Back-up the data before the move

Hi !

We are now ready to start with the next major step: email.
The solution is Thunderbird 2.0, a product from Mozilla. There are also a couple of extensions that we will use : a British English dictionary and a Calendaring application - Lightning. I have been using these for months.

But before we do this move, the first thing - to minimise risk - is to take a back-up of all your data on the laptop/PC.

Use a USB drive/external hard drive/ network space, but please back-up the following:
a) Emails-all folders
b) Documents - Text, spreadsheets, presentation.

As I explained earlier, our first major stop will be common personal computing: browser, email, documents - text, spreadsheet, presentation, and media. We have a phased plan to move to these, with support for migration.
But some of you want to move faster than the group to the identified applications. Why not? Go ahead, try them out!
You do not need to remove your current applications.

Here are some of the software chosen for standardisation:
Browser: Firefox 3.0, IE 7.0
Zip: Jzip
Media: VLC Media Player, InfraRecorder
Email: Thunderbird 2.0
Documents: OpenOffice 2.0

But please do take a back-up first.

Secondly, to minimise the potential download problems, we will have for each site, 1 named person, who will have all the approved application software available at a common site on the network. So people need not download all the applications, they can just copy the software from the named locations.

Those of you who are not in an IBEXI office, and have no/very slow web access, and cannot easily do the downloads, please send Richa an email; we will find a way to help you.

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

Review 1

Hi !

I am happy that this project has generated quite a bit of excitement, among young and old, in less than 10 days.
We have some new volunteers:

• Dhiraj Tiwari
• Rakesh Kumar

Thanks! More help is always welcome. We will need more soon.

At this point, I want to reiterate a few points so that we do not have confusion. Please read carefully.

Our goal is not just to move to "an office computing environment largely run on open-source solutions" but also standardised solutions.
That means we should all use the same set of solutions across the company, minimising risk.

As Richa can testify, we currently have a zoo of solutions. "We will have to manage the change carefully across the company with minimal disruption and maximum continuity."
I had said, "we will select some specific areas and move - as a group - to the identified software. First, each area's software will be selected, and tested by the volunteers in parallel with other software." "We will announce a close-down of the current applications as we go. "
There is no need to jump the gun. There will be risks/ issues, let's not add to this.
Hence, from now on, except for the required install/ removals, and volunteers who are asked to test specific software, please DO NOT install/remove any other software. For any exceptions where you need to install some software, please contact Richa.

Our immediate plan is to establish a software baseline, which Richa is conducting. We are running behind schedule on this. Most of you have sent the relevant information over; there are a few laggards. Please catch up by end of day TODAY, when Richa will publish her list of laggards.

We had said "we need to be sure we are all moving forward - in lock-step, as a group." So far, we have made two moves - browser and zip.
By end of the week, please ensure that you have installed approved applications (IE, Firefox and Jzip)...
and removed all non-approved solutions in this area (e.g. Opera, Safari, Winzip, 7-zip etc.).
Check the list you have sent to Richa. Identify the offending software. (Use Add/Remove Progam from the Windows Control Panel to remove the other software).

Once we are comfortable that we have a good process for managing change, we will take the next step towards our first major stop ( common personal computing: email, documents and media.). We will have an approach of "No IBEXIAN left behind": if there are people missing at any step, we will halt till they are on-board. I hope there will be nobody missing on the first step, and we will go ahead quickly with the next step: email.

So, ready for the swoop?

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

Zip, zap, zoom?

We are constantly sending/receiving large files. Many of the software solutions for OpenWorld will be downloaded as zip files.

jZip is an open-source compression utility for Windows. jZip supports multiple popular archive formats such as Zip, RAR, 7z, ISO, TAR and GZip. It is fully compatible with archives created by other utilities such as WinZip, WinRar and 7-Zip. jZip is built on proven and reliable 7-Zip technology. 7-Zip technology is fast and achieves compression ratios that are higher or equivalent to other leading compression programs. jZip sports an elegant, easy to use yet powerful user interface.

