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Living
GOOGLE
TRANSFORMING
UNITED BISCUITS
WITH GOOGLE
BUSINESS
APPLICATIONS
People
10x
Technology
Process
Living
GOOGLE
THE JOURNEY!
BACKGROUND
We replaced Lotus Notes in KP in 6 months. We had a burning
platform and needed to k...
Living
GOOGLE
RELENTLESS SIMPLICITY
A simplicity agenda drove every interaction with the
users and developers. Core simpli...
Living
GOOGLE
OUR PROCESS
1. Audit
2. Diagnose
3. Develop/build/test
4. Migrate
5. Cutover & retire
Living
GOOGLE
1.
Audit
We audited the
whole Lotus
landscape and
categorised all
databases and
applications
Living
GOOGLE
The Audit tool from G-workplace was ran across all our Lotus Notes
servers. This helped us understand the te...
Living
GOOGLE
2.
Diagnose
The diagnosis
determined the
future solution
and roadmap
for each of the
categories
Living
GOOGLE
DELETE FIRST. DECIDE IF A
CORE SYSTEM OR SAAS IS
APPROPRIATE. BUSINESS
USERS MANUALLY MIGRATED
THE BMAs. UB ...
Living
GOOGLE
ID#
Dev Group
CONTENT OWNER
CONTENT MANAGER
Lotus d/b Name
Developer
AREA
TRANSFER ?
# Docs
# Att.
Risk
FRIC...
Living
GOOGLE
3.
Develop/ build/ test
The majority of
databases could
undergo a simple
data/file
migration but the
more co...
Living
GOOGLE
REUSABLE SUPPORTABLE
FRAMEWORK DEVELOPED
USING APPS SCRIPT. THIS
COMPENSATED FOR SOME
GAPS IN GOOGLE
FUNCTIO...
Living
GOOGLE
▸ Cloud Platforms
▸ Google Apps Engine
▸ Apps Script
▹ Simplicity
▹ In-line with Google
▹ APIs
▸ Reusable fr...
Living
GOOGLE
ANY DEVICE, NO OPEX
Standard
Google
Living
GOOGLE
Place your screenshot here
APPLICATION LAUNCHER
Google does not
provide a navigator for
Sites. Apps Launcher...
Living
GOOGLE
Sheets
master
html
Generates and manages html
forms and workflow. 1 per process
SQL
Cloud
SQL
Stores process...
Living
GOOGLE
PROJECTS
Approval
checklist
Registration Registers project name, assigns
code, creates/updates Drive
structu...
Living
GOOGLE
DOCUMENTS
Tag &
search
Approval &
timed
Meta data tag documents
in Drive. Advanced search
and view
Approve v...
Living
GOOGLE
Other
Components
▸ SAP Workflow Connector - SOAP web service which allows users to
sign-off SAP activities i...
Living
GOOGLE
4.
Migrate
Migrations could be
split into 2:
- Manual (<600
documents) or
- Automated
Living
GOOGLE
DATABASE MIGRATION
Lotus Notes
Databases
BMAs
Dev
Apps
Core/
SaaS
- PDF
- Notes2Apps
● Migrate data/files to...
Living
GOOGLE
5.
Cutover & retire
Once we moved
across to the new
‘Google’ app we
provided training
and change
management....
Living
GOOGLE
APPLICATIONS CHANGE MANAGEMENT
Content
Manager
e-mail/
Screenshot
Briefing pack/
Video
Hangout/
Classroom
BM...
Living
GOOGLE
GOOGLE PROGRAMME PLAN
1. Audit
2. Diagnose 4. Migrate
5. Cutover & retire
Manage Change
Enlist Content Manag...
Living
GOOGLE
PROGRAMME GOVERNANCE
Technical/Compliance
Commercial
HumanResources
InformationServices
Change Board
Program...
Living
GOOGLE
3000>219Apps migrated
People
10x
Technology
Process
Living
GOOGLE
100k’s£Capex vs Opex
18-24monthsDepends on availability of resources in line with other business changes
4,1...
Living
GOOGLE
KEY LEARNING FROM
REMOVING LOTUS NOTES
FROM 2 COMPANIES
▸ Tenacity is key - prepare for a long ride
▸ Strong...
Living
GOOGLE
THANKS!
Any questions?
