This presentation shows the challenges of an Office 365 migration during a merger between two global enterprises. The situation described is a real-world example. The company names used are fictional.

1. Office 365 Migration as Part of Merger & Acquisitions
A Real World Example

2. Introduction
Thomas Stensitzki
Principal, Granikos GmbH & Co. KG
MCSM Messaging, MCM Exchange Server 2010
MCSE, MCSA, MCITP, MCTS, MCSA, MCSA:M, MCP
Blog: http://blog.granikos.eu
Web: http://www.Granikos.eu
Email: Thomas.Stensitzki@Granikos.eu
Twitter: apoc70
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3. Agenda
 Pre Merger Landscape
 M&A Requirements
 Migration
 Final Status
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4. PRE MERGER LANDSCAPE
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5. Pre Merger Landscape
 Business Organization Overview
 Active Directory Landscape
 Exchange Server Landscape
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6. Business Organization Overview
 Group of Companies covering different business lines
 3 Business Lines
 3 IT Departments
 3 Helpdesk Implementations (1 partially)
 Multiple Data Center Locations
 Externally hosted Services
 WAN Infrastructure provided by various Network Providers
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7. Business Organization Overview
VARUNA Group
Setebos AG
Germany
IT HQ
Hamburg
DC
Hamburg
Ixion, Inc.
UK
IT HQ
London
DC
London
DC
Birmingham
DC
Houston
Sedna Ltd.
UK
IT HQ
Cardiff
DC
Cardiff
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8. Technical Overview
VARUNA Group
Setebos AG
2 Active Directory Forests (2003)
1 Exchange 2003 Organization
1 Exchange 2007 Organization
Cancelled AD Migration
6000 users globally
800 users in partially migrated domain
BlackBerry Enterprise Server
14 SMTP Domains
Ixion, Inc.
3 Internal AD Forests (2003)
2 External AD Forests
2 Internal Exchange 2003
Organizations
1 External Exchange 2007
Organization
2000 users globally
BlackBerry Enterprise Server
13 SMTP Domains
Sedna, Ltd.
14 Active Directory Forests (2000,
2003)
1 Exchange 2003 Organization
1500 Users Globally
BlackBerry Enterprise Server
20 SMTP Domains
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9. Active Directory Landscape – Domains and Forests
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Setebos AG Ixion, Inc Sedna, Ltd.
External ISP

10. Active Directory Landscape – Synchronization
External ISP
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Setebos AG Ixion, Inc Sedna, Ltd.

11. Exchange Server Landscape
Hamburg Singapore London Birmingham
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Setebos AG Ixion, Inc Sedna, Ltd.
External ISP
Seoul Shanghai
Hamburg Copenhagen
Cardiff
Regions served
- Europe
- MEA
- APAC
- Americas
Regions served
- UK
- Americas
Houston
Regions served
- MEA
- APAC
Regions served
- Europe
- MEA
- APAC
- Americas

12. Additional Messaging Services
 Regional Offices without Company Data Center hosted email services
- Hosted Exchange Mailboxes with regional ISPs
- Hosted POP3/IMAP Mailboxes with regional ISPs
- On-Premise Linux POP3/IMAP Mailboxes
 Additonal SMTP Domains
- ~ 15 unknown SMTP Domains
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13. M&A REQUIREMENTS
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14. Merger & Acquisition Requirements
 Project Timeline
 Project Timeline Constraints
 Target IT Infrastructure
 Active Directory Consolidation
 Exchange Server Consolidation
 Client Migration
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15. Merger & Acquisition Situation
Proteus-Varuna
Proteus
SA
VARUNA
Group
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16. Target IT Infrastructure – Proteus SA
 4 Global Data Centers
- Copenhagen, Houston, Shanghai, Singapore
 Single Global WAN Provider
 Single Active Directory Forest
 Structured Network Services
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17. Project Timeline
 Merger announced late 2012
 Merger not approved until Summer 2013
- FTC US, EU, China
 No official communication between merging parties until official approval
 Official information exchange started July 2013
 Scheduled Go-Live of Phase 1 on January 1st 2014
 Scheduled End of Phase 1 June 30th 2014
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18. Project Timeline
10/2012
Merger
announced
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07/2013
Merger
approved
11/2013
Phase 1
Start
01/2014
Phase 1
Go-Live
06/2014
Phase 1
Finished

