Office Productivity Software StandardsOffice Productivity Software StandardsOPSSOPSS

OPSS Proposal

BackgroundBackground

Requested by ITSteering Committee

OPSS project team was struck in late Fall 2004

Representation from Faculty, Administrative Users, Administrative Support, Leddy Library, ITServices

Requested by ITSteering Committee

OPSS project team was struck in late Fall 2004

Representation from Faculty, Administrative Users, Administrative Support, Leddy Library, ITServices

OPSS Proposal

IT Strategic PlanIT Strategic Plan

3.1.5 ITS shall develop standards for desktop operating systems and office productivity tools based on the established life cycle for PCs and support only the standard versions determined;

3.1.5 ITS shall develop standards for desktop operating systems and office productivity tools based on the established life cycle for PCs and support only the standard versions determined;

OPSS Proposal

Project ScopeProject Scope

1. Examine policies from other universities

2. Examine the usage of Office software applications on campus

3. Examine the impact of multiple Office software suites on campus

4. Recommend Office Suite standards to ITSteering Committee

1. Examine policies from other universities

2. Examine the usage of Office software applications on campus

3. Examine the impact of multiple Office software suites on campus

4. Recommend Office Suite standards to ITSteering Committee

OPSS Proposal

Situation at Canadian Universities

Situation at Canadian Universities

Respondents indicated that none had developed a policy on this topic

All indicated that Microsoft Word was their dominant word processor

Respondents indicated that none had developed a policy on this topic

All indicated that Microsoft Word was their dominant word processor

Of the universities that provided their current form of licensing, all indicated that they made use of a Microsoft Campus agreement

Of the universities that provided their current form of licensing, all indicated that they made use of a Microsoft Campus agreement

OPSS Proposal

Word-Processing (Primary)Word-Processing (Primary)

Application

216

100

5

0

50

100

150

200

250

Nu

mb

er o

f U

sers

Primary Use WordProcessing Application

Word

WordPerfect

Other

WordProcessor #

Word 97 6Word 2000 36Word 2002 89Word 2003 67Word (Mac) 18WordPerfect 8 34WordPerfect 9 33WordPerfect 10 14WordPerfect 11 11WordPerfect 12 8Other 5N 321

OPSS Proposal

Word-Processing (Sometimes)

Word-Processing (Sometimes)

WordProcessor #

Word 97 15Word 2000 38Word 2002 53Word 2003 38Word (Mac) 5WordPerfect 8 42WordPerfect 9 23WordPerfect 10 20WordPerfect 11 15WordPerfect 12 11WordPerfect (Mac) 3Other 14N 277

Application

149

114

14

0

20

40

60

80

100

120

140

160

Nu

mb

er o

f U

sers

WordProcessor Application (Sometimes)

Word

WordPerfect

Other

OPSS Proposal

Spreadsheet (Primary)Spreadsheet (Primary)

Spreadsheet #

Excel 97 8Excel 2000 48Excel 2002 105Excel 2003 80Excel (Mac) 15Quattro Pro 12 1Quattro Pro 11 0Quattro Pro 10 2Quattro Pro 9 2Quattro Pro 8 1Lotus 1-2-3 5Other 5N 272

Application

8

48

105

80

15

1 0 2 2 1 5 50

20

40

60

80

100

120

Nu

mb

er o

f U

sers

Primary Use Spreadsheet Application

Excel 97

Excel 2000

Excel 2002

Excel 2003

Excel (Mac)

Quattro Pro 12

Quattro Pro 11

Quattro Pro 10

Quattro Pro 9

Quattro Pro 8

Lotus 1-2-3

Other

Application

256

5 65

0

50

100

150

200

250

300

Nu

mb

er o

f U

sers

Primary Use Spreadsheet

Excel

Lotus 1-2-3

Quattro Pro

Other

OPSS Proposal

Presentation (Primary)Presentation (Primary)

Application

216

36

0

50

100

150

200

250

Nu

mb

er o

f U

sers

Primary Use Presentation Application

PowerPoint

Presentations

Other

Application

2

32

97

70

15

1 1 0 1 06

0

10

20

30

40

50

60

70

80

90

100

Nu

mb

er o

f U

sers

Primary Use Presentation Application

PowerPoint 97

PowerPoint 2000

PowerPoint 2002

PowerPoint 2003

PowerPoint (Mac)

Presentations 8

Presentations 9

Presentations 10

Presentations 11

Presentations 12

Other

Presentation #

PowerPoint 97 2PowerPoint 2000 32PowerPoint 2002 97PowerPoint 2003 70PowerPoint (Mac) 15Presentations 8 1Presentations 9 1Presentations 10 0Presentations 11 1Presentations 12 0Other 6N 225

OPSS Proposal

Current Situation/LegalityCurrent Situation/Legality

Microsoft Office Campus Agreement Provides primary

Operating Systems, Spreadsheet, Presentation and Database applications used on campus

Provides worldwide dominant word processor (Word)

Microsoft Office Campus Agreement Provides primary

Operating Systems, Spreadsheet, Presentation and Database applications used on campus

Provides worldwide dominant word processor (Word)

