Migrating to Libre Office: An Interoperable Future

MigratingtoFreeSoftware:
aReferenceProtocolforLibreOffce
ItaloVignoli
The Document Foundation

WhyTheDocumentFoundation
WhyLibreOffce

CommunitywantsProjectIndependence

The Docum ent Foundation was born
TO PROM OTEfree sofware
TO PROM OTESW user freedom
TO PROM OTEdocum ent freedom
TO PROM OTEopen standards
TO DEVELOPLibreOfice
TheDocumentFoundation

Founding Principles
COPYLEFT LICENSE
NOCONTRIBUTOR AGREEM ENT
M ERITOCRACY
COM M UNITY GOVERNANCE
VENDOR INDEPENDENCE
TheDocumentFoundation

CityofMunich(ProjectLiMux)
15.000PC

DutchMinistryofDefense
45.000PC

CopenhagenHospitalSystem
25.000PC

LibreOffcevsMicrosoftOffce
W ord - Excel - PowerPoint
versus
W riter - Calc - Im press + Draw
90% of functions are identical or very sim ilar
10% of functions are diferent or exclusive

MigratingMightBeHardandPainful

MigratetoImproveFreedom
Choose the best sofware
Decide where to invest the m oney
Decide what to im prove in the system
Contribute to the future of the sofware
Becom e a com ponent of the solution

MigratetoReduceVendorLockIn
Get rid of proprietary license costs
Get rid of vexatory license conditions
Get rid of obfuscated technologies
Get rid of false & tricky "open standards
Get rid of vendor's desktop dom inance

MigratetoIncreaseInteroperability

MigrationHighlights
Adoption of Open Docum ent Form at (ISO/IEC 26300
LibreOfice Flexibility: extensions, m acros, PHP, Pyth
Freedom to install LibreOfice on any personal com p
Opportunity to train users to the sam e agreed skill s
Opportunity to review/optim ize docum ent m anage
Opportunity to reorganize the IT desktop infrastruct

TechnicalStrengths
Open source application
Growing and dynam ic developm ent com m unity
Tim e based release cycle for scheduled upgrades
Com patibility with all Microsof Ofice file form ats
LO "fresh" for features, LO "stable" for enterprises
Availability of value added certified services

FinancialStrengths
Free sofware license
Growing ecosystem of value added service provider
Certified professionals for Migrations and Trainings
Certified developers for Level 3 support
Planned obsolescence of sofware applications

Interoperability
≠
ExchangingDocuments

Interoperability
=
WorkingBetterTogether

HistoryofDocumentProcessing
YEAR TOOL
3000 BC clay table(t) + engraver
2000 BC papirus + paint brush
0 paper + ink + goose pen
1000 AC paper + skin + ink + goose pen
1500 AC paper + ink + pen + pencil (and press)
1900 AC paper + pen + typewriter
1980 AC PC + paper + text editor sofware
2000 AC PC + paper + ofice sofware

PhisicallyInteroperableDocuments

FromClosedtoOpen
Open ContentClosed Content
Closed FormatClosed Format

FromOffcetoSocial
Ofice Documents
• Unstructured
• Format intensive
• Printed output
imperative
• Network efects
locks users in
Social Documents
• Many tools (wikis,
blogs, web/mobile)
• Format for device
• Print seldom
• Dynamic sharing
• Highly social
• Co-editing
• Semantically rich
• Programmable

DocumentTradeoffs
Visual Richness of Authoring Environment
Ability to Say Anything
Pixel Perfection
High Fidelity
Power
Structure
Universality
Accessibility
Semantic Richness
Ability of Everyone to Understand

InteroperabilityChallenges
PAPER
Search Engine
Email Attachment
Doc Repositories

PotentialPointsofFailure
PAPER
Search Engine
Email Attachment
Doc Repositories

Interoperability?
W e learn to create nice docs for printing
W e do not learn to create interoperable
W e use fancy form atting and fonts
W e do not respect the sem antics of XML
… but we com plain if the doc is m essed u

Interoperability:aLearningProcess
Use true open docum ent standards
Use free fonts available on any platform
Create "interoperable" docum ents
… good to open with a diferent sofware
… good to open with a diferent OS

HelpInteroperability:Applications
Use interoperable data form ats
Teach the user how to use the product in an
interoperable way
Include docum ent tem plates and defaults tha
encourage interoperability
Allow validation of interoperable docum ents

HelpInteroperability:DataFormats
Separation of content, attributes, behaviors a
m etadata
Reuse of existing, established open standard
Thorough review of docum ent form ats
Use of standard com ponents

