peter hofmann "limux - the it-evolution"
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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
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