Lenovo White Paper Automated Windows 7 Migration No Desk-side Technicians Required
Lenovo White Paper Automated Windows 7 Migration No Desk-side Technicians Required On April 8, 2014 Microsoft intends to discontinue all support, Mainstream and Extended, for Windows XP. As a result, you will no longer receive hotfixes, updates, or patches for Windows XP or Office 2003 from Microsoft. ISV s have already started dropping XP support. To compound the issue, because most of the new 2013 hardware chipsets are not supporting XP, the likelihood is that you will pay spiraling IT support costs for XP in 2014. A massive, resource intensive endeavor Windows 7 migrations are a massive, resource intensive endeavor. Typical migration preparation takes 12-15 months. Migrating an existing fleet of PCs to a new operating system can take hours per PC, and maintaining end users data during the migration is critically important. Multiplied across hundreds or thousands of PCs, migration can seem almost overwhelming. The process of PC migration carries some risk. With the lack of major OS migrations taking place in the last 8 years, together with the pressure on IT budgets, many organizations have reduced IT expertise and process controls to efficiently execute a large OS migration. Poorly implemented, the result can potentially cost you valuable time and loss of data with years of lasting effects. PC migrations can also be costly depending on the organization s environment. According to Gartner (1), migrating from XP to Windows 7 can cost $1,035 to $1,930 per user when considering the costs associated with hardware, software, IT labor, end-user operations labor, training, and travel. However the cost to move a well-managed environment can be half the cost. From an ROI perspective, does it make sense for your organization to spend potentially hundreds of hours developing migration processes and automation tools from within? The answer is probably no. Do you have the time and necessary resources required for Windows 7 migration? Do you have the tools to handle end-user notification, user system validation, and process automation to control the migration workflow? Purpose of this white paper The purpose of this white paper is to help you better understand the process that a migration partner, like Lenovo, employs to ensure the success of your OS migration. The main benefit isn t so much in the migration but in the savings associated with the reduced burden on your staff for planning, developing, scheduling, and communications with departmental teams when migrating thousands of PCs
Moving from Windows XP to Windows 7 with confidence In-Place Migration does not reduce desk-side support... it eliminates it! An In-Place Migration (IPM) strategy should ensure a fast, consistent, and successfully automated migration from Windows XP to Windows 7 Professional, on any vendor s PC. Benefits include: system migration in as fast as 20 minutes deskside technician not necessary data does not leave the system multi-vendor support. When considering planning, developing, scheduling, and communications with departmental teams, the main benefit isn t so much in the migration but in the savings associated with the reduced burden on your staff when migrating thousands of PCs. From a management perspective, IPM means 30%-40% lower migration costs, 50% faster migration, lower risk, and more consistent results. Even if you have complicated imaging needs and offices around the world with multiple language requirements, IPM should move your organization forward without leaving a trace of the legacy footprint. Discover, Control, Audit, and Automate Integrated into a fully ITIL Compliant Process Engine, an automated migration solution should cover four key steps: assess readiness, schedule migrations, execute the migration, and report on the success of the migration process. In-Place Migration at Lenovo consists of four components: InPlace Migration Module InPlace Migration Console InPlace Migration Engagement Advanced Deployment Services The InPlace Migration Module migrates the local machine by capturing all the data locally on the machine, loading the customer s Windows 7 image and placing the data in the correct place on the system. The InPlace Migration Console is an ITIL compliant migration workflow console that manages the discovery of systems to be migrated and then automatically schedules and notifies the end user of the migration. It also can transport the InPlace Migration Module to the end users system and execute it. InPlace Migration Engagement combines professional project management with clearly defined roles and responsibilities for all parties involved in the migration. Advanced Deployment Services (ADS) automates all other deployment steps in the PC deployment process, including installation of role specific apps, setting up printers, joining the Domain, etc.
