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Lotus Notes Migration


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Join Free our upcoming Webinar “Best Practices for Lotus Notes Migrations to SharePoint” Tuesday, 8th July 2008 from 11:00 am to 12:30 PM EDT

Join Free our upcoming Webinar “Best Practices for Lotus Notes Migrations to SharePoint” Tuesday, 8th July 2008 from 11:00 am to 12:30 PM EDT

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  • 1. Enterprise Lotus Notes Migration to SharePoint A Practical Strategy, Approach, and Roadmap
  • 2. Agenda
    • Introductions
    • About Optimus BT
    • The Strategy – Why do this?
    • Our Approach to Lotus Notes Migrations
    • A Practical Strategy
    • Migration Approach
    • Enterprise Roadmap
    • Call to Action
  • 3. About Optimus BT
    • Leading Provider of SharePoint Solutions since 2002
      • Focus on Business, Operational and Technology Innovations in SharePoint, CRM Integrations, Portals, Business Intelligence and Collaboration
      • First company with connectors for, MS CRM, Lotus Notes, Active Directory to SharePoint
      • Horizontal and Vertical Solutions
        • E-Procurement and Shopping Cart Solutions for SharePoint
        • Legal Case Management Solution for SharePoint
      • Core Competency in Migrations from Lotus Notes, QuickPlace or SharePoint to MOSS 2007
      • 60+ SharePoint Implementations with Fortune 500, Mid-Market, Government, and Non-Profits
      • Primarily US based Customer base with customers in Sweden, UK, Canada, among other places
      • 50+ Engineers and Consultants with SharePoint development and solution experience
  • 4. A Partial list of Customers
  • 5. About Optimus BT
      • MOSS 2007 Deployments – Intranets, Extranets, and Portals
      • Collaborative Business Applications – Custom web parts, applications in SharePoint; Workflow solutions in SharePoint
      • Business Intelligence and Dashboards – OLAP and Analysis Services; Reporting Portals; KPIs
        • CRM Reporting Applications,
        • Financial Reporting Applications
      • Migrations – Lotus Notes, QuickPlace
      • Document Management and Content Management – Document Workflow; Document Security; Meta-data and Content Management; Integration with Fax and Scanning services; PDF Integrations
      • Project Management Implementations
  • 6. About Optimus BT
    • Optimus BT Products and Add-ons
      • SecureDoc – Provides Document Management features to SharePoint
      • Legal Case management and E-Discovery Solutions
      • CRM Lite for SharePoint
      • Reporting and Performance Dashboards for SharePoint
      • User Self Service Suite – self service password reset, user profile and AD Management delegation capability
      • SharePoint Connectors for, Lotus Notes, MS CRM, SQL Reporting Services, Clientele.
      • SharePoint Business Solutions –
        • Shopping Cart for SharePoint;
        • E-Procurement solution for SharePoint;
        • Credit Card solutions for SharePoint;
        • Map solutions for SharePoint;
        • HR Performance management solutions for SharePoint
  • 7. Executive Summary – Lotus Notes Migration Strategy
    • Gaps -
    • Lotus Notes does not adequately serve the business due to lack of functionality and legacy platform and applications.
    • An urgent need for modernization of supported application platform(s) is needed with a web based collaboration platform that will allow the business to achieve efficiency, and operational excellence through self service
    • Recommendations -
    • A collaboration environment recommended to the SharePoint is to be implemented on a priority basis.
    • A full migration from Lotus Notes apps is justified along with a full migration to Exchange
    • SharePoint is recommended as the platform of choice for migrating low to medium complexity Lotus Notes applications. For the high complexity applications, packaged/ERP apps should be the choice as a target platform.
    • Microsoft implementation and roll-out to the entire organization will be completed over a period of 6 months while a migration effort will take approx 12 months for the complete implementation
  • 8. Modernizing Application Infrastructure
  • 9. Why migrate from Lotus Notes?
