned Trainer Training Schedule Drafted and Sent For Approval Training Lead Promotional Materials Double-Checked Local IT Any New Equipment Tagged and Delivered Hardware Lead Submit Any Changes/Updates to Project Team Manager Training Schedule Finalized and Entered into Training Lead Online Learning System Begin User Scheduling for Upgrade Time/Day - Local IT Entry into SharePoint Delivery Pre-Upgrade Information Sheet to End Local IT Users Arrange and Book Conference Rooms for Local IT Training/Alternate Working Space (1 week before) - [Date] Office Timelines-Checklists Page 1 Email Communication with Commercial to End Project Manager Users Email Users Training Offerings/Sign-Up Marketing Lead Training Materials Sent to Deployment Site Marketing Lead Hold Promotional Events at Deployment Site Local IT Complete User Scheduling into Upgrade Local IT Day/Times Ask Office Management to Reinforce Training Project Manager Attendance/Sign-Up Send Office Management "What to Expect" Project Manager email Deployment Week - [Date] Welcome to Upgrade Week Email to End Users Project Manager Conduct Training Assigned Trainer Deliver Materials to End Users Local IT Commence Upgrades per Logistics Plan Deployment Team Training Attendance Finalized Assigned Trainer Send Training Evaluations to Attendees Assigned Trainer Floor Support and Helpdesk Triage Deployment Team Send We Missed You Email Project Manager Triage Feedback as Necessary Project Manager Ship Hardware to Next Deployment Site Local IT (1 week post) - [Date] Complete Floor Support Checklist Local IT Conduct One-on-One Training Sessions Assigned Trainer Complete Remaining Upgrades on Unassigned Local IT Machines or Delayed Users Hold Debrief Meeting for IT Team Project Manager Draft Make-Up Training Plan Training Lead Hold Debrief Meeting for Office Management Project Manager (2 weeks post) - [Date] Make-Up Training Schedule Finalized and Assigned Trainer Entered into Online Learning System Commence Weekly Tip Program & Send Archived Project Manager Tips Gather Reports & Metrics Project Manager Email Users Make-Up Training Offerings/Sign-Up Marketing Lead (3 weeks post) - [Date] Office Timelines-Checklists Page 2 Conduct Task Based Training (Finalize Assigned Trainer Attendance and Send Training Survey) Send User Feedback Survey to End Users PM **All Generic Emails to be Sent from "Desktop Support & Training" email Office Timelines-Checklists Page 3 Janice Calfee Support Analyst, Balch & Bingham LLP Served as Project Manager for Windows 7/Office 2010 Rollout 6 Offices, 239 Attorneys, 459 Total users Windows 7, Office 2010, Opentext DM5.3; Payne Forms Assistant, Metadata Assistant, Numbering Assistant, Workshare Compare WINDOWS 7/OFFICE 2010 UPGRADE TIPS 1. Define the scope of your project by taking a look at your entire network, including all servers, printers and third-party apps. Make a list of all hardware and software which will need to be upgraded to support your new Windows 7/Office 2010 environment. 2. Examine your current hardware and determine what will need to be replaced and what can be upgraded. Determine the amount of time needed to be allowed for delivery. 3. Evaluate your staffing situation and define what additional staff you will need to handle a 30-40% increase in workload. Bring on additional staff, whether permanent or temps, at the beginning of the project to ensure they are up to speed on the entire project. 4. Research technology to find out what is available to reduce the staff workload. An example of such technology is drive duplicators. 5. Map out a timeline for the entire upgrade process, beginning with the first server upgrade. Build in allowances for events such as delayed deliveries and third- party software readiness. 6. Take a look at your entire timeline, and plan your upgrade announcement/kickoff for no more than six months in advance of your actual start date. 7. Assemble a team of users to be involved in the planning of the actual desktop, including any third-party apps needed, as well as default settings in Office programs. It is very helpful to include at least one representative from each practice group or department within the firm. This group can also help you with testing and can be your pilot group. 