The In-Place Migration Module An In-Place Migration Module should perform the automation necessary to migrate OSs on individual PCs. To ensure success, your migration partner should work with you to help define and track all of your requirements and deliverables at the beginning of your migration engagement. A personalized and customized solution can then be built based upon pre-existing and proven templates. The IPM process needs to be a fully automated approach that supports: Full OS installation Application installation User, network, and security settings establishment Data and personality migration Windows XP or Windows Vista migration Refresh from one Win7 image to a different Win7 image Multiple vendor hardware platforms No legacy footprint As an OS migration provisioning utility from Lenovo, the InPlace Migration Module does not include creating an image or deployment automation (ADS) outside of data migration. Responsibilities Customer: Provides a single customer image Deployment process with automation (unless developed in ADS) Requirements for data migration Local administrator account authentication Migration partner: Provides customization of IPM Module based off customer inputs Develops automation of any deployment steps not automated by the customer Onsite Setup of the IPM Console Lenovo s Accelerated IPM Process Capture Migration Data In the initial engagement with your migration partner, you will be asked for migration specifics. In order to architect the IPM Module successfully, your IT project manager needs to understand what data points you want to migrate. Your IT Project Manager tells us what you want to migrate (documents, favorites, desktop, user settings, standard and non-standard applications, Outlook profile, etc.).
With data being stored on each user s hard drive, the location of the user s data files is captured, application sets and OS customizations the personality of what the user expects. This helps to ensure each user can begin work again without additional downtime. Remove Non-essential Data At this step, the IPM process reboots into a servicing OS. The drive is not repartitioned or reformatted. All the previous OS applications and unneeded files are removed from the system while preserving the user s data. Applying Win7 image During this stage you have lots of options available to you. The Win7 image can be applied utilizing Microsoft s WIM format. This image can be a systems-specific image which has all the drivers included, or it can be a generic Win7 image where the drivers can be loaded later in the process. This image can be provided by you, or if your migration partner can develop a custom image for you. Install Apps, Join Domain, Insert AD These are the specific tasks that you ll run. The Win7 image will now boot and start the customization process. System customizations will now be applied, including: Joining the domain and insertion into the appropriate OU Installing common applications, hardware-specific applications, computer management agents, etc. Installation of role/department-specific applications Installation of user-specific applications Automation Tasks Additional customization and/or processes can then be applied to the system. These tasks can include: Updating the asset management system Encryption of the hard drive Preparation of the user profile Any additional tasks required to customize the PC per your company requirements. Any tasks that can be scripted in Windows 7 and XP can be automated. For example: Joining Domains \ Active Directory Organizational Units Creating User Accounts Configuring Email Accounts Multiple Language Support Install Applications by Group or Picklist Install Applications based on Detected Hardware Setup Network Printers Configure Regional Settings (Time zone, Currency, Input Language) Configure Network Settings for different sites (DNS, subnets) Automate configuration based on system BIOS Data and Network Queries Rescue and Recovery Initial Backup after final configuration Data Migration - System Migration Assistant Access Connections Profile Deployment
It is easy to integrate with Active Directory. For example: Joining Domains \ Active Directory Organizational Units Validation of users existence in AD to continue Group membership to run deploy steps or install certain applications Ability to query user s OU to construct the workstation OU During data migration, capture computer description from AD and update new computer description in AD Check for existence of a computer name in AD and adjust name to account for already existing computer names Query a user s group membership and display application options based on the groups he/she is in Detect current AD Site and find local repository based on AD site boundaries Auto-naming of computer based on user/computer location in AD Moving AD computer/user objects to different OUs during build to account for new OS being used Restore Migration Data Previously captured user data and applications are now restored. Final customizations are performed to the system to prepare the system for first use. After these steps have been completed, the IPM process is complete. The user will now be able to log onto his/her system and begin using their newly-configured system. All of these steps provide many options to help you achieve the end result specific to your environment.