Download jzip from: http://www.jzip.com/
and get rid of all other Zip solutions from your PC/laptop by the end of this week. (Use Add/Remove Progam from the Windows Control Panel to remove the other software).

Please find attached the readme.zip .

Thanks to Rakesh Kumar and Amit Dasgupta for their support.

Need any help? Ask Amit Dasgupta.

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

Firefox++

One of the great pluses of Open Source solutions is that people all over the world can add on to the functionality.
The solution provider ensures that the add-on meets the standards. And then, these add-ons are available to all.

One of the most attractive features of the Firefox browser is its customizable architecture. Add-ons extend Firefox, letting you personalize your browsing experience. Take a look around and make Firefox your own.

To get you started, here's a list of some of the most popular. Enjoy!

• Ever been annoyed by all those ads and banners on the internet that often take longer to download than everything else on the page? Install Adblock Plus now and get rid of them. Try : https://addons.mozilla.org/en-US/firefox/addon/1865
• Never be annoyed by a Flash animation again! Blocks Flash so it won't get in your way, but if you want to see it, just click on: https://addons.mozilla.org/en-US/firefox/addon/433
• The first and only download manager/accelerator built inside Firefox: https://addons.mozilla.org/en-US/firefox/addon/201
• Add useful extra features and skins to Gmail, like hierarchical labels, macros, signatures, file attachment icons, and more. https://addons.mozilla.org/en-US/firefox/addon/6076
  
  Want more Add-ons?
  https://addons.mozilla.org/en-US/firefox/browse/type:1/cat:all?sort=popular
  https://addons.mozilla.org/en-US/firefox/recommended/

Go ahead, suggest a useful add-on...and some day, add one too, for the rest of us to enjoy.

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

The journey ahead

Hi!

Now that we have moved to a common browser and blog, we are at a common platform. So now, let's look at the journey ahead.
We have many questions, such as:

• Where do we want to reach?
• What will be our stops, and steps?
  
• How will we take each step?
• What if we get stuck?
• How ready are we for this?
• Who will help us in this journey?
  

• Where do we want to reach?

Our destination is to reach an office computing environment largely run on open-source solutions.
Considering where we are today, we can't get to that fully and easily, in one go.
So, we need to have places we can reach, stop and re-fuel ourselves, and then move forward.

• What will be our stops, and steps?

So, our first major stop will be common personal computing: browser, email, documents - text, spreadsheet, presentation, and media.
Our next stop will be specialized areas: project management, design and development, and support.
And then the third stop will be business applications.

These are the major stops. To get to each major stop, we will have steps. For instance, to get to the first major stop, we have made one step: the browser.
The second step may be email; the third media, the fourth common documents.

• How will we take each step?

For most of the areas for the first stop, we have completed a trial & evaluation of the software selected for roll-out.

For each step, we will have a named Change Champion.
This person will do a pilot, and based on his experience, create a document which will help you move.
All of you are computer-literate, and can install software on your PC/laptops. So, we will not aim to provide basic documents ( which will tell you to "Click on the Next button" with screen shots). We will aim to supply you with "read-me"s which will cover special steps for settings changes, to simplify the move, and to create standardization.
The Change Champion will also provide you with support for the transition. Where required, we will plan for a hands-on session on the open-source application. You can email/phone that person for support during the transition. As we go forward, this person will also provide you tips and tricks.
We will also do collect your feedback to ensure we understand your needs, and can resolve these.

• What if we get stuck?

While we will consider interoperability, there will be risks/ issues of file conversions/ differences in formatting. We will sometimes need to have access to old applications, especially for customer documents. So, some people (1 in Mumbai, 1 in Bangalore ) will have access to current applications. These will be used only where strictly necessary e.g. some document having formatting issues needs immediate replies.

