Getting started with OMPM 2010

To celebrate the release of the Office Migration Planning Manager (OMPM) for Office 2010, I will be creating a series of blog posts that describe OMPM installation, basic and advanced usage, Q&A, and any other topics that come up. Do you have OMPM (or Office Environment Assessment Tool [OEAT]) questions that you’d like to see answered in this blog? Please leave your ideas in the Comments of this blog post for future consideration.

For this first post, I’ll walk you through a basic installation of OMPM using SQL Express 2008 R2 as the database back end. I’ll also scan my laptop to assess my old Office files and go over some of the initial scan results.

Let’s get started!

  1. For this walk-through, I will be using the Access reporting tool to view the OMPM scan data.  Therefore, make sure that you have Access 2007 or later installed on the computer where you install OMPM.
  2. Download and install OMPM from the Download Center. The download process extracts the OMPM files to a folder of your choice. I will be using C:\OMPM for this walk-through.
  3. Install SQL 2008 R2 Express. You can choose either the 32-bit or 64-bit edition. Remember which edition you install so that you can choose the same edition for the components you install in Steps 5 and 6.
  4. The setup process for SQL 2008 R2 Express takes a while to download and extract files. Accept the various prompts and wait for the opening page of SQL Express 2008 R2, called the SQL Server Installation Center, to appear after extraction is complete. Then, follow these steps:
  5. In the SQL Server Installation Center, click New installation or add features to an existing installation.
  6. In the SQL Server 2008 R2 Setup wizard, read the license terms and accept them, and then click Next.
  7. On the Feature Selection page, accept the defaults (all checkboxes selected). Click Next.
  8. On the Instance Configuration page, create a named instance called OMPM. Click Next.
  9. On the Server Configuration page, accept default service accounts. Click Next.
  10. On the Database Engine Configuration page, accept the default authentication mode (Windows authentication mode). Your user account will be shown as a SQL Server administrator. Click Next.
  11. On the Error Reporting page, click the check box if you want to send error reports to Microsoft. Otherwise, just click Next.
  12. Wait for the installation process to finish, and then close the wizard and the SQL Server Installation Center.
  13. Install the Microsoft SQL Server 2005 Backward Compatibility Components in the Microsoft SQL Server 2008 Feature Pack. Accept the defaults for all options.
  14. Install the Microsoft SQLXML 4.0 SP1 pack, also in the Microsoft SQL Server 2008 Feature Pack. Accept the defaults for all options.

 

Now that you have the SQL components installed, you are ready to create a database for storing OMPM results. Take the following steps:

  1. In an Administrator command prompt window, navigate to the folder where you installed OMPM, and then open the Database folder.
  2. Type the following command to create a database called ompmdb for the ompm SQL instance:

    createdb.bat .\ompm ompmdb

    When you execute the command successfully, you will see the following results in the command prompt window:

    C:\OMPM\Database>createdb.bat .\ompm ompmdb
    Microsoft Office Migration Planning Manager version 2.0
    Database Provisioning Tool
    Copyright (c) 2010 Microsoft Corporation.  All Rights Reserved.

    Database ‘ompmdb’ was created successfully.

    If you are running the command prompt without administrator privileges, the command will fail.

You are now ready to configure OMPM settings in the Offscan.ini file, which is located in the Scan folder where you installed OMPM. Navigate to the Scan folder and double-click Offscan.ini to edit it. I’m only going to change a handful of settings for this walk-through, but I will also point out some new settings in case you want to experiment. You can find more information about each setting in Offscan.ini in the OMPM Technical Reference.

Note: If you have permissions issues when trying to save Offscan.ini, add yourself to the permissions list for the OMPM folder and let me know via this blog if you encounter this issue.

The table below shows various parameters in Offscan.ini that I will use in this walk-through. Any parameter in boldindicates that I’ve changed the default.

[Run]

;Run ID is a unique ID for this distribution of the scan.

 

RunID=1001

 

Each time you run a scan, you must increment this number, otherwise the scan won’t start. When you view your OMPM scan results by using the Access report viewer, you can view all runs or a selected run.

 

;Description can be used to describe any extra info about the Run. I.E. Month/Year

 

Description=”ORK team blog OMPM scan.”

 

The description also appears in the OMPM Access report viewer. I highly recommend that you use a unique description for each run.
[Scan]

;SkipOldAccessedFiles:  if set to 1, offscan will skip files with a Last Accessed Date less than OldAccessedDate

;if set to 0, offscan will not skip old files based on Last Accessed Date

 

SkipOldAccessedFiles=0

 

;OldAccessedDate:   files with a Last Accessed Date before OldAccessedDate will be skipped if SkipOldAccessedFiles=1.