The In-Place Migration Console An In-Place Migration Console is an ITIL workflow compliant process engine with the ability to discover, filter, notify, schedule, audit, and execute the In-Place Migration Module. The Console is not a replacement for Active Directory, SMTP server, or an Application Remediation tool for Win7 and or OS/Software License Compliance solution. The Console includes: An ITIL Compliant Workflow Management engine controlling the end-to-end migration process Dynamic filtering and automated base line compatibility report beyond standard inventory elements including hardware, software, and warranty thresholds Customizable software identification that can be translated to enforce a customer s policy on what applications should be installed on Windows 7, leveraging the IPM Module for efficiency and speed Personalized and relevant information is automatically sent and controlled by the IPM workflow, keeping the end-user informed IPM (including the Win7 image) pre-cache control with the widest range of distribution methods that allows for mass distribution, and controlled bandwidth utilization to offline (zero network utilization) media deployment Enabled to support an end-user self service model while maintaining the same level of control, flexibility, auditing and reporting as an IT controlled deployment Optional distribution methods which support over-the-lan and off-line Win7 image ( IPM module) control and distribution Extensive and customizable scheduling, auditing and reporting on the entire migration process Discover and categorize: The Console conducts non-evasive hardware discovery, software inventory, and progressive categorization. Hardware rationalizing even though a PC is capable of running Win7, it doesn t mean you should always perform the migration. There are a variety of factors to consider. We can help you with your decision making and provide the assurance that each PC can run Win7 effectively by reviewing your hardware requirements and the compatibility of Win7 with your existing hardware. The Console gathers the system s age, warranty expiration, and even monitors application usage. With this information, you can determine whether the PC should be migrated to Win7 or replaced with a new system. This can help you prevent the costly and awkward position of migrating the PC to Win7 only to have to replace it a month later. Application rationalization can filter your applications against a list of 22,000 known applications and version dependencies. This results in a simplified short list for you to test. Control and inform: The Console provides a pre-populated workflow and the required processes to navigate the complex task of migrating to Windows 7. This involves the tasks designed to handle the migration schedule, approval process, relevant notifications, and final confirmations. Accommodating the widest range of use cases, from LAN connected computers to remote computers with VPN only access, these processes and workflow have been designed to handle variations, flexible image distribution, and migration initiation. With the Console s Workflow Process Management capability your users can be informed in a personalized way, and multiple times in preparation of migration: o Inform users with personalized E-mail: Dear Michael, In January you are migrating to Windows 7 o Schedule & Cache: Dear Michael, In 30 days (January 15th 12:01PM) o Migrate & Report: Dear Michael, Today is the day! Are you ready to migrate?...
Audit and alert: The Console delivers migration verification, real-time status, and reporting & documentation. Reporting provides the information that you need: o You are informed of successful migrations, including a Successful Migration Log o A closed-loop system gathers feedback with Customer Satisfaction Surveys o In the event your user has a migration issue, both you and your help desk are alerted. Based on your IT environment, you may need to employ various delivery methods. During discovery, the IPM Management Console should measure the bandwidth to each PC to determine the best method of delivery: o Trickle slowly pushes the image over the network over time. As the most preferred method, Trickle has little effect on network traffic and is the fastest method to move users to Win7. IPM also has the ability to do bandwidth throttling to adjust to constant changes to the network. o Multi-Cast the image is first pushed to a localized server and then pushed to PC s. o Media when you have PC s that are outside of the network or have limited bandwidth, you may decide to send the image on a DVD or Thumb Drive to users. The IPM ITIL process is still used for notification. Various migration execution options provide the flexibility for your environment: Fully automated you could do this over night Automated with user input the user is prompted to enter certain data Self Service an icon is placed on the user s desktop and the user can migrate at will Responsibilities Customer: o Number of Clients to Migrate to/from XP to Win7 o Number of remote sites to host IPM Module o AD and SMTP configurations to be used Customer or business partner: o Configure and provide hardware to run the IPM console(s) o Install OS and Configure prereqs o Install and Configure SQL Server, if required. o Provide windows-based shares for remote site support, if required. Migration partner: o Install and configure both IPM Core and IPM Process server I.e. agent configuration, create Pre-Cache and Win7 IPM distribution tasks Import and configure IPM workflow
