The following was an email I wrote on the ED-TECH list some time ago (05/22/2005). It is as follows:

OpenOffice 2.x provides unprecedented support for MS Office documents. I've created a few documents in MS Word that have complex tables, and those have worked well with OpenOffice 2.0, but not with versions prior to version 2.

As such, I applaud your courage in considering the switch. For the most part, OpenOffice should be an easy transition and should greatly reduce the total amount you spend per year on MS Office (isn't there a recurring maintenance fee?). Before you make this decision, I encourage you to do the following:

1) Convene a committee representative of teachers, administrators, office staff (you know, the one's who do the real work in the office such as secretaries <wink>), and share the PROBLEM with them.

2) The Problem: We're spending $X amount of dollars on software licenses, in particular MS Office. Let's brainstorm some solutions that lower that total cost. Make sure that someone else aside from you suggests OpenOffice.

3) Prioritize the different solutions. If OpenOffice isn't the best solution, then so be it, but I would thoroughly evaluate each solution in a test situation so that the committee is aware of why something works/doesn't work. Maybe have them journalize--or, keep a blog--of what they experiencing.

4) Offer a survey that solicits input from all stakeholders affected. Focus on function/need rather than product. This will give you the data you need to remind people that OpenOffice meets their needs, and keeps everyone's eye on the purpose of technology in their work.

5) Share the solution agreed upon by the committee via newsletter and web page, as well as everyone else. This is a solution, remember, that you have been forced to implement with the recommendations of the Committee in the best interests of the District. Share how the funding you saved (not the first year but future years) has been redirected to more worthy projects that directly impact students, teachers, and community (one of these only, however).

6) Immediately have your team--or you--create QuickReference Cards for OpenOffice if that's the solution everyone agrees to switch to. Also train your Helpdesk.There are now textbooks for using OpenOffice and Solveig Haugland is available to do workshops, etc. She's a published author. More at http://openoffice.blogs.com/

7) Make the transition via cohorts of campuses, setting up training and offering to do on-site demonstrations for teachers. Also setup an FAQ (frequently asked Questiosn) for folks to post their questions and teach folks.

8) At the same time you announce the decision, make CDs of the software available for folks who do not have high speed Internet connection at home, including parents of district students. Offer to give those away at the cost of the media/duplication so that folks can install this at home.

The initial cost of the rollout may very well equal what you're saving in purchasing MS Office for one year ($12K). However, you'll save down the long run--2nd and 3rd year--if you go through the effort now.

Posted by Miguel Guhlin at | +Del.icio.us |
Categories: MGuhlin.net, OpenLearning