  • 10. The Basis for a Business Case to Migrate from Lotus Notes to SharePoint
    • Reducing Costs
      • Increased Self Service functions leading to reduced number of support and development resources
      • Reduced number of Servers for Maintenance compared to Lotus Notes Farm
      • Common Platform for managing hundreds of applications will limited administrative resources
      • Integrated Infrastructure – AD, Exchange, SharePoint, Content Management, Security
    • Improving Business Processes and Collaboration
      • Allows for Internal and External Communication through Web Based Sites and Collaboration Infrastructure
      • Integration with systems possible through open technologies like XML, Web Services and Open Document Format of Microsoft Office
    • Cost Effective Solution for a lot of Enterprise Requirements – the 80% solution
      • Document Management
      • Forms Management
      • Enterprise Reporting
      • Web Content Management
  • 11. Our Approach to Lotus Notes Migrations
  • 12. Thoughts on Lotus Notes and Migrations
    • Lotus Notes, as intended by design, was meant to be a group collaboration and rapid application development platform.
    • Focus on creation of the Collaboration Environment of the Future
      • SharePoint is our recommendation for a Platform to replace Lotus Notes Applications
    • Migration should be more than a “zero sum” game
    • Line of Business and complex applications in Lotus Notes were never meant to be built in Lotus Notes
  • 13. Improving and Optimizing instead of just Migrating!
  • 14. Establishing a Collaboration Strategy in your Organization
  • 15. Establishing a Collaboration Strategy in your Organization
    • “ Filling the collaboration white space between systems, people and Business Users across organizational boundaries through Integration, Collaboration and Personalization”
      • SharePoint allows organizations to create collaboration applications for focused audiences and for specific purposes.
        • Customer, Employee, Partner, Supplier focused
        • Product, Project, Topic, and Issue related with the help of focused sites or better content management/tagging
        • Applications include Customer Services, Discussion Boards, Knowledge Management, Search, Document Repositories
      • Further more, SharePoint will allow creation of applications that will be put together in portable, manageable components called “web parts” that can be targeted to customers, employees, partners
        • My orders, My Invoices, My Benefits, My Inventory, My Supplies among many quick to add features that pull together information from multiple places within an organization
      • It can be the single source, collaboration platform that employees will need to know to access the various information and services from all areas of the organization
  • 16. The Strategy
  • 17.  
  • 18. Lotus Notes Migration Strategy
    • The Lotus Notes Migration Strategy is integrally connected and interlinked to the Collaboration roadmap
      • Lotus Notes is the platform for Collaboration and Rapid Application Development in your organization – need to address the gap created once this environment goes away
      • The SharePoint Collaboration Platform can address a real unaddressed need for external and internal collaboration within the organization – opportunity to be able to address the need
      • In the future IT will own the overall environment, standards, templates for applications/sites but the business will own the applications itself
        • The concern of Sprawl will be controlled based on a Strict adherence to a Governance and approval strategy
    • The new environment replacing Lotus Notes should be a “Secure Managed Environment for Business Collaboration”
      • Enabling Template Driven Functionality Common Across the Enterprise
      • Enabler of Internal and External Collaboration
  • 19. Lotus Notes Migration Strategy
    • The boundaries around the new Environment should be
      • To not be a traditional application development environment instead be a enterprise template driven application environment
      • Will have Governance rules and regulations in terms of Privacy, Intellectual Property protection, Compliance, Security, Search-ability
      • Will be a scalable platform to support all of internal and external collaboration and site development needs
    • The model will be driven based on user self service
    • The new SharePoint Collaboration implementation roadmap will need to be synchronized with other Enterprise Initiatives
      • SharePoint will be here to stay – so how do we accommodate and modify Enterprise Strategy based on that?
