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© Copyright Maarga Systems, 2015. All rights reserved. No content
of this presentation, either in full or in part, may be ...
Why do CIOs migrate out of IBM Notes?
© Copyright Maarga Systems, 2015. All rights reserved.2
Be Cool
Legacy != Young
Be o...
Take a BIG BOW if organization achieves
© Copyright Maarga Systems, 2015. All rights reserved.3
Greater
business agility
H...
© Copyright Maarga Systems, 2015. All rights reserved.4
BUT
..Migration isn’t Child’s Play. Not an average
project
How do you do this?
Planning is the key… but what do I plan
for?
• Migration Model
• Staffing the Program
• Licensing
• Phased rollouts
• Inte...
Migration Model
• Cutover
– Moving all users in one go
– Works for smaller organizations or for specific teams
in larger o...
Migration model – issues that can derail
• Improper architecture
– Create interim and final architecture
– Identify bottle...
Staffing the Program – example
Program Director
Owner – Mail Migration
Office 365 Migration L3
Team
Office 365 L2 Support
...
Staffing the program – Issues that can
derail
• Not having experienced architect(s)
– Hire / Consult
• Insufficient team s...
Licensing
• Office 365 is subscription based (per user/per
month)
– Plan for growth but review current needs
– Differentia...
Licensing – Derailers
• IBM Notes Licensing discontinued
– Plan the client license renewal during migration
period
– Plan ...
Enterprise Migration to Cloud in Phases
• Regional / Location based
– All users from a region/location are migrated
– Help...
Phased Rollout – Derailers
• Unaware picking of migration groups
– Pick groups that currently collaborate and can
benefit ...
Integrations with LOB applications
• Notes Mail is highly customizable leading to
proliferation of apps integrated with em...
Mobility, Performance
• Bandwidth
– Plan connectivity during migration as well as post
migration scenarios
– Use Microsoft...
Mobility, Performance - Derailers
• Regional Connectivity
– Plan for poor network areas
– Defer features if necessary
• Un...
Security, Compliance
• Define Security and Governance policies
– Align with country specific and industry specific
needs
–...
Change Management, Adoption
• Sustained adoption transforms user behavior
• Framework driven methodology leads to success
...
Change Management, Adoption
• Use analytics to drive adoption
– Anticipate end user issues
– Use tools to analyze Office 3...
Change Management - Derailers
• “Happy with old system” users
– Deliberately plan on-boarding
– Take help from super users...
Data – What, When, Where
• Define what will be migrated
– All data
– Mails (limited by time), calendar & contacts
– Calend...
Data Management - Derailers
• Challenges due to mail box size, archive sizes
likely
– Plan based on Microsoft limits
– Pla...
Current Team
• Plan resource management
– During migration
• L3 teams may help manage co-existence
– Post-migration scenar...
Current Team - Derailers
• Attrition of key Domino resources
– Ensure current infrastructure is well documented
– Get vend...
Retiring Legacy Infrastructure
• Plan based on Notes Application migrations
• Plan based on Data Archival needs
– Complian...
Retiring Legacy Notes Servers - Derailers
• Servers having undocumented applications
– Run analyzers to identify server us...
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10 elements of successful strategy to migrate to office 365

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Why do CIOs migrate out of IBM notes?
a. Be Cool
b. Be on the cloud
c. Be Collaborative
d. Be Cost effective

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10 elements of successful strategy to migrate to office 365

  1. 1. © Copyright Maarga Systems, 2015. All rights reserved. No content of this presentation, either in full or in part, may be reproduced without the express permission of Maarga Systems. Migrating from IBM Notes to Office 365
  2. 2. Why do CIOs migrate out of IBM Notes? © Copyright Maarga Systems, 2015. All rights reserved.2 Be Cool Legacy != Young Be on the Cloud Scale FAST Be Collaborative Embrace Social Be Cost Effective Pay Per Use
  3. 3. Take a BIG BOW if organization achieves © Copyright Maarga Systems, 2015. All rights reserved.3 Greater business agility Having engaged and productive employees With minimum disruption
  4. 4. © Copyright Maarga Systems, 2015. All rights reserved.4 BUT ..Migration isn’t Child’s Play. Not an average project
  5. 5. How do you do this?
