Lotus Notes Migration

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

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

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

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

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

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

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

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

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

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?

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

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.

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

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

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

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

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

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

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

Implementation Phase
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

Migration Phase
Business Management
Pre-Migration validation of Migration Plan by Process Areas
Post Migration Business process adjustments
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
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

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

Lotus Notes Migration

by Ram Prabhalla

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