HelpInteroperability:Organization
Adopt of a single standard open docum ent fo
Adopt applications with proven conform ance
open docum ent standard form at
Teach users how to create interoperable docu

HelpInteroperability:Users
Capture inform ation at the highest level
Add docum ent m etadata
Provide annotations for accessibility
Use tem plates and styles

ProprietaryvsOpen&StandardFormats
Proprietary Form ats
Generally secret and universally designed to be used i
one product controlled by a single vendor (vendor loc
Open & Standard Form ats
Approved by an international organization such as ISO
Publicly available and im plem entable, and agreed upo
m any diferent organizations
Can be used by m any products and are vendor-neutra

In a world where paper docum entsare
increasingly replaced by electronic reco
ensuring the long term access and usabi
these records is critical.
OASIS ODF Adoption TC, Decem ber 10,
InteroperabilityvsDocumentFormat

OpenXML was designed from the start to be c
of faithfully representing the pre-existing cor
word-processing docum ents, presentations
spreadsheets encoded in binary form ats defin
Microsof Corporation.
Ofice Open XML Overview, ECMA International, Decem b
InteroperabilityvsDocumentFormat

OpenDocumentFormat
Document Extension
Text ODT
Spreadsheet ODS
Presentation ODP
Drawing ODG
Chart ODC
Image ODI
Database ODB
Math Formula ODF

"Microsof has successfully im plem ented the OASIS Open Docum e
(ODF) Version 1.2 Standard in the Microsof Ofice 2013 and Microso
products. Our testing has shown that these im plem entations of OD
a high level of interoperability between Microsof Ofice and other i
im plem entations of the standard. Microsof technical experts partic
ODF Technical Com m ittee, with specific focus on the OpenForm ula
signature specifications. In Microsof's opinion the ODF 1.2 speci
represents a significant im provem ent to the ODF standard"
Jim Thatcher, Principal Program Manager, Ofice Standards, Microsof
MicrosoftandODF1.2

Microsof has successfully im plem ented the OASIS Open Docum e
(ODF) Version 1.2 Standard in the Microsof Ofice 2013 and Microso
products. Our testing has shown that these im plem entations of OD
a high level of interoperability between Microsof Ofice and other i
im plem entations of the standard. Microsof technical experts partic
ODF Technical Com m ittee, with specific focus on the OpenForm ula
signature specifications. In Microsof's opinion the ODF 1.2 speci
represents a significant im provem ent to the ODF standard
Jim Thatcher, Principal Program Manager, Ofice Standards, Microsof
MicrosoftandODF1.2

FreeFontsforAnyOperatingSystem

ReferenceMigrationProtocol
Analysis Impact Test Training Support
● Documents
● VBA Macros
● Integration
Communications
● Bug Fixes
● Compatibility
● Interoperab.
Long Term
Supported
Software
● Bug Fixes
● Compatibility
● Interoperab.
● New Feature
Development
● Integration
Deployment Evolution
● Trainers
● End Users
● Third Parties
Project Management

RealIssues
Technical
Managem ent of new docum ent form ats
Conversion of docum ents to the standard form at
Learning curve for the basic rules of interoperabili
Psychological
Learn a com pletely new ofice suite afer 20 years
Resistance to change and lack of m otivation
If it is free then there is a hidden trap

FalseIssues
Key features are m issing
Som e features are in the wrong place
The file form at is diferent and not popular
Opening docum ents m esses up the form at
Free sofware is for technical people

MigrationTimeline
Analisys
Project Management & Communications
Impact Test
Support
Deployment
Training

Analisys
Docum ent Production
Docum ent Tem plates/Styles
Docum ent Autom ation (Macros)
Docum ent Flow (Internal/External)
Production/Interoperability Policies
Third Party Applications

StakeHolders
Owners Managers
Power
Users
Basic
Users
Customers Suppliers Partners
Third
Parties

Documents
Macros
Automation
Styles
Templates
Spreadsheets - Databases
Text Documents - Presentations

Organization
Technology Leaders
Departm ent Project Managers
User Groups by Role, Tasks and Skills
Internal/External Interoperability Flow
Potential Roadblocks

KickOff
Meeting with Technology Leaders
Presentation of LibreOfice to Tech Leaders
Conversion of Tem plates and Docum ent Models
Kick Of the Com m unication: Internal & External
Organization of Training to Internal Trainers
Production of Support Docum ents

CommunicationStrategy
Start with Internal Com m unication
Involve Owners/Managers in the Project
Oficially Announce the Migration Project
Involve "Technology Leaders"
Create a W ebsite/Blog & Use Social Media
Publish Everything Transparently