Corel Office Current concurrent

licenses for WP8/9 ~250 users

Departments have purchased personal copies of more current releases

Historical word processor on campus

Corel Office Current concurrent

licenses for WP8/9 ~250 users

Departments have purchased personal copies of more current releases

Historical word processor on campus

OPSS Proposal

Identified IssuesIdentified Issues

Incompatibility between WordPerfect and Word

Incompatibility between legacy WordPerfect and new hardware

Doubling of skill set required by University Community

Incompatibility between WordPerfect and Word

Incompatibility between legacy WordPerfect and new hardware

Doubling of skill set required by University Community

No supported version of WP available for Macintosh Users

Document corruption from converting a file back and forth between Word and WordPerfect

No supported version of WP available for Macintosh Users

Document corruption from converting a file back and forth between Word and WordPerfect

OPSS Proposal

EfficiencyEfficiency

“It is very frustrating when I get attachments that have been done in WordPerfect. I can't open them because I only have Word (Macintosh) on my computer”.

“When sending out documents created in WordPerfect I often get requests within the Faculty to resubmit the same document in Microsoft Word”.

“It is very frustrating when I get attachments that have been done in WordPerfect. I can't open them because I only have Word (Macintosh) on my computer”.

“When sending out documents created in WordPerfect I often get requests within the Faculty to resubmit the same document in Microsoft Word”.

“The only issue I have is saving most documents in both Word and WordPerfect formats. It sometimes creates problems in relation to editing and I also (obviously) end up with double the files”.

“The only issue I have is saving most documents in both Word and WordPerfect formats. It sometimes creates problems in relation to editing and I also (obviously) end up with double the files”.

OPSS Proposal

CommunicationCommunication

I feel WordPerfect should be discontinued. I feel the platform should be Microsoft Word as this seems to be the word processor used by the majority of North America today.

I find most outside agencies use Microsoft Word while many secretaries at the University use Corel WordPerfect.

I feel WordPerfect should be discontinued. I feel the platform should be Microsoft Word as this seems to be the word processor used by the majority of North America today.

I find most outside agencies use Microsoft Word while many secretaries at the University use Corel WordPerfect.

OPSS Proposal

Potential OptionsPotential Options

Status QuoStandardize multiple applicationsStandardize single application

Status QuoStandardize multiple applicationsStandardize single application

OPSS Proposal

RecommendationsRecommendations

Microsoft Office to be phased in as the one supported Office Suite at the University of Windsor

Microsoft Office to be phased in as the one supported Office Suite at the University of Windsor

OPSS Proposal

RecommendationsRecommendations

ITS Helpdesk to support previous two releases of major software applications

Establish campus wide standard when delivering files in electronic form

ITS Helpdesk to support previous two releases of major software applications

Establish campus wide standard when delivering files in electronic form

Microsoft Word for external departmental communication for writable files (e-mail, Web)

PDF for external communication for read only files Requires further

research into appropriate PDF writer

Microsoft Word for external departmental communication for writable files (e-mail, Web)

PDF for external communication for read only files Requires further

research into appropriate PDF writer

OPSS Proposal

RecommendationsRecommendations

Purchase site license of WordPerfect 12Allow for file conversion with Word

2002/2003 documentationProvide transition vehicle to Microsoft

Word

Purchase site license of WordPerfect 12Allow for file conversion with Word

2002/2003 documentationProvide transition vehicle to Microsoft

Word

OPSS Proposal

Implementation – Year OneImplementation – Year One

Corel Office 12 (WordPerfect) made available to faculty and staff who require it through the UWin Software Depot

Directed Microsoft Word training made conveniently available to all faculty and staff

Corel Office 12 (WordPerfect) made available to faculty and staff who require it through the UWin Software Depot

Directed Microsoft Word training made conveniently available to all faculty and staff

OPSS Proposal

Implementation – Year TwoImplementation – Year Two

All electronic writable correspondence and Web based correspondence delivered in Microsoft Word format

All electronic readable correspondence and Web based correspondence delivered in PDF*

IT Services Helpdesk support discontinued for Corel Office 8, 9, 2002, 11 and Microsoft Office 97, 2000

Continuation of dedicated Microsoft Word Training

All electronic writable correspondence and Web based correspondence delivered in Microsoft Word format

All electronic readable correspondence and Web based correspondence delivered in PDF*

IT Services Helpdesk support discontinued for Corel Office 8, 9, 2002, 11 and Microsoft Office 97, 2000

Continuation of dedicated Microsoft Word Training

OPSS Proposal

Implementation – Year Three

Implementation – Year Three

Termination of all new Corel Office Suite installations in compliance with Corel Office campus agreement

Discontinue IT Services HelpDesk support for all Corel Office Suites at the conclusion of year three of the implementation plan

Termination of all new Corel Office Suite installations in compliance with Corel Office campus agreement

Discontinue IT Services HelpDesk support for all Corel Office Suites at the conclusion of year three of the implementation plan

OPSS Proposal

ImplicationsImplications

SISVIP

SISVIP

OPSS Proposal

CostsCosts

Corel Office Suite 12 Site license$31,000 (60% due at contact signing/

40% due at year two)

Corel Office Suite 12 Site license$31,000 (60% due at contact signing/

40% due at year two)