Enterprise Lotus Notes Migration to SharePoint A Practical Strategy, Approach, and Roadmap

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

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

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 Salesforce.com, 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

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 Salesforce.com, 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

A Partial list of Customers

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

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

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 salesforce.com, 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

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 salesforce.com, 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

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

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

Modernizing Application Infrastructure

Why migrate from Lotus Notes?

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

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

Our Approach to Lotus Notes Migrations

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

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

Improving and Optimizing instead of just Migrating!

Establishing a Collaboration Strategy in your Organization

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

“ 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

The Strategy

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

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

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?

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?

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

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

Approach for Migration

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.

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.

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

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

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

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

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

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

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

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

Migration Roadmap

Overall Migration Roadmap

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

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

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

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

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

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

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

Infrastructure Implementation

SharePoint Server Farm Implementation

Integration with Active Directory, Exchange

Security Implementation

Application Management

SharePoint Configurations

SharePoint FFIC Extensions

Template Development

Workflow Development

Implementation Phase Business Management Policies and Procedures Self Service Support and Operations Policies and procedures Help Desk Knowledge Base

Business Management

Policies and Procedures

Self Service

Support and Operations

Policies and procedures

Help Desk

Knowledge Base

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

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

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

Business Management

Pre-Migration validation of Migration Plan by Process Areas

Post Migration Business process adjustments

Support and Operations

Post Migration Operations Plan

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

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

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

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

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

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