  6. 6. Planning is the key… but what do I plan for? • Migration Model • Staffing the Program • Licensing • Phased rollouts • Integrations with LOB applications • Mobility, Performance • Security and Compliance • Change management, Adoption • Data – what, when and where • Current team – redeployment, training • Retiring Legacy System
  7. 7. Migration Model • Cutover – Moving all users in one go – Works for smaller organizations or for specific teams in larger organizations – Good for upto 1000 mailboxes • Hybrid – Moving users in phases – Co-exist with Lotus Notes infrastructure – Needed for large dispersed organizations © Copyright Maarga Systems, 2015. All rights reserved.7
  8. 8. Migration model – issues that can derail • Improper architecture – Create interim and final architecture – Identify bottlenecks in implementing architecture • Active Directory sync • Firewall rules/Changes to Firewall • SPAM and Malware control • Customized Notes Mail Functionality – Document customizations – Identify workarounds / alternatives – Emphasize Change management & adoption © Copyright Maarga Systems, 2015. All rights reserved.8
  9. 9. Staffing the Program – example Program Director Owner – Mail Migration Office 365 Migration L3 Team Office 365 L2 Support Office 365 migration team Owner - Governance, Security, Compliance Audit & Analysis team Owner – Desktop Infrastructure, Evergreening SCCM Architect(s) SCCM Team Owner – Change Management, Adoption Adoption Team Office 365 Architect(s) © Copyright Maarga Systems, 2015. All rights reserved.9
  10. 10. Staffing the program – Issues that can derail • Not having experienced architect(s) – Hire / Consult • Insufficient team strength during migration – Train your notes administrator(s) – Plan for attrition • L1/L2 team capability on Office 365 – Plan for change management ahead of time – Create SOPs before 1st wave of migration – Train L1/L2 team © Copyright Maarga Systems, 2015. All rights reserved.10
  11. 11. Licensing • Office 365 is subscription based (per user/per month) – Plan for growth but review current needs – Differentiate plans based on employee job profile / need • Not everyone requires an E3 or E5 plan • Keep your IBM Notes licenses – Plan for incremental reduction – Plan rollouts & reduce servers incrementally © Copyright Maarga Systems, 2015. All rights reserved.11
  12. 12. Licensing – Derailers • IBM Notes Licensing discontinued – Plan the client license renewal during migration period – Plan for servers based on rollout plans • Unplanned opening up of Office 365 features – Do not make all administrators Global admins – Create clear governance and audit plans © Copyright Maarga Systems, 2015. All rights reserved.12
  13. 13. Enterprise Migration to Cloud in Phases • Regional / Location based – All users from a region/location are migrated – Helps shutdown servers & support in the region/location – Helpful when organization is regionally decentralized • Business unit based – All users from a business unit / logical unit are migrated – Helps increase Line of Business collaboration – Teams can collaborate at their pace© Copyright Maarga Systems, 2015. All rights reserved.13
  14. 14. Phased Rollout – Derailers • Unaware picking of migration groups – Pick groups that currently collaborate and can benefit from ease of use • They become great advocates in adoption process – Do not pick groups that have high LOB application integrations – Do not pick groups that use a lot of “replication” features © Copyright Maarga Systems, 2015. All rights reserved.14
  15. 15. Integrations with LOB applications • Notes Mail is highly customizable leading to proliferation of apps integrated with email • Send & Receive email is easy to workaround • Custom mail functionality (seen in CRMs, customer service applications) need analysis • Watch out for approvals based on email subjects, batch uploads from mail text – these are invisible derailers © Copyright Maarga Systems, 2015. All rights reserved.15
  16. 16. Mobility, Performance • Bandwidth – Plan connectivity during migration as well as post migration scenarios – Use Microsoft estimators for bandwidth requirements & provide for buffer • Firewall / Port(s) – Ensure Office 365 is accessible to users – End points change @ Microsoft. Plan accordingly – Work with Network team(s) ahead of time © Copyright Maarga Systems, 2015. All rights reserved.16