Living
GOOGLE
OUR PROCESS
1. Audit
2. Diagnose
3. Develop/build/test
4. Migrate
5. Cutover & retire
Living
GOOGLE
General Information Mail Environment Application Environment
The outcome of the Notes2Apps Scan
will be disc...
Living
GOOGLE
Notes2Apps Migration takes care of
moving the application data to Google
Apps or other platform
Living
GOOGLE
Appendix
Living
GOOGLE
Simplicity Principles
● General
o Least number of clicks
o Minimise dependencies
o Reduce volume
o Maximise ...
Living
GOOGLE
Go-live checklist - Project exit criteria
1. UAT complete and signed off
2. ELS length and exit criteria agr...
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Replacing Lotus Notes Applications and Databases with Google

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Winner of the 2016 Real IT Awards 2016 Digital Project of the year. http://www.real-it-awards.co.uk/rita-2016.html

Published in: Technology
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Replacing Lotus Notes Applications and Databases with Google

  1. 1. Living GOOGLE TRANSFORMING UNITED BISCUITS WITH GOOGLE BUSINESS APPLICATIONS People 10x Technology Process
  2. 2. Living GOOGLE THE JOURNEY! BACKGROUND We replaced Lotus Notes in KP in 6 months. We had a burning platform and needed to keep the solutions simple. For United Biscuits we had more time to develop standard solutions 2007 20132011 c.3000 2014 619 283 219 2016 ● Stakeholder support ● Cull - Delete as priority ○ e.g. unused > 1 year ● Training & Ownership ● NEGOTIATION - Onus on user to produce business case for converting. “I might need, someday” doesn’t cut it
  3. 3. Living GOOGLE RELENTLESS SIMPLICITY A simplicity agenda drove every interaction with the users and developers. Core simplicity principles can be found in Appendix.
  4. 4. Living GOOGLE OUR PROCESS 1. Audit 2. Diagnose 3. Develop/build/test 4. Migrate 5. Cutover & retire
  5. 5. Living GOOGLE 1. Audit We audited the whole Lotus landscape and categorised all databases and applications
  6. 6. Living GOOGLE The Audit tool from G-workplace was ran across all our Lotus Notes servers. This helped us understand the technical complexity of our landscape, usage and the scope of the conversion project. Audit needs sense checked with internal measures.
  7. 7. Living GOOGLE 2. Diagnose The diagnosis determined the future solution and roadmap for each of the categories
  8. 8. Living GOOGLE DELETE FIRST. DECIDE IF A CORE SYSTEM OR SAAS IS APPROPRIATE. BUSINESS USERS MANUALLY MIGRATED THE BMAs. UB DEVELOPED A FRAMEWORK FOR APPS SCRIPT BMAs (Business Move Apps) - Manual migration into Drive/Sites Development Apps - Built within Framework using Apps script/APIs Automated migration - Swing PDF - Export 631 - Notes2Apps Core or SaaS if appropriate
  9. 9. Living GOOGLE ID# Dev Group CONTENT OWNER CONTENT MANAGER Lotus d/b Name Developer AREA TRANSFER ? # Docs # Att. Risk FRICE Architecture Components Comments Notes2Apps Migration AppsScript framework Primary Google Service Technical/Compliance Commercial Human Resources Information Services MANAGE IN SHARED SHEET BY BUSINESS STREAM TRACK PROGRESS AND COMMUNICATE TO STAKEHOLDERS
  10. 10. Living GOOGLE 3. Develop/ build/ test The majority of databases could undergo a simple data/file migration but the more complex ‘applications’ had to be rebuilt
  11. 11. Living GOOGLE REUSABLE SUPPORTABLE FRAMEWORK DEVELOPED USING APPS SCRIPT. THIS COMPENSATED FOR SOME GAPS IN GOOGLE FUNCTIONALITY SQL
  12. 12. Living GOOGLE ▸ Cloud Platforms ▸ Google Apps Engine ▸ Apps Script ▹ Simplicity ▹ In-line with Google ▹ APIs ▸ Reusable frameworks ▹ Document tagging and management ▹ Workflow ▹ Reporting ▹ Integration with on-Premise applications ▹ Access to the business applications
  13. 13. Living GOOGLE ANY DEVICE, NO OPEX Standard Google
  14. 14. Living GOOGLE Place your screenshot here APPLICATION LAUNCHER Google does not provide a navigator for Sites. Apps Launcher provides only the Apps users are approved to use. ACT centralises all actions from every App