Each of you will also have the opportunity to keep both applications - current and open-source - for a while. Do note that this dual usage will be temporary, and as with any migration, I strongly recommend minimizing use of the current application for you to switch habits. We will announce a close-down of the current applications as we go. We will also run software audits; our Process Auditor is standing by :-)

• How ready are we for this?

I am both the project leader and guinea pig for our migration. I have myself made many of the identified moves - months ago. Several of us have made some of these moves.
I can assure you, it is not difficult to move: it is more about mindset (willingness to change) than about the difficulty of the move.

We have a detailed plan for this (and yes, it's in an Open-source software).

It sounds like a lot of work.
It is. Switching to an entirely different/standard set of software is a big deal. But we can get there. And we will.

• Who will help us in this journey?

Your colleagues will be with you. There are some of you who have volunteered to help in this transition. A big thanks to:

• Amit Dasgupta
• Anirban Rakshit
• Ashish Gupta
• Nitin Ghope
• Pankaj Nawale
• Richa Priyanka
  
• Sathya

A big round of applause for them!

So, put on your seat-belts, for the flight - to an Open World.

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

An Open World - subscribe to it

Hi !

To document and share our Open Source journey, we have moved it to a blog: http://open-source-journey.blogspot.com/

Do subscribe to it. You can add comments too.
Some of you - on your personal PCs/laptops - want to join this journey. Feel free.
Want to get your friends or your community to join in? Even they can subscribe to this blog.
Click - as the picture shows - on the orange square with white radio waves- the industry standard for RSS and Atom feeds.


Ready for the next swoop?

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

Launch Day - Firefox results

"Thanks to your support there were over 8 million downloads of Firefox 3 in 24 hours! Please be patient while our judges and Guinness validate our record attempt." (Yes, the target was a mere 5 million downloads. )

In some small way, we contributed to this global wave. (You missed out? Do it now.)

The journey of a thousand miles begins with a small step. We have now taken that first step.

We need to be sure we are all moving forward - in lock-step, as a group.
To ensure that, and to set ourself measurable standards, we will have a process audit for each step as we go forward.
A small but very important activity, to be led by Richa.

The Open World has much more to offer beyond a faster, better, freer browser.

Get ready for the next wave, coming soon.

Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

Launch Day today

Hi !

For the OpenWorld launch, we pick the most popular area: the browser. The preferred software for this is Mozilla Firefox.
Internet Explorer will also be allowed, as it is needed for specific applications (notably INGENIUM), and is currently license-free.
No other browsers on IBEXI machines, please. If you have / ever want to install some other browser, write to Richa (richa_priyanka@ibexi.com).
Many of you use Firefox, and there is nothing much to using it, or moving to it. Millions of people round the world use it.
If you need help, write to our Change Champion Nitin Ghope ( nitin@ibexi.com); he will try to help you out. He is already on Firefox 3.0.

Yes, hours ago, Firefox 3.0 has been launched. And it's going for the Guinness World Record for the "most software downloaded in 24 hours."
You can get Firefox 3 from the official "Download Day" site: http://www.spreadfirefox.com/en-US/worldrecord/
Firefox's servers crashed because of the enormous demand for the browser update. They have been restored.
In 10 hours of launch 1,687,332 had pledged to download Firefox. "We think 5 million downloads is imminently doable," John Lilly, CEO of Mozilla Corp., said.

The article in Time.com (http://www.time.com/time/business/article/0,8599,1815363,00.html?imw=Y) says:
"It has a number of new features that make it worth the minute or so it takes to download and install it. The most obvious improvement (there are more than 15,000 improvements is the "awesome bar," its update to the location bar). The new version is also faster and more secure, with pop-ups warning users if they're visiting sites that have been flagged for phishing or malware. The best part of Firefox 3, though, is how easy it is to customize, with more than 5,000 free add-ons that change everything from how the browser looks to how it behaves."