  17. 17. Mobility, Performance - Derailers • Regional Connectivity – Plan for poor network areas – Defer features if necessary • Unsupported Mobile devices – Define baseline mobile OS versions for support – Provide SOPs to L1 support team for mobility support © Copyright Maarga Systems, 2015. All rights reserved.17
  18. 18. Security, Compliance • Define Security and Governance policies – Align with country specific and industry specific needs – Microsoft Trust Center provides information • Assign Owner for Security and Governance – Ensures better compliance – Easier to manage when organization starts with other Office 365 products like SharePoint, OneDrive © Copyright Maarga Systems, 2015. All rights reserved.18
  19. 19. Change Management, Adoption • Sustained adoption transforms user behavior • Framework driven methodology leads to success – Create adoption strategy – Prepare • Communication Plan(s) • Support Plan • Supplementary tools & solutions needed • Identify advocated and super users – Enable • Awareness drives • 101 sessions • Snackable videos – Sustain • Rewards, Recognition • Champion Programs © Copyright Maarga Systems, 2015. All rights reserved.19
  20. 20. Change Management, Adoption • Use analytics to drive adoption – Anticipate end user issues – Use tools to analyze Office 365 • Usage • Health • Activate specific use cases for increasing employee engagement © Copyright Maarga Systems, 2015. All rights reserved.20
  21. 21. Change Management - Derailers • “Happy with old system” users – Deliberately plan on-boarding – Take help from super users, advocates to hand hold • Change/Unavailability of features – Create specific enablement content – Drive awareness of workarounds – Highlight better capability/functionality © Copyright Maarga Systems, 2015. All rights reserved.21
  22. 22. Data – What, When, Where • Define what will be migrated – All data – Mails (limited by time), calendar & contacts – Calendar & Contacts only • Enable users to access archives – As Notes Email – As exported PDFs • Define archive timeline – Plan based on compliance needs – Use tools to intelligently archive data © Copyright Maarga Systems, 2015. All rights reserved.22
  23. 23. Data Management - Derailers • Challenges due to mail box size, archive sizes likely – Plan based on Microsoft limits – Plan timelines of migration considering Microsoft limits & Bandwidth constraints • Archiving Data – Archival based on timelines require additional support – End user training for retrieving from archives necessary © Copyright Maarga Systems, 2015. All rights reserved.23
  24. 24. Current Team • Plan resource management – During migration • L3 teams may help manage co-existence – Post-migration scenarios • L2/L1 teams can take over Office 365 support • Offer training and re-deployment in Office 365 / Sharepoint – Part of team may become redundant – Co-opt current vendors to redeploy team • Manage Vendor team(s)© Copyright Maarga Systems, 2015. All rights reserved.24
  25. 25. Current Team - Derailers • Attrition of key Domino resources – Ensure current infrastructure is well documented – Get vendor(s) involved if necessary to manage • Discontentment of existing team – Identify and manage key resources – Manage redundant resources early in the process © Copyright Maarga Systems, 2015. All rights reserved.25
  26. 26. Retiring Legacy Infrastructure • Plan based on Notes Application migrations • Plan based on Data Archival needs – Compliance may need longer timeframe – Define SOPs for data retrieval from archives • Plan and track categories of servers – Mail-only – Application – Dev/Staging/Production © Copyright Maarga Systems, 2015. All rights reserved.26
  27. 27. Retiring Legacy Notes Servers - Derailers • Servers having undocumented applications – Run analyzers to identify server uses before migration – Consider consolidating applications on few servers • Plan based on effort-benefit ROI analysis • Consider moving applications to cloud servers • Domino serving as LDAP – Identify dependencies especially with IBM Connections, Quickr, Sametime – Consider transitioning to AD for authentication, authorization and single sign-on for all internal applications © Copyright Maarga Systems, 2015. All rights reserved.27

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