InternalMarketing
Dedicated Internal Portal
Project Status, Documentation, Tips
Online Support,TicketingSystem, Download
Forms for Training Sessions, Evaluation Forms, ...
Info about LibreOffce and Open Document Format
Collaboration and Information Sharing Tools
Press Clippings Collection

ImpactTest
Group of Key Users
Spotting Critical & Blocking Issues
Test of Docum ent Production Flow
Risk Assessm ent
Identify Final Project Requirem ents
Start Evaluate Costs and ROI

TechnologyLeader
Internal Technology Opinion Makers
Key Evangelism Role for M igration to LibreOfice
Can be Trainers for End Users and First Contact Po
Focused Training with Motivational Contents

Training
Train the Trainers
Medium to Advanced Level
End User Training
Basic Training about W riter and Calc
Ad Hoc Training on Im press and Draw
Advanced Training On Request

Execution
Organize End User Training
Install LibreOfice during Training
Present a LibreOfice W elcom e Kit
Provide Internal Level 1 Support
Update Docum ent Flow
Project Leaders @ LO Com m unity

Document/TemplateMigration
Opportunity to Review Tem plates and Styles
Create a New Docum ent Managem ent Flow
Storage Strategy for Read Only Docum ents
Conversion of "Live" Docum ents

ProcessOptimization
Review Internal Form s and Tem plates
Review Internal Process for Production and Storag
of Docum ents, at Departm ent and Enterprise Leve
Review Third Party Applications which Interopera
with the Internal Docum ent Managem ent Flow
Guidelines for Third Party Application Procurem en

SupportModel
Technology Leaders
IT Department Staff
Internal Level 1 Support
INT/EXT Level 2 Support
Community Resources
External Level 3 Support

SupportStructure
Intranet with Docum ents and M anuals
Technology Leaders for First Aid Support
Internal Level 1 & Level 2 Support
Certified External Level 3 Support for Bugs
Interaction with LibreOfice Com m unity
Bug Filing on Bugzilla

CostofMigratingtoMSOffce2010
External Costs Internal Costs
Ofice 2010 Basic (700 licenses) € 151,900
Ofice 2010 Professional Plus (300 licenses) € 93,600
Deployment of Microsof Ofice (30 hours) € 470
Training for the Trainers (40 hours x 3) € 8,400
Training for End Users (700 hours) € 11,144.13
Training Logistics € 21,200
Training Materials € 756,88
Management of Training Programs € 378,44
End User Help Desk (83 days) € 7,784
TOTAL € 275,100 € 20,533.45

CostofMigratingtoLibreOffce(1)
Materials for Data Collection € 189,22
Compatibility of LibreOfice with 3rd Party Apps € 283,83
Conversion Test of Existing Document Templates € 189,22
Press Releases € 567,66
Blog and Social Networks Update € 2,365.25
Organization of Press Conference € 189,22
Update of Web Portal € 1,576,83
Meeting with Managers € 189,22
Training for the Trainers (40 hours x 3) € 8,400
Training for End Users (700 hours) € 11,144.13
Training Tech Savvy Users (53 hours) € 841,07

CostofMigratingtoLibreOffce(2)
Training Logistics € 21,200
Training Logistics Tech Savvy Users € 1,600
Training Materials € 756,88
Management of Training Programs € 378,44
End User Help Desk (83 days) € 7,784.17
End User Help Desk from Tech Savvy Users € 2,365.25
Update of Blog and Publication of Docs € 1,892.20
E-book LibreUmbria € 2,838.30
LibreOfice with Incremental Updates € 5,000
Annual Support Package € 11,000
TOTAL € 47,200 € 33,550.89

CostComparison(frst1.000desktops)
External Costs Internal Costs TOTAL COST
MS Ofice 2010 € 275,100 € 20,533 € 295,633
LibreOfice € 47,200 € 33,551 € 80,751
DIFFERENCE - € 227,900 + € 13,018 - € 214,882

CertifcationScheme
THE DOCUMENT FOUNDATION
Certifcation Project Management
Certifcation Process (Trainers: Sponsors / Members)
DevelopmentMigration Support Training
Certifed Organizations (Sponsors / Members / Third Parties)
LibreOffce Migration / Integration / Deployment Projects
Corporate Users / Governments / Organizations

ItaloVignoli
Italo Vignoli - The Document Foundation
mobile +39 348 5653829 - e-mail italo@documentfoundation.org
jabber/sip italo@libreoffce.org - jabber/gtalk italo.vignoli@gmail.com

Migrating to Libre Office: An Interoperable Future

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