19. Goals Phase 1
 Client Migration to new hardware platform
- Windows 7, Office 2010, Lync 2013, including Data Migration
 Application Adjustments
- Changes in Server and Network Infrastructure
 Migration of all Offices to new Private LAN Standards
- Firewall, WAN Accelerators, Internet Services, Wireless Services
 Implementation of new Remote Access Solution
- Direct Access
 Resolving of IP Address and Routing Conflicts
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20. Goals Phase 1
 Implementation of Active Directory Services
- Migration of User Accounts
 Implementation of File & Print Services
- Data Migration, Logon Scripts, Drive Mappings, Shares, GPOs
 Implementation of New Software Rollout and Patch Management Infrastructure
 Migration of Exchange Mailboxes to Office 365
- Multi-Exchange to Single Office 365 Tenant
- Access to on-Premise Public Folders
 Migration of BlackBerry Services to Exchange Active Sync
- Global Rollout of New Devices
 IT Security Compliance
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21. Project Timeline and Project Constraints
 Scheduled End of Phase March 31st 2014
 Single SMTP Namespace across ALL Exchange Forests by December 1st 2014
 Lack of Documentation resulted in design delays
 Steady flow of new Infrastructure findings in the regions
 No Piloting Phase due to required High Level Design changes
 Internal staff occupied with daily operations
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22. Active Directory Consolidation
 User Account Cleansing
- Disabling and removal of stalled user accounts
- Reconfiguration of synchronization jobs
- Preparation of account exports for HR
 Active Directory Attribute Cleansing
- Check and modification of email addresses
- Check and modification of user principal names
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23. Exchange Server Consolidation
 Introduction of a single SMTP Namespace
- New email address for all users: @proteus-varuna.com
- Global configuration across all messaging infrastructures on a single weekend (Marketing Requirement)
 Reduction of Exchange Servers
- Licensing costs
- Maintenance
- Removal of EOL hardware
 Office 365 Hybrid Preparation
- Introduction of Exchange Server 2010 CAS endpoints
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24. Client Migration
 Global rollout of new client hardware
- Internal hardware order and procurement process
- New hardware for all Varuna Group user
- Rollout plan part of office consolidation
 Global End User Training
- On-Site end user training
- Global Training registration process
 Data Migration
- Global coordination of IT engineer teams
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25. MIGRATION
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26. Migration
 Get Well Activities – Varuna Group
 Exchange Server Upgrades
 Single Email Namespace
 Active Directory Account Migration
 Network Infrastructure Deployment
 Office 365 Hybrid Configuration – Proteus SA
 On-Premise Configuration – Varuna Group
 Forefront Identify Manager Implementation
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27. Get Well Activities – Varuna Group
 General IT Infrastructure Cleanup
- File data consolidation to reduce the overall number of servers
- Upgrade to most recent software versions to support data migrations
Backup, Archive, File Servers, etc.
 Global IT Inventory
- No proper and reliable IT inventory data available
- Site visits required as data provided was lacking critical information
 Consolidation of archived Data
- Archived emails (non PST) of existing employees re-imported into user mailboxes
- Email emails of leavers exported and archived as encrypted PST files (if required)
- File data exported to new file servers
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28. Exchange Server Upgrades – Varuna Group
 Upgrade of internal Exchange Server to Exchange 2010
- Server hardware EOL/EOS
- Data storage hardware EOL/EOS
- Faulty backup solution (Immediate Risk Mitigation Required)
 Mailbox Consolidation
- Duplicate mailbox for a larger number of users
 Load Balancing Required
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29. Single Email Namespace
 Introduction of a new SMTP Namespace
- New Email Address for all Users: @proteus-varuna.com
- Primary SMTP namespace hosted in Office 365
- Global configuration across all messaging infrastructures on a single weekend (Marketing Requirement)
 Re-Configuration of Active Directory Synchronizations
 Short Test Period
 Global Migration Team
 Established Escalation Plan
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30. Active Directory Account Migration
 Synchronization of User Accounts across AD Forests required
- Users need to access resources in different IT infrastructures
- Users experience should be as seamless as possible
 Introduction of Forefront Identity Manager (FIM)
- Ability to synchronize a number of source Active Directories with Proteus SA AD
 Avoidance of unnecessary load for helpdesk teams
- Intranet based Self Service Portal
- Extensive documentation for helpdesk personnel
- Established Knowledge Base process to accumulate and share information gathered during migration
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31. Network Infrastructure Deployment
 New Internet and VPN Connection to Offices required before end user migration
- User hardware rollout required new network topology
- New hardware only connects to new network topology
- Some locations required design exceptions due to line costs
 IP Addresses
- New IP Address schema required re-addressing of some office networks for co-existence
 Routing
- Global network routing required consolidation of routing tables
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32. Office 365 Hybrid Configuration – Proteus SA
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AD Federation
Exchange Server 2010
DirSync AD Federation
Exchange Server 2010
FIM
Data Center A Data Center B

33. Exchange Mailbox Migration
 Staged Mailbox Migration
- All user mailboxes internal to Varuna Group IT Infrastructure
- Migration batches configured in alignment to hardware rollouts and end user trainings
- With new hardware users accessed Office 365 the migrated mailbox
 Manual PST Imports
- All user mailboxes external to Varuna Group IT Infrastructure
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34. On-Premise Configuration – Varuna Group
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Setebos AG
 Staged Mailbox Migration
 Multiple Manual Endpoints
Ixion, Inc Sedna, Ltd.
Hamburg
Singapore
London
Shanghai
Seoul
Houston Cardiff

35. Forefront Identify Manager Implementation
 Centralized Synchronization between Proteus domains and Varuna Group domains
 Filtering and Manipulation of Active Directory Attributes
- Alignment User Principal Names
- Add/Remove SMTP addresses
- Remove unnecessary addresses
 Account Blacklist
- Service accounts, aged accounts, disabled accounts, etc.
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36. Forefront Identify Manager Implementation
Seoul
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Copehagen
Setebos AG Ixion, Inc Sedna, Ltd.
Hamburg
Singapore Shanghai London
Houston Cardiff

37. FINAL STATUS
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38. Real World Final Status – May 2014
 13.000 end users migrated to Office 365
 95% of end uses equipped with new hardware
 95% of global offices migrated
 75% of file data migrated
 Excluded from Phase 1
- Public folder migration
- File data migration from major data centers
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39. Questions
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40. Thank You
Blog: http://blog.Granikos.eu
Web: http://www.Granikos.eu
Email: Thomas.Stensitzki@Granikos.eu
Twitter: apoc70
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