LiMux - the IT-evolution

Peter Hofmann

26.09.2014

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

4

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

Additional goals: what the city council also wants

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

Officemigration Limux „poc“

... 2004 2007 2009 2010 2011 2012 2013

RunConceptRollout

Imp

lem

en

tatio

nMigration timeline

A Success Story

0

2 000

4 000

6 000

8 000

10 000

12 000

14 000

16 000

Jan 2009 - Sep 2013

2009 2010 2011 2012 2013

Goal achieved: 80% LiMux work stations

Nu

mb

er o

f PC

s

8

Stakeholder: it's not only the user that matters

line managers

IT-managers

Users

CIO

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

LiMux client Training for all employeesduration 0,5 – 1 days

Training for IT advisorDuration as required

OpenOffice / WollMux

Training for all employeesduration 0,5 – 1 days

Advanced trainingsDuration 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-teamassisted 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

webbased realizationwebbased realization

platformindependent Clientaapplications (e.g. Java)platformindependent Clientaapplications (e.g. Java)

Limux + terminalserverLimux + terminalserver

Limux + virtualisization (VMWare)Limux + virtualisization (VMWare)

Local Windows-PCLocal Windows-PC

16

Business applications on different solutions

Open(open platform)

Native(Linux-

application) Virtual(desktop or

terminalserver)

Windows(Windows workstations)

25%30%

15%10%

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

Bugdet: Distribution

total budget personnel

0

2.000.000

4.000.000

6.000.000

8.000.000

10.000.000

12.000.000

14.000.000

16.000.000

18.000.000

20.000.000

Total 18,7 non SME 5,4 SME 8,7

SME= small and medium enterprises

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

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

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

● Develop, deploy and establish a standardized Client based on Linux (LiMux Client)

● Today about 15.500 LiMux workstations

4

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

Additional goals: what the city council also wants

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.

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

Officemigration Limux „poc“

... 2004 2007 2009 2010 2011 2012 2013

RunConceptRollout

Impl

eme

nta

tion

Migration timeline

Einstieg:Warum dauert denn das so lange?Qualität geht vor Zeit – Zitat Herr SchneiderUnd 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 kommenLiMux leistet viel mehr als nur die Umstellung der PC-Arbeitsplätze: Standardisierung, Konsolidierung, Automatisierung, VirtualisierungDas alles benötigt eine IT im 21Jh., um professionell und kostentransparent arbeiten zu könnenUnd bereits jetzt geht es um die Sicherstellung eines späteren Betriebs

Überleitung:Welches sind die Geamtziele und Jahresziele?

A Success Story

0

2 000

4 000

6 000

8 000

10 000

12 000

14 000

16 000

Jan 2009 - Sep 2013

2009 2010 2011 2012 2013

Goal achieved: 80% LiMux work stations

Num

ber

of P

Cs

8

Stakeholder: it's not only the user that matters

line managers

IT-managers

Users

CIO

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

LiMux client Training for all employeesduration 0,5 – 1 days

Training for IT advisorDuration as required

OpenOffice / WollMux

Training for all employeesduration 0,5 – 1 days

Advanced trainingsDuration 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-teamassisted 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)

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.

Scenarios for the migration of business applications

webbased realizationwebbased realization

platformindependent Clientaapplications (e.g. Java)platformindependent Clientaapplications (e.g. Java)

Limux + terminalserverLimux + terminalserver

Limux + virtualisization (VMWare)Limux + virtualisization (VMWare)

Local Windows-PCLocal Windows-PC

16

Business applications on different solutions

Open(open platform)

Native(Linux-

application) Virtual(desktop or

terminalserver)

Windows(Windows workstations)

25%30%

15%10%

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

Bugdet: Distribution

total budget personnel

0

2.000.000

4.000.000

6.000.000

8.000.000

10.000.000

12.000.000

14.000.000

16.000.000

18.000.000

20.000.000

Total 18,7 non SME 5,4 SME 8,7

SME= small and medium enterprises

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

Internal skillsPolitical framework

Procurement

Open Source Software

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

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.

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 erteiltEs 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

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)

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 LiMuxHerstellerunabhängigkeit bedeutet mehr Eigenverantwortung und mehr Handlungssouveränität. Das sind 2 Seiten derselben Medaille.Wir haben die Kompetenz für eine IT-unabhängiges München.

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