  • 20. Justification for SharePoint as the Target Platform for Lotus Notes Migrations
    • Notes mail migration already being planned in many organizations to Exchange and Outlook
      • Key Driver for Notes Application Migration and establishing SharePoint as a Collaboration Platform
    • Active Directory replacing Lotus Notes Directory for Network and User Directory Services
    • The only enterprise product that provides the integration and collaborative features with Outlook, Active Directory and Microsoft Office is SharePoint.
    • SharePoint could easily replace the Rapid Application development feature set of Lotus Notes.
    • SharePoint is self service driven and therefore will need less development resources than a new Lotus Notes environment
  • 21. Approach for Migration
  • 22. Lotus Notes Portfolio Analysis
    • What is the size of the Lotus Notes application Portfolio?
      • How many applications?
      • How many of these applications are in use and how many can be archived?
      • How often are the applications used?
      • What types of applications are these?
      • How many forms, documents, and data exist within these applications?
      • Which applications need historical data to be moved over?
    • What is the complexity of these applications?
      • Low Complexity – Simple forms, document libraries, discussion boards
      • Medium Complexity – sets of forms or document libraries with validation logic, views, workflow, user roles, security
      • Email Enabled Applications – which applications are email enabled versus which are not.
      • High Complexity – Complete business applications with complex forms, reports, views, multi-stage workflow with several roles, complex security rules, integrations with back-end systems, among others.
  • 23. Approach for Lotus Notes Migration
    • Functional Process Areas based Migration – Similar clusters of applications to be migrated together
      • Allows for Vertical and Horizontal Integration of Applications when being migrated
      • Opportunity for optimization of workflow and business process within the Process Areas
      • Opportunity to synchronize operational support and training based on Process Areas – utilizing resources from the business
      • Can be used as a mechanism for prioritization for migration
      • Allows for establishing a charge back model for the cost of Migration to the Business
  • 24. Approach for Lotus Notes Migration
      • Pre-Migration – Plan and co-ordinate migration process with the business area and operational support personnel
      • Reconfirm Complexity Ranking - Develop Business and Architecture criteria for migration
        • Business Criticality [High, Medium, Low]
        • # of Interfaces and type of Interface [Inbound or Outbound] with other systems
        • Currently managed and maintainable application [Yes/No]
        • Scheduled for Retirement [Yes/No]
        • Use of Application in the future [Increase/Decrease]
      • Confirm Discard and Archiving Policy – Confirm for each Process Area the Discard, Archive, Migration and Maintenance
      • Develop Discard, Archive, Migration and Maintenance policies for the Lotus Notes Applications
  • 25. Approach for Lotus Notes Migration
      • Migration – Implement Migration Processes for the Process Areas coordinating with Lotus Notes team, Infrastructure team etc.
      • DISCARD – Send confirmatory email to application owner group about discard policy. Archive the confirmatory email, and archive the applications marked for discard for 1 year and discard after 1 year.
      • ARCHIVING – Send confirmatory email for archiving to application owner group about archiving policy.
      • MIGRATION – Migrate the 1, 2, and 3 Complexity applications to SharePoint and Microsoft Forms Server [InfoPath] Platforms
        • First consolidate and migrate the applications that have common designs/templates in Notes
        • Look for opportunities for Logical Consolidation
  • 26. Approach for Lotus Notes Migration
      • Post - Migration – Implement Operational Support, and Training Processes
      • Setup users, roles, groups and provide access to the new applications
      • Provide Training to the users
      • Provide to Operational Support and IT teams supporting the business
    • Long Term Maintenance – For the 4 and 5 complexity applications planning for long term maintenance
      • ENTERPRISE INITIATIVES MAPPING - Hopefully the 4 and 5 complexity applications are being addressed by some Enterprise Initiatives like SAP, Oracle Financials or Line of Business Applications being implemented.
      • PACKAGED SOLUTION MAPPING – If there is not, look into if there are a cluster of applications that can be migrated to a packaged industry standard solution
        • Project Management Databases, Case Management Databases, Track It! Databases, etc.
