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Engage: A Break Up Story

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Engage: A Break Up Story

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..or how to split Connections in two.
Customer Success Story presented at engage.ug by Belsoft Collaboration and Heitkamp & Thumann

..or how to split Connections in two.
Customer Success Story presented at engage.ug by Belsoft Collaboration and Heitkamp & Thumann

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Engage: A Break Up Story

  1. 1. A Break Up Story (or how to split Connections in two) Sandra Bühler Jörg Rafflenbeul 1#engageug
  2. 2. Agenda • Team • Challenges • Concept • Preparations • Migration • Clean • Lessons Learned 2#engageug
  3. 3. A Break Up Story Team 3#engageug
  4. 4. 4#engageug The Project Team
  5. 5. How we worked together • 1 Email (formal offer) + invoices + Calendar invites • 1 Connections Community • 1 Zoom Group Channel • 1 Post Project Lunch in Zürich after Project 5#engageug
  6. 6. About the Speakers • Sandra Bühler • Co-owner and co-founder of Belsoft and Belsoft Collaboration • Domino, Sametime & Connections, project manager, face to the customer • Oh my, doing this more than 25 years now • IBM Champion 2014 - 2019 / HCL Master 2019 - 2020 • Mother of three and spamming the yellow community with mountain pictures from Switzerland 6#engageug
  7. 7. About the Speakers • Jörg Rafflenbeul • Born 1968, married, three children • Hobbies: Photography, Gardening and a bit of IT • Lotus / IBM / HCL Notes since March 1995 • Heitkamp & Thumann Group since May 2000: • Group Coordinator IT • General IT Strategy • IT Security Systems • Collaboration Systems • IBM / HCL Connections since 2011 • Board Member of DNUG June 2015 – June 2019 • IBM Champion 2017 - 2019, HCL Master 2019 & 2020 7#engageug
  8. 8. Heitkamp & Thumann Group 8#engageug
  9. 9. Heitkamp & Thumann Group 9#engageug OUR MISSION • Customer Satisfaction Is Our Highest Priority • Suppliers Are Our Business Partners • People Working Together as a Global Team • Integrity Will Never Be Compromized • Continuous Improvement in Everything We Do • Innovation Will Create Our Future • Safety and Environmental Sustainability Are Our Primary Responsibility
  10. 10. Connections – Facts 10#engageug • IBM Connections since 2011 – Release 3.0.1 • Domino as Application server for • LDAP Server, Internal User Self Registration, Password Management • Internal users: ~ 1000 • External Users: > 200 • Communities: ~5000: 8% Public, 20% Moderated, 72% Restricted • Files: ~250.000 • Activities ~ 8000
  11. 11. A Break Up Story Challenges 11#engageug
  12. 12. Questions in 2016 and Later 12#engageug • How can we run Connections in case there is a spin-off? • Copy out Data e.g. using Connection Content Export (to HTML) • Migrate into IBM Cloud (IC360) • Setup own Connections – not the best option ;-) • Which IT Services does H&T Group Provide? • List of Services, Modules and Partners
  13. 13. Heitkamp & Thumann Group – Before Split 13#engageug
  14. 14. Westfalia Metal Hose Sale Announced 14#engageug • Public Announcement May, 10 2020 • Internal • Provide Collaboration Services after closing as on closing day • Hand Over Security Service until closing day • Closing of Transaction: Date is not fixed • External: Consulting Partner for Connections dropped service https://www.ht-group.com/en/news/heitkamp-thumann-group-and-hamaton-automotive-technology-agree-on-sale-of-westfalia-metal-hoses.html
  15. 15. Heitkamp & Thumann Group – After Split 15#engageug
  16. 16. The Challenge (May 2019) • Separation of a Connections (and Domino) infrastructure into 2 independent environments because of company separation • Only part of Connections content to be moved out • Minimal downtime for the users (and the service) • No change of login credentials for moved out users • New environment with latest software product releases • Same Functionality as before 16#engageug
  17. 17. Challenges IBM/HCL and Timing • Not Supporting • IBM product acquisition by HCL • “HCL Technologies to Acquire Select IBM Software Products for $1.8B” Source IBM – Date December 6th 2018 • “On 30 June 2019, IBM finalized the divestiture of select products to HCL, including Connections Cloud. On July 16, 2019 HCL announced End of Service for this offering.” Source IBM • Timing • July and August are main vacation periods Closing of Transaction: Date is not fixed 17#engageug
  18. 18. This Made the Challenges Less Complicated • H&T’s IT operates the system after the split • Handover of data for migration into “own” system after 6-12 months • IT and Key users have a high level of trust • Best Business Partner in the World • Others are on vacation too ;-) 18#engageug
  19. 19. Challenges – The Expected Closing Day 19#engageug JR • Sale Announced at May 10th, 2019 • Closing Date “expected until end of October 31, 2019” • Could be at August 30th
  20. 20. A Break Up Story Concept 20#engageug
  21. 21. Concept • H&T has asked several Partners to quote for a concept for Domino and Connections Migration (May 2019) • Two Partners were asked to created Concepts (June) • Workshops in Zoo(m) – Sure where else;-) • Implementation Partner Selected (End of June) 21#engageug
