Oscc Openoffice Migration MAMPU Malaysia Experience

Seminar Open Source Software (OSS) Accelerated Adoption Zon Utara

OSCC OpenOffice.org Migration Package : The MAMPU Migration

21st July 2008Bayview Hotel, Langkawi

CONTENTS

Why OpenOffice.org in MAMPU? MAMPU OpenOffice.org Migration Plan

− MAMPU OpenOffice.org Policy− Change Management − Technical Support Mechanism− Migration Team− Training Plan− Migration Timeline

Current Status & Issues Conclusion

Cost of deploying MS Office in Malaysia (Source: 2006 ITU Report)

− 4.9 Million PCs in Malaysia − Cost of MS Office Standard is RM950/unit

(approximately)− Total cost to enable office productivity

applications costed Malaysia RM4.4 Billion just in licensing fees alone

Why OpenOffice.org in MAMPU?- Current Scenario -

Why OpenOffice.org in MAMPU?

Moving to MS Office 2007 will require similar or worse migration effort for MAMPU staff

− Change in document format a) New document format (DOCX,

XLSX, PPTX) is not compatible with older MS Office versions

b) Additional software (MS Office 2007 Compatibility Pack) is required on older MS Office versions

● Need to pay license fees for MS Office 2007− Total cost : RM 332,500 − (350 users (in MAMPU) x RM 950)

● MS Office changed document formats twice

in the past 2 software releases, thus causing

migration issues :− MS Office 2003− MS Office 2007 (OOXML)

Why OpenOffice.org in MAMPU?- If we stay with MS Office -


To establish a consistent format and compatibility across software versions

− Open Document Format (ODF) is the ISO standard for electronic documents


Avoids vendor lock-in and provides choice

− ODF supported in OpenOffice (2.x), StarOffice, GoogleDoc, IBM Workplace / Notes, Koffice

In line with MAMPU direction towards open standards and interoperability

MAMPU OpenOffice.org Migration Plan

Immediate Action Plan

a) Implement a MAMPU OpenOffice Migration Policy - launched on 19th March 2008 by MAMPU's

Director General

b) Implement Change Management

- 24 OO Champions were appointed and trained - OO training for MAMPU's top management 19th March 2008



c) Complete/enhance Technical Support Mechanism

d) Conduct OpenOffice training

- as per 2nd July 2008, 248 MAMPU staff have been trained- 16 training session conducted by OSCC & BTM



e) Setup OSCC OpenOffice.org Portal- FAQs, Quick Guides, Tutorials, Downloads etc

- http://openoffice.oscc.org.my


Mid-Term Action Plan

a) Implement a standard style guide for common documents- memo, letters, presentations etc

b) Develop an ODF Migration Guide for Public Sector agencies- one of the deliverables of the ODF tender issued by MAMPU

MAMPU OpenOffice.org Policy

Within MAMPU

must be in OpenOffice format

Documents Distribution

Outside MAMPU

Read-only documents : PDF formatEditable documents :OpenOffice / MS Office formats

● must have the OpenOffice.org package

- Consists of CD, Quick Guides etc


All PCs/Notebooks

● to be installed with the recommended version of OpenOffice - Current recommended version is 2.3.1

MAMPU personnel

● to be created using OpenOffice format from

April 1, 2008 onwards- MS Office documents created prior to this date need to be backed up by end-users

● All new documents to be created using the default document layout


All New Documents

● to be removed from all PCs from July 1, 2008 in stages


MS Office

Change Management

OpenOffice ChampionsRoles :

a) To promote the use of OpenOffice within their workgroup to increase buy-in

b) To provide first level support within their workgroup or section

c) To promote OSCC OpenOffice.org Portal for knowledge sharing

Received full 2-days

training by OSCC

Train the other

MAMPU Personnel

Technical Support Mechanism

TECHNICAL SUPPORT FLOW CHART FOR MAMPU OPEN OFFICE PROBLEM

ESCALATION

START

MAMPU HELPDESKRESOLVED ?