; Date format should be “YYYY/MM/DD”

 

OldAccessedDate=2005/01/01

 

;SkipOldModifiedFiles:  if set to 1, offscan will skip files with a Modified Date less than OldModifiedDate

;if set to 0, offscan will not skip old files based on Modified Date

 

SkipOldModifiedFiles =0

 

 

;OldModifiedDate:   files with a Last Modified Date before OldModifiedDate will be skipped if SkipOldModifiedFiles=1.

;Date format should be “YYYY/MM/DD”

 

OldModifiedDate =2005/01/01

 

 

OMPM 2010 now offers a way to limit scanning to only files that have been modified or accessed within a specified date period. These settings are not enabled by default, but we recommend enabling them to keep the scan results manageable. Work with your business groups to determine if scanning every old file is necessary, or if you can limit the scan (and eventual conversion) to files that have been accessed or modified after a specified date.

 

For this walk-through, I’m not going to skip files by accessed or modified date because I want to ensure that I get a variety of scan results.

;ScanMacros:  if set to 1, offscan will attempt to scan macros in scanned filetypes for API or Object Model compatibility issues.

;if set to 0, offscan will not attempt to scan macros for API or Object Model issues

 

ScanMacros=1

 

ScanMacros is another new setting for OMPM 2010. For this walk-through, I’m going to enable macro scanning (the default is 0-disabled).
;ScanMacrosX64: if set to 1, offscan will attempt to scan macros in scanned filetypes for x64 compatibility issues

; if set to 0, offscan will not attempt to scan macros for x64 compatibility issues

 

ScanMacrosX64=1

 

ScanMacrosX64 is another new setting for OMPM 2010. For this walk-through, I’m going to enable X64 macro scanning (the default is 0-disabled).
FoldersToScan]

;Folder=C:\

;Folder=\\server\share

 

Folder=\\jillT400\C$

 

I’m going to scan my remote laptop’s C drive. You can specify multiple clients to scan here.

 

After you’ve completed and saved your offscan.ini edits, it’s time to execute a scan.

  1. In an Administrator command prompt window, navigate to the Scan folder and type the following command:
    offscan.exe
  2. You can watch the progress as each file is scanned. Most files are scanned quickly, but some can take a few seconds to complete. When the scan is complete, you’ll see the final lines of output, which are similar to this:

Start:  2010-08-04 12:33:59
End:    2010-08-04 13:01:18
Seconds: 2068
Total number of files scanned: 133770
Total number xml logs created: 5253
Scan Complete

 

 

 

After the scan completes, your next step is to import the scan into the SQL database.

  1. At an Administrator command prompt window, navigate to the Database folder, and then type the following command:
    ImportScans.bat .\ompm ompmdb c:\ompm\scandata
  2. Wait while the scan data is imported into the SQL database.

 

 

Now you are ready to use the OMPM Access Report Viewer. Follow these steps:

  1. Navigate to the c:\ompm\report folder and double-click the ompm.accdr file. (Update: A new version of ompm.accdr is available here.)
  2. In the Microsoft Access Security Notice dialog box, click Open.
  3. 3.       On the Welcome to the Office Migration Planning Manager screen, enter the following information:
    Server: .\ompm
    Database: ompmdb
  4. 4.   Click Connect. You’ll see new links appear at the bottom of the page, like this:

 

 

 

5. Click Office 2010 Compatibility, which takes you to the Overview tab of the report viewer:

 

6. Click the Issue Summary tab to view a summary of the scan results. Depending on your scan results, you’ll see issues that are classified as Green, Red, and Yellow.

 

7. Now let’s view the Scanned files tab to take a closer look at the red and yellow issues.

 

  1. Click the DOWN ARROW next to the Max Level column to filter the list to show only red and yellow issues. (FYI, if you don’t have any Red issues, they won’t appear in this list.)
  2. In the filtered list, click the file name link to view more details about the issues detected during the scan. Here is one example of a PowerPoint file that has both red and yellow issues:

I’ll wrap up this first blog post here to give you time to experiment on your own. For my next post, I’ll review the results from macro scanning.

How to write an action plan

http://www.time-management-guide.com/plan.html 

 

When writing an action plan to achieve a particular goal or outcome, you can get much help from the following steps.