Express Setup and Configuration Standard Timeline 1. Customer Signs SOW 1 day 2. Scheduled On-Site Setup of IPM Console 1 day 3. Average Lead time for scheduling 28 days 4. Review Configuration and Logistics* progress (weekly) 3 days 5. On-Site Activities* 5 days In-Place Migration Architecture Landscape
The In-Place Migration Engagement An In-Place Migration engagement requires close customer interaction with your migration partner. Designate individuals to work closely with the account representatives and pre-sales teams. A discussion and agreement is required to establish roles and responsibilities for you and your service provider. Project Management A Project Manager (PM) is required to deliver and improve the services in compliance with the contract through Service Level attainment, leadership/value add, and service delivery improvements. As a migration partner, Lenovo provides a PM to offer a single point of contact for all account-related governance, project management, and service delivery activities. The PM coordinates a formal account planning process focused on aligning your business strategy and IT requirements and, as required, improvement initiatives, within the framework of the Service Level Agreement and customer satisfaction agreements. From the customer side, you will provide a single IT Services Lead/PM to ensure organizational priorities are met, key stakeholders remain informed based on service provider reports, customer risks/dependencies/escalations are addressed, and other service towers are engaged as required. Project Management methodologies provide the policies, methodologies (processes, procedures, tools and templates), and personnel required for success. A Project Management Office (PMO) will provide a solid escalation path for problem resolution. This may include the end-to-end management of an entire process from ordering of PC products, to the final installation or migration of systems at the customer site. For example, Lenovo has a strong PMO with clear processes, governance structure, tools and a clear definition of the roles and responsibilities with our partners. The PMO is responsible for: The overall project execution and delivery of services. Since the PMO owns the resources, (the Project Managers/Project Coordinators and the installation or migration technicians), the PMO has the overall responsibility for delivering the project. The PMO has responsibility for project execution that requires expertise in a broad range of project management knowledge areas and project management processes, in addition to general management skills and knowledge. Defining the Project Management Methodologies to be used during the project. Providing Project Management and Reporting Tools. Providing Project Data Repositories a prime responsibility of the PMO is to set up and maintain project repositories. These will include shared repositories for storing project documentation such as status reports and budgets, directories for maintaining all project documentation, data relating to project issues and process optimization, and lessons learned. Risk and Issue Management Change Management Communication Project prioritization during the project, various areas of the project may need to be adjusted, depending upon scope, time, cost, risk, quality and stakeholder satisfaction. Once the project commences, the PMO takes on the role of monitoring project progress. By implementing and reviewing regular status reporting, the PMO monitors elements such as cost, resource utilization, timing, and progress against the baselines established in the Project Plan. This information provides a basis for exercising control over projects. The PMO will implement actions on areas that are failing to meet cost, time or other plan targets.
Execution of the IPM process During the execution of the IPM project, the project manager and PMO perform the following activities: Overall scheduling of the setup activities and the plan for system migrations for sites and users in coordination with the customer management team, IT and site managers Coordination of customer supplied resources and completion of the installation of the Console at the customer facility Detailed scheduling within the IPM console and configuration of notice emails and reporting associated with the execution of the IPM process on user machines Reporting of planned and executed migrations to the customer including distribution of reports on a periodic basis Conducting periodic reviews with the customer on project execution status Lead contact for the change management process for handling additional requirements and communicating any changes in cost or schedule driven by requirements changes Escalation support for failed operations and dispatch of on-site technical resources to resolve issues with systems and recover from failures or interruptions of the IPM process Project level status, acceptance and completion reporting with the customer to document progress and completion of the project Collection and validation of any agreed additional service charges, and coordination of customer approval and billing process. In-Place Migration Module Execution Flow
Execution of on-site IPM Console Setup and Configuration