So download away. And be a part of the greatest attempt ever for the "most software downloaded in 24 hours."
FAQ: http://www.computerworld.com/action/article.do?command=viewArticleBasic&taxonomyName=software&articleId=9097918&taxonomyId=18&intsrc=kc_feat
Mozilla: http://www.mozilla.com/en-US/firefox/

Let's launch our new browsers today :-)

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

An Open World - kick-off

Hi !

In the spirit of open-source, I asked for volunteers to help us in this transition.
Many of you have volunteered. Thanks for the support. We will need all of you - and more.
( Do note that volunteer work is outside your office work.)

As I wrote in my opening email on this, we will have to manage this change carefully across the company with minimal disruption and maximum continuity.

Our immediate plan is to establish a software baseline, and make a plan for step-by-step change.

The baselining work will be led by Richa (Process Auditor) with support from several of you.
We will collect all the relevant information i.e. the software on all the IBEXI PCs and laptops.
We will continue to conduct this "software audit" periodically to ensure that we are moving forward on our path.
Please help her complete this by the end of this week.

We will select some specific areas and move - as a group - to the identified software.
First, each area's software will be selected, and tested by the volunteers in parallel with other software.
Key considerations will be long-term reliability, usability, features & interoperability with a variety of proprietary or open-source software.
Having selected the software, we will announce the software, the site to download it from/ person to get from, and also a person who will support the transition.
There will also be some named people who will have - at least for a while - permission to use multiple software solutions, as a potential back-up.

Let's get ready to move to an open world.

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

"Be the change you want to see"
Mohandas Karamchand Gandhi

An Open World

Hi !

As we look at our current growth - our 2 new offices last year, and the increasing number of IBEXIans, and our future growth, and related infrastructure, it is time to look how we can better manage our internal processes.

Over the next few months, we will take up an ambitious programme to change and improve these.
One of these is to look at the software we are using in our offices, and those we plan to use.

• The open-source model has a lot to offer the business world. It's a way that many companies and individuals can collaborate on a product that none of them could achieve alone. It's the rapid bug-fixes and the changes that the user asks for, done to the user's own schedule.
• The open-source model also means increased security; because code is in the public view it will be exposed to extreme scrutiny, with problems being found and fixed instead of being kept secret until the wrong person discovers them.
• Another issue is increased reliability. Think about how closed sources made the Year 2000 problem worse .. and how when developers have to show the entire code to the end-users around the world, and to their peers, how quality is forced to improve.
• And a fundamental one is Freedom from Legal Entanglements. Using most commercial software involves software licenses, and tracking software copies and usage. This demands record keeping, and legal exposure. Both raise costs. Thus, juggling software licenses and copies is a source of costs to businesses, and legal risk to businesses and individuals. In many (most? all?) businesses, such tracking is imperfect, sometimes intentionally, usually not. Any such imperfection exposes the company to legal actions (fines, litigation, arrest) due to breaking laws and violating copyrights; an intellectual property quagmire. Most/all open source software can be freely copied and used. There are no licenses to track and thus no related costs, or legal risks.

This translates into not just lower costs, but also higher availability of tools to do your work. Look around you, and you will see in many companies absurd restrictions - on adding email ids, providing access to project management software, absence of tools for automation, for design management, ... for CRM.

If the tools were available to you, you could do your work faster, better, freer.
That is what we seek to achieve, as we move to an open world, using open source solutions.

We will have to manage this change carefully across the company with minimal disruption and maximum continuity.
We need to ensure we can continue to interact with everyone - customers, prospects, using a variety of proprietary or open-source software.
In the spirit of open-source, I am asking for volunteers to help us in this transition. To sign-up, write to me.

Welcome to an open world, coming soon to IBEXI.

--
Regards,
Surajit Basu

www.ibexi.com
Reflecting on the future

Related documents:

• MITRE REPORT: "A Business Case Study of Open Source Software".

• "Your Open Source Plan" from CIO magazine.