DOCUMENTED AND UPDATEDBY MAMPU/OSCC HELPDESK

YES

YES

PROBLEM

NO

END

USER REPORT PROBLEM

OSCC HELPDESKRESOLVED ?

MAMPU TO ESCALATE TO OSCC

PROBLEM

MAMPU CHAMPIONRESOLVED ?

NO

YES

Migration Team

Headed by :Bahagian Teknologi Maklumat

BTM Team BDPICT Team

Champions

With assistance of OSCC

Migration Team

− To lead and support OpenOffice migration− Prepare communication plan− Provide document conversion assistance− Provide second level support

Identify dependencies for other applications− Provide tools to assist users in implementation

of OpenOfficee.g. Templates for letters, minutes, reports etc

Terms of Reference

Training Plan

trained by MAMPU

(with facilitators from OSCC)− 1 session everymonth− 20 pax per session

Train-the-Trainer

● trained by OSCC

- OpenOffice.org Champions

(13 – 14 March 2008)

End-user Training

Migration Timeline

Establish Migration Team – develop templates

10 March 08

Appoint & Train OpenOffice “Champions”

13 & 14 March 08

All PCs installed with OpenOffice MAMPU OO Migration Policy Launced Kick-off and Training for Top Management

19 March 08

Migration Timeline

Complete backup/archive of all MS Office documents

1 April 08

MS Office will be removed from PCs (in stages)

1 July 08

MAMPU Standard Style Guide

● Set of standards for design and writing of documents

● Style guides are needed to produce :● High quality and professional documents

consistent with MAMPU image● Document layout that is error free

What is a Standard Style Guide ?

MAMPU Standard Style Guide

Users can focus only on the contents, not layout Styles are defined outside of software application Styles easily applied through use of templates for

OpenOffice

Benefits :

Current Status & Issues

All PCs/notebooks in MAMPU with OpenOffice. Org ver 2.3.1

248 MAMPU personnel trained so far

Support mechanism involving BTM, Champions, MAMPU Helpdesk and OSCC established

Current Status & Issues BTM has received 38 problem reports so far

− No major adoption issues− Main issue with document exchange between

MS Office and OpenOffice - formatting− Other issues : Existing Documents with macro

functions (MS Excel)

Solutions :− Minor problem have been taken care by OO

Champions and MAMPU Helpdesk− Macro issues – OSCC is doing the R&D, with the

help from the OSS community


MAMPU OO Champion Summit- 14th July 2008 at MAMPU- Discussing feedback, issues, and suggestions about OO implementation in MAMPU- A report will be submitted to MAMPU's top management


Survey on OO Usage in MAMPU

- will be circulated to MAMPU personnel

- to get feedback on OO implementation in MAMPU

- report will be submitted to top management

- next action to be taken will be based on the survey


In Public Sector Overall

- 85 agencies using OO

- 10,132 seats/installations known as being in use

by agencies

- Among agencies adopting : MOHR, MOE, JPA,

SPP, KPKT, MBMB, SUK Kedah, SUK Perak etc

- OSCC provides training, consultation and

migration guide to agencies

Conclusions

1) Proper Migration Plan needed - documents backup and templates- training- helpdesk and technical support

2) Support from top management is important

3) To be familiar and expert using OO.org, it is the best to learn from own experiences

4) Change management and changing the mindset is the most crucial part

EVERY JOURNEY STARTS WITH THE VERY FIRST STEP...

THANK YOU

Presenter:Noor Hasliza Mohd [email protected]

OSCC Portal− http://opensource.mampu.gov.my

OSCC Mailing Lists (oscc-discuss)− http://lists.oscc.org.my

Contact numbers− 603 83191200 (General line)− 603 38191201 (Helpdesk)

Technology

Oscc Openoffice Migration MAMPU Malaysia Experience