  15. 15. Living GOOGLE Sheets master html Generates and manages html forms and workflow. 1 per process SQL Cloud SQL Stores process and reporting data for App Form User facing form. Uses std Google CSS. Automated creation from Sheets OR custom Apps Script FORMBUILDER Place your screensh ot here 100workflowsSelf-help across HR, Finance, IS - Google Material Design standards applied
  16. 16. Living GOOGLE PROJECTS Approval checklist Registration Registers project name, assigns code, creates/updates Drive structure and sets sharing Simplified sign-off of approvals with comments. Configured to allow logical approval based on £ amount View Sheet based component surfaced in Sites. View by metadata and search 1,000+projectsNPD, Factory Trials, Infrastructure, Investment Approval
  17. 17. Living GOOGLE DOCUMENTS Tag & search Approval & timed Meta data tag documents in Drive. Advanced search and view Approve versions of documents. Timed reminders for re-editing/ approval NB: WE HAVE BUILT A NUMBER OF OTHER COMPONENTS NOT LISTED e.g. SAP Connector1,000+controlled documentsH&S, Audits, Procedures NB: Drive has 1M+ documents
  18. 18. Living GOOGLE Other Components ▸ SAP Workflow Connector - SOAP web service which allows users to sign-off SAP activities in Google ▸ Cloud SQL connectors - Facilitates 2-way data flow between Google Sheets and Cloud SQL databases. This was used to build the Capital tracking & forecasting solution illustrated below. ▸ Search Gadget - Unites searching across Google Sites and Drive ▸ Control for Drive - Maintains Google Drive structure and automates ownership transfer to Functional Drive
  19. 19. Living GOOGLE 4. Migrate Migrations could be split into 2: - Manual (<600 documents) or - Automated
  20. 20. Living GOOGLE DATABASE MIGRATION Lotus Notes Databases BMAs Dev Apps Core/ SaaS - PDF - Notes2Apps ● Migrate data/files to Drive/Sites ● Conversion to Sheets/Slides/Docs as necessary ● Burst embedded files to PDF ● Categorisation ● Apply standard *design Content Managers *DESIGN V2 in Material Design underway
  21. 21. Living GOOGLE 5. Cutover & retire Once we moved across to the new ‘Google’ app we provided training and change management. We also ‘burned the boats on the shore’ so there was no retreat
  22. 22. Living GOOGLE APPLICATIONS CHANGE MANAGEMENT Content Manager e-mail/ Screenshot Briefing pack/ Video Hangout/ Classroom BMAs YES YES Simple Apps YES YES OPTIONAL OPTIONAL Development Apps YES YES YES OPTIONAL Content Manager ● Migrates data/files ● Owns/creates content ● Communicates to user ● Drives traffic ● Manages access/admin ● Agrees removal of Lotus App
  23. 23. Living GOOGLE GOOGLE PROGRAMME PLAN 1. Audit 2. Diagnose 4. Migrate 5. Cutover & retire Manage Change Enlist Content Managers Change - App 2 3. Develop/build/test 3. Develop/build/test 3. Develop/build/test Change - App 2 Change - App 1 Build Frameworks Enlist Gurus Enlist PAs Transformation Labs Transformation Labs GApps Go-live Sell Benefits Define Programme Briefings/Roadshows
  24. 24. Living GOOGLE PROGRAMME GOVERNANCE Technical/Compliance Commercial HumanResources InformationServices Change Board Programme Management Migration Management Technical Management Programme Board Governance Model ● Programme Board - Senior Stakeholders - Exec level ● Change Board - Functional Heads ● Migration Management - Content Managers, Google Team, Developers/Partners ● Technical Management - Google Team, IT Team, Partners Google partners:
  25. 25. Living GOOGLE 3000>219Apps migrated People 10x Technology Process
  26. 26. Living GOOGLE 100k’s£Capex vs Opex 18-24monthsDepends on availability of resources in line with other business changes 4,100 usersApps free to use across company
  27. 27. Living GOOGLE KEY LEARNING FROM REMOVING LOTUS NOTES FROM 2 COMPANIES ▸ Tenacity is key - prepare for a long ride ▸ Strong sponsorship essential ▸ Internalise