8. Encourage pre-learning. Even if your firm doesn’t have an LMS or elearning content, Microsoft offers tons of elearning tutorials located here, They also offer an interactive guide for each Office program which allows you to select a command in Office 2003, then it shows you where to find the same command in Office 2010. Ribbon Hero is a game you can download which helps make learning the Ribbon lots of fun. 9. Be diligent and do your homework. Research both software and hardware changes. If you decide to go virtual, hardware makes a big difference in performance. 10. Manage user expectations. Don’t promise what you can’t deliver. Educate users about learning curves and differences in environment, and let them know that while the new system may alleviate some issues they are experiencing on their old system, the new system will have issues of its own – that’s just the nature of technology! Jerry Nguyen Director of IT Systems and Development 1100 users across the US, China, and Europe Windows 7, Office 2010, Non-Matter Centric Desksite 8.5; Payne’s Metadata, In-house Templates Scrubbed RIBBON To comment on any button, you can reference it by three criteria: the ribbon name, group name, and button name. For example, the highlighted button is the “Send Rightfax button, in the Other Tools Group, on the {Scrubbed} Ribbon” 1. New Documents Group Blank: Creates a new blank document. {Scrubbed} Letter: Runs the General Letter template. {Scrubbed} Memo: Runs the General Memo template. Templates Menu: Opens the full Templates menu. 2. Open/Save Group Open: Runs a File →Open Save: Runs a File → Save Save As: Runs a File → Save As Replace Original: Runs our custom Replace Original process. This replaces the red disk save option added to Word 2003. Documents will be saved in the same way as selecting the “Replace Original” save option from the File →Save As menu. Local Save As: Runs the Save As prompt used to save files locally. Local Open: Runs the Open prompt used to open files locally. Save As Template: Runs our custom menu to save document templates to your profile. 3. Font Group This organizes basic Font options. The same group appears on the Home ribbon. 4. Paragraph Group This organizes basic Paragraph options. The same group appears on the Home ribbon. 5. Desksite Tools Group Insert Doc#: Inserts the Doc# into the footer, if working with a file checked out from DeskSite. Remove Doc#: Removes the Doc#, if present. Print Final: Prints the entire document to the default printer without the Doc#. Launch DeskSite: Starts DeskSite, if not already running. 6. Other Tools Group Add Letterhead: Adds firm letterhead to the current document. Remove Letterhead: Removes firm letterhead, if present. Clauses: Runs the Clauses menu, from which several common phrases can be inserted into the header. Send RightFax: Sends the current document by RightFax. RightFax Status: Starts RightFax to reveal the status of sent and received faxes. : Organizes the fillable form tools from Word 2003. QUICK ACCESS TOOLBARS For the QATs, you can reference them by the type of QAT (see attached document as a reference). For example, “Please add Replace Original to the Word QAT” or “Please add forward to the Outlook - New Mail QAT”. 1. Word New, Open, Save, Save As, Close, Print Preview, Undo, Redo, Spell Check, Style Assignment 2. Excel New, Open, Save, Save As, Print Preview, Undo, Redo 3. PowerPoint New, Open, Save, Save As, Close, Print Preview, Undo, Redo 4. Outlook – Main New E-mail, New Appointment, Print Preview, Undo 5. Outlook – New Mail Save, Undo, Redo, Next Item, Previous Item 6. Outlook - Reading Mail Save, Undo, Redo, Next Item, Previous Item 7. Outlook – New Appointment Save, Undo, Redo, Next Item, Previous Item 8. Outlook – New Contact Save, Undo, Redo, Next Item, Previous Item WINDOWS 1. TaskBar 2. Notification area Should we show all icons by default (ie. Not hide them)? Things you might want to try to Capture: ODBC Data Sources: Regedit /E %DSTDrive%\XPDrives\odbc-HKLM.reg HKEY_LOCAL_MACHINE\SOFTWARE\ODBC\ODBC.INI Regedit /E %DSTDrive%\XPDrives\odbc-HKCU.reg HKEY_CURRENT_USER\Software\ODBC\ODBC.INI Get the Current Default Printer <VBS code> Function GetDefaultPrinter() sRegVal = "HKCU\Software\Microsoft\Windows