  22. 22. Concept of separation of Connections Data 22#engageug Version Date Comment 1 June 7th Document Created 2 June 14th Initial Release 3 June 17th Update Connections 4 June 21st Final 5 June 25th Extension after Kickoff
  23. 23. Concept of separation of Connections Data • Duplicate content on migration day (-> no other possibility because of timeline of the project and also because of confidentiality) The Pro’s • Less or no cleanup before migration • Less effort on migration day • Consistent Content The Con’s • More disk space needed initially • Cleanup needed after migration -> Now we know, that’s a huge Pro 23#engageug
  24. 24. Migration Path Workflow 24#engageug
  25. 25. A Break Up Story Preparations 25#engageug
  26. 26. Preparation and Setup Destination Environment • Setup of Second Hosting with VPN Access (H&T) • Installation of all Connections Components • Connections 6.0, CR5 • Docs 2.0, CR3 • Elastic Search (for type ahead) • CAT & Domain Patrol Social • OnTime and Kudos Badges integration • Configure DNS, LDAP and TDI • Test functionality of all components • Enable external access via Reverse Proxy 26#engageug
  27. 27. Test Migration • Scripts used for • Copy files from Connections shared data to destination, Export active Connections DB2 databases (< 5’), Import Connections database to new DB2 • Upgrade DB2 schema CR4 -> CR5 • Change URLs used within Connections • ICXT, HCL Connections Link Exchanger • Scripts for Rich Text Content • Reset all Connections scheduled tasks 27#engageug
  28. 28. Migration– The Real Closing Date / Day One 28#engageug • Could be at August 30th • Could be at September 30th
  29. 29. Test Migration • Clear User Profiles from not migrated users • Disable profiles (CAT) • Remove all profile content but name • Clean / Split external users on both sites • Check TDI sync for profiles • Is UNID correct • Check and adopt widgets if needed (i.e. Kudos Badges) and register all widgets 29#engageug
  30. 30. Migration -> Preparation– Test with Team 30#engageug JR Source: https://www.google.com/search ?client=firefox-b- d&q=dallas+characters
  31. 31. Migration -> Preparation is King! • Communication • to all users • to helpdesk • FAQ to resolve minor issues • Be sure there are no more test issues open • they’ll bite you • Have all admins on standby (Server, Network, OS …) • Establish Independent open channels with all parties (i.e. Sametime/Zoom) • Have a plan and check list and all parties have the same version (yes a print out is ok in this case) 31#engageug JR
  32. 32. A Break Up Story Migration 32#engageug
  33. 33. Migration: Live • Delete Connections databases in destination • Do the steps in plan which were verified and adopted during test • Less time for file sync because most of files were already transferred during test • Results: • Shutdown time source environment < 30 minutes • Steps needed on new environment < 6 hours 33#engageug
  34. 34. Migration -> Full Test with Team 1.5 hours 34#engageug JR
  35. 35. Migration: Live / One Issue (New System) • Search Index was not built in time and did not run through in full • Now we know: • On the new servers the old admin password was still stored in the database (DB2) • On new servers all scheduled tasks needed to be deleted and after the restart of the servers all search indexes are built up from start 35#engageug
  36. 36. A Break Up Story Clean 36#engageug
  37. 37. Clean = Identify, Fix, Hide, Delete • Important: To be done on both sides • “Nobody has different access / visibility as before” • Communities First - Content Second • We are currently engaged with First ;-) • Different Tools are your friend • TimeToAct CAT and Domain Patrol Social – Lists and manual Changes • Lotus / IBM / HCL (just) Notes – User Selection of “I want to become an owner) • Community Tool Belsoft – run community changes based on Lists • TDI – (content) - clean orphan content • Key Users ;-) – Support with user communication and tests 37#engageug
  38. 38. Clean = Identify, Fix, Hide, Delete Heitkamp & Thumann Group 38#engageug Westfalia Metal Hoses Expected Orphan Content
  39. 39. Clean = Identify, Fix, Hide, Delete • Identify Orphan Communities • Orphan = Has no Active Owner and active Member(s) • Provide List to Users to claim ownership • Provide List to Authorized person to verify • Challenges • Access and Ownership of sub communities 39#engageug
  40. 40. Clean = Identify, Fix, Hide, Delete 40#engageug
  41. 41. Clean = Identify, Fix, Hide, Delete 41#engageug
  42. 42. Clean = Identify, Fix, Hide, Delete • Delete The Real Orphan Communities • Files Identification is Complicated • Community Files – No problem • Personal Files – Not easy • Shared with Communities – (Real Orphan have been deleted ;-) !) • Shared with Users • Shared via Folders • Direct Links – No we not will support these! • Delete Remaining Content of inactive Users • Activities, Communities, Bookmarks, Wikis, Blogs, Forums • Again: Important: All to be done on both sides 42#engageug
  43. 43. A Break Up Story Lessons Learned 43#engageug
  44. 44. Lessons Learned • Overall a very successful project • We were in time and budget • Customers are happy • No link changer tool for Richtext URL's. We needed to develop a script • Search Index (delete first, then rebuild) and be patient! • Deletion Needs efforts to identify active Contents • Fix Communities First! 44#engageug
  45. 45. Q & A 45#engageug

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