  • Clarify your goal. Can you get a visual picture of the expected outcome? How can you see if you have reached your destination? What does make your goal measurable? What constraints do you have, like the limits on time, money, or other resources.
  • Write a list of actions. Write down all actions you may need to take to achieve your goal. At this step focus on generating and writing as many different options and ideas as possible. Take a sheet of paper and write more and more ideas, just as they come to your mind. While you are doing this, try not to judge or analyze.
  • Analyze, prioritize, and prune. Look at your list of actions. What are the absolutely necessary and effective steps to achieve your goal? Mark them somehow. After that, what action items can be dropped from in the plan without significant consequences for the outcome. Cross them out.
  • Organize your list into a plan. Decide on the order of your action steps. Start from looking at your marked key actions. For each action, what other steps should be completed before that action? Rearrange your actions and ideas into a sequence of ordered action steps. Finally, look at your plan once again. Are there any ways to simplify it even more?
  • Monitor the execution of your plan and review the plan regularly. How much have you progressed towards your goal by now? What new information you have got? Use this information to further adjust and optimize your plan.

The 5 Goals of a Project Manager

As a Project Manager, you need to manage people, money, suppliers, equipment-the list is never ending. The trick is to be focused. Set yourself 5 personal goals to achieve. If you can meet these simple goals for each project, then you will achieve total success. So read on, to learn…

The 5 Goals of a Project Manager

These goals are generic to all industries and all types of projects. Regardless of your level of experience in project management, set these 5 goals for every project you manage.

Goal 1: To finish on time

This is the oldest but trickiest goal in the book. It’s the most difficult because the requirements often change during the project and the schedule was probably optimistic in the first place.

To succeed, you need to manage your scope very carefully. Implement a change control process so that any changes to the scope are properly managed.

Always keep your plan up to date, recording actual vs. planned progress. Identify any deviations from plan and fix them quickly.

Goal 2: To finish under budget

To make sure that your project costs don’t spiral, you need to set a project budget at the start to compare against. Include in this budget, all of the types of project costs that will accrue, whether they are to do with people, equipment, suppliers or materials. Then work out how much each task in your plan is going to cost to complete and track any deviations from this plan.

Make sure that if you over-spend on some tasks, that you under-spend on others. In this way, you can control your spend and deliver under budget.

Goal 3: To meet the requirements

The goal here is to meet the requirements that were set for the project at the start. Whether the requirements were to install a new IT system, build a bridge or implement new processes, your project needs to produce solutions which meet these requirements 100%.

The trick here is to make sure that you have a detailed enough set of requirements at the beginning. If they are ambiguous in any way, then what was initially seen as a small piece of work could become huge, taking up valuable time and resources to complete.

Goal 4: To keep customers happy

You could finish your project on time, under budget and have met 100% of the requirements-but still have unhappy customers. This is usually because their expectations have changed since the project started and have not been properly managed.

To ensure that your project sponsor, customer and other stakeholders are happy at the end of your project, you need to manage their expectations carefully. Make sure you always keep them properly informed of progress. “Keep it real” by giving them a crystal clear view of progress to date. Let them voice their concerns or ideas regularly. Tell them upfront when you can’t deliver on time, or when a change needs to be made. Openness and honesty are always the best tools for setting customer expectations.

Goal 5: To ensure a happy team

If you can do all of this with a happy team, then you’ll be more than willing to do it all again for the next project. And that’s how your staff will feel also. Staff satisfaction is critical to your project’s success.

So keep your team happy by rewarding and recognizing them for their successes. Assign them work that complements their strengths and conduct team building exercises to boost morale. With a happy motivated team, you can achieve anything!

And there you have it. The 5 goals you need to set yourself for every project.

Of course, you should always work smart to achieve these goals more easily. Use online software to help you manage projects on time and under budget, like ProjectManager.com

5 Tips on Project Reporting

As a Project Manager, now that the New Year has started you will need to report on the status of your projects. Your Project Sponsor will want to know if you’re on track and when their project will be complete. To help you do this, read these…

5 Tips on Project Reporting

  1. Project status: Create a weekly Project Status Report to show your actual vs. planned effort, percent complete and actual vs. forecast spend. Specify the number of open risks, changes and issues, and state whether action by your Sponsor is required to resolve them. Also show the forecast amount of time, effort and money required to finish the project. Always try and forecast as accurately as possible. Never forecast optimistically, always conservatively.
  2. Task completion: You need to regularly show your Sponsor your progress against the tasks listed on your schedule. Create a summarized view of your project plan and update it to reflect the percent complete for every task. Then append this summary view to your Project Status Report. This way, your Sponsor can drill down to see further information about each task, if they want to.

    By offering your Project Sponsor both summary and detailed information weekly makes them feel like your project is an “open book”. They will have all of the information about your project at their finger-tips. This way, you will get more buy-in from your Sponsor and more support when it’s needed.

  3. Milestones: You need to add Milestones to your project plan to show when the major project deliverables will be produced. You then need to report on the progress of each milestone to your Sponsor. Show the percent complete of each milestone, and again, forecast the completion dates.