      • Web enable applications meant for long term maintenance
      • Potentially Outsource to low cost centers the overall management and maintenance of the applications
  • 27. Migration Roadmap
  • 28. Overall Migration Roadmap
  • 29. Planning Phase
    • Infrastructure Planning
      • Develop Sizing Requirements for the Infrastructure based
      • on FFIC projected needs
      • Planning Integrations with Active Directory, Exchange, and others
      • Security Design – Roles, Users, Groups, Applications; Integration with SSI Initiative
      • Systems Requirements – Server Infrastructure Design, Phased Implementation based on the roll-out and capacity of the platform
  • 30. Planning Phase
    • Application Management Planning
      • SharePoint Platform Design – Develop Architecture and Design of the SharePoint
      • Developer Training – Training to Lotus Notes team and management in the new Platform
      • Governance –
        • Governance for User Self Service, Departmental Controlled, Enterprise Applications models for SharePoint
        • Governance for control, and approval processes
        • Policy Implementation procedures for Security, Intellectual Property Protection, Privacy, and Compliance
  • 31. Planning Phase
    • Business Management Planning
      • Confirm and Prioritize the order in which SharePoint will be
      • rolled out and Lotus Notes applications migrated
        • Function, Process Area, Business Unit
      • Develop a Training Plan with IT
      • Pre-Migration Plan – For the Process Areas and Functions planned in the initial set of migrations; Develop pre-migration plans and policies for archiving, discard and migration
    • Support and Operations Planning
      • Develop Backup Recovery, Disaster Recovery and other operational support plans
      • Develop a training plan for Support and Operation
  • 32. Implementation Phase
    • Infrastructure Implementation
      • SharePoint Server Farm Implementation
      • Integration with Active Directory, Exchange
      • Security Implementation
    • Application Management
      • SharePoint Configurations
      • SharePoint FFIC Extensions
      • Template Development
      • Workflow Development
  • 33. Implementation Phase
    • Business Management
      • Policies and Procedures
      • Self Service
    • Support and Operations
      • Policies and procedures
      • Help Desk
      • Knowledge Base
  • 34. Migration Phase
    • Infrastructure
      • Migration Environment Setup
      • Lotus Notes Server Consolidation
      • Implement Archive / Discard Procedures
    • Application Management – Repeated for each Process area
      • Pre migration Procedures by Process Area
      • Migration Mappings by Process Area Application Clusters
      • Content and Data Migration by Process Area Clusters
      • Post Migration Procedures by Process Areas
  • 35. Migration Phase
    • Business Management
      • Pre-Migration validation of Migration Plan by Process Areas
      • Post Migration Business process adjustments
    • Support and Operations
      • Post Migration Operations Plan
  • 36. Phase Out
    • Infrastructure
      • Retire Lotus Notes Client
    • Application Management
      • Enterprise Initiative mapping
      • Packaged Software mapping
      • Web Enable Applications
    • Business Management
      • Application Portfolio Planning
      • Phase Out Planning
    • Support and Operations
      • Complex Application Maintenance
      • Low Cost Outsourcing
  • 37. Call to Action
    • Do an assessment of your Lotus Notes Environment
    • Develop a strategy for Collaboration and Migrations
      • Strategy is about building consensus and a plan for the way forward!
    • Involve the Business Early and Often – this will affect the way they do business
    • Create a Business Case for Migrating to SharePoint
    • Develop a cost basis on a per user/per application basis for budgeting at an IT or Business Area level
  • 38. Developing a Successful Strategy for Lotus Notes
    • Analysis and Understanding of your Lotus Notes Portfolio
    • Building Consensus around SharePoint as the future replacement for Lotus Notes as a Collaboration Platform
    • Top Down Enterprise Portfolio Analysis – Lotus Notes Applications in the context of the Enterprise Systems
    • Building Consensus around the Lotus Notes Migration Strategy
    • Testing and Proving the Strategy with Proof of Concepts with Participation from the Business