Advanced Deployment Services Having multi-purpose capability, Advanced Deployment Services (ADS) is used to automate deployment steps that are not already automated within the existing image, including: Joining Domains \ Active Organizational Units Creating User Accounts Configuring Email Accounts Install Applications by Group or Picklist Install Applications based on Detected Hardware Setup Network Printers Configure Regional Settings (Time zone, Currency, Input Language, etc.) Configure Network Settings for different sites (ie, DNS, subnets, etc.) Automate configuration based on system BIOS Data and Network Queries Rescue and Recovery Initial Backup after final configuration Access Connections Profile Deployment Encryption Moving user data Multiple Language Support Typically, these tasks take anywhere from thirty minutes to three hours depending on needs. However, an automated strategy to fulfill these tasks significantly reduces or eliminates the need for a desk-side technician and provides a consistent experience with real-time reporting. Key customer benefits include a lower time on task, higher success rate, and greater customer satisfaction. Separating this automation process from the IPM module enables the use of ADS to easily integrate newly purchased PCs into the environment as well. The final solution provides a customizable deployment wizard, with company branding that completely automates manual install steps when the system is first deployed. Customizations can be performed on a per user/system basis. Benefits of ADS include: Customizations on a per user/system basis Customizable deployment wizard, with company branding End-user based deployment / configuration is achievable Improved desk-side deployment times / accuracy Complete automation of manual install steps when system is first deployed Customer inputs include: Custom image (unless image is built by Lenovo) Steps necessary to deploy a machine in the customer environment Software to be included in automation (ie role based applications) Local administrator account authentication Choose a migration partner who knows OS migrations and Win7 inside and out The suggestions discussed in this paper are migration practices followed by Lenovo. Lenovo has the experience to get the job done right the first time for you. Over the last 10 years we have performed over 10,000 migration projects accounting for over 5,000,000 PCs. Lenovo s InPlace Migration Service is part of a comprehensive portfolio of award-winning services supporting the entire lifecycle of your PCs. For more information on these, or any of Lenovo Services, visit www.lenovo.com/services or call your Lenovo sales representative 1-866-968-4465.
How IPM Compares MIGRATION METHODOLOGY Lenovo s IPM Microsoft free tools (MDT & USMT) SCCM or similar Software Distribution tool Automate migration scheduling Query user's system to validate HW is Win7 ready Query user's system to identify software applications that need to be installed with the Win7 load (and/or application bundles, and/or ad-hoc application installations) Notify end user via e- mail that a Win7 upgrade is coming Win7 image distributed to the target client. End user controls day/time of Win7 migration End user's workstation is automatically upgraded to Win7 based on preset schedule Migration status (audits, schedules, communication, and reports) An ITIL-compliant Workflow Management process engine controls the end-to-end migration process A dynamic filter and automated base line compatibility report (including hardware, software, and warranty thresholds) used to determine which systems can and should be migrated Customizable software identification that can enforce what applications should be installed to Windows 7, leveraging the IPM Module for efficiency and speed Personalized and relevant information is automatically gathered and controlled by the IPM workflow, keeping the end-user informed and in control of when migration occurs. The IPM Module pre-cache (including the Win7 image) is controlled with the widest range of distribution methods, allowing for mass distribution - from controlled bandwidth utilization to offline media deployment (zero network utilization). Enabled to support end-user Self Service model while maintaining the same level of control, flexibility, auditing and reporting as an IT controlled deployment. Automatic scheduling is included in the process workflow. Provides extensive and customizable scheduling, auditing, and reporting on the entire migration process N/A - manual N/A - manual None N/A - manual None Requires extensive end-user interaction and education, or IT-run processes. Requires IT admin desk side visit to be initiated with limited flexibility and distribution methods. N/A N/A - manual N/A - manual The entire software stack can be detected but does not translate to new application installation requirements - including the content users receive and where the content is. N/A - manual Image pushed out gradually to a local share and user system only through the network Provides better end-user experience than just MDT alone, but is not really addressing the Win7 migration complexity. Still doesn t address the need for real-time control, auditing, flexibility and reporting. Allows IT admin to control the schedule, but is no different than pushing an application over the LAN with no off-line media support Provides basic status reporting to actual migration, nothing else For more information on Lenovo s InPlace Migration service or any of Lenovo s other services, visit www.lenovo.com/services or call your Lenovo sales representative 1-866-968-4465.