    Here’s another tip: You will get more out of your team if you motivate them to complete milestones, as opposed to tasks. That’s because people are usually proud of the things that they have achieved in life (i.e. milestones), as opposed to the things they have done to achieve them (i.e. the tasks).

  4. Getting help: Project Sponsors don’t always want to hear “we’re on track and under budget” in their project reports. They just want to hear the truth. So if you’re behind schedule and you need help to get back on track, then tell your Sponsor about it in your project reports.

    State exactly what you need from them. Show them that you’re doing the best you can and that you’re the best person for the job, but that you still need their help to deliver the project. If you need more time, money or resources, then ask for it. Don’t be afraid. And remember, the best time to ask for help is before you really need it. This gives you contingency, because it always takes time for help to arrive.

  5. One version of the truth: Your project reports need to depict “one version of the truth” to your team. Keep them 100% accurate and be as open as possible about real issues that are affecting your team. Remember that if you communicate an issue to your Sponsor, then it becomes their issue to fix as well. Reporting issues is a great way to share the responsibility for fixing them.

So there you have it, 5 unique tips for reporting on projects. To take the hassle out of project reporting, use www.ProjectManager.com

Click here to Get your First 30 Days Free

Deliver your Projects Faster

As a Project Manager, you will always be under pressure to deliver your project faster than people expect. It’s a tough challenge, but by using the tips and tricks listed below you can deliver your project before the deadline and reduce your stress along the way…

Deliver your Projects Faster

Here are 5 tips for delivering projects faster…

Tip 1: Find Shortcuts in your Plan
Project Managers usually spend 80% of their time executing and 20% planning. The reason is that the Execution phase is where the excitement is, so they roll their sleeves up and get started executing as quickly as possible.

But if you spend extra time in the Planning phase, then you can usually identify shortcuts which enable you to produce the same project outcome in less time.

So when you think your project plan is complete, take extra time to re-look at your plan from the point of view of delivering it faster. By doing this, you’ll find that you can schedule things to be done in a way that takes less time, with less effort.

Tip 2: Automate Manual Tasks
You need to automate your manual daily tasks to help you do things faster. Here are some of the manual tasks that many Project Managers do each week that could be automated using project software:

  • Summarizing data for your Weekly Status Reports
  • Collating Timesheets and Expense Forms
  • Updating your Project Plan with timesheet data
  • Working out whether the project is on track
  • Reporting on risks, changes and issues.

You don’t need to perform these tasks manually. You can invest in project software to do all this for you. Your team will enter the data you need and the software will group and summarize it all for you. All you need to do is run reports and view the current status of your plan to ensure it remains on track.

Tips 3: Manage Execution Carefully
When your project gets underway, manage your project against the plan vigilantly. It’s easy for the plan to sit on the shelf, and for the team to go in their own direction. Instead, you need to lead the team by making sure they complete only those tasks which have been planned, and not other tasks which have cropped up along the way. So manage the project execution carefully. You can also save time in the Execution phase by:

  • Working your suppliers and contractors hard
  • Mitigating risks and issues before they affect the timeframe
  • Saving all non-critical tasks until after the project is complete
  • Not allowing unplanned tasks to be completed, unless critical
  • Not implementing change requests, unless they are critical.

Tip 4: Double up on Resources
Usually, the easiest way to shorten the length of the project is to assign more resources to it. However, this isn’t possible for many projects because they have a limited budget and a limited pool of resource.

But that’s not to say that you can’t double up on resources for the right tasks. It just means that if you do this, then other tasks will be under-resourced. So why would you do this?

In most projects there are tasks on the “critical path” that must be completed to deliver the project. If you assign more resources to these tasks than are necessary, you can usually complete them earlier than expected. And it makes sense that if every critical path task is completed faster, then the entire project will be delivered quicker than expected.

Tips 5: Get the Critical Tasks done first
In many projects the last 20% of tasks, take 50% of the length of the project. This is because the team have left the difficult tasks until the end, which happens to be when they are tired and need a holiday!

Instead, identify the tasks in your plan which are the most complex and challenging to complete. And if possible, tackle those tasks at the start of the project, when people are fresh and enthusiastic. You’ll find that they can complete those tasks in less time and to a higher standard of quality than if they were left until the end of the project. And with those difficult tasks completed, the rest of the project should be easier to deliver.

So there you are, 5 top tips for delivering projects faster. If you truly want to speed up your project delivery, then use the Project Management Kit of templates from Method123.com. They are pre-formatted and come with all of the charts, tables and examples you need to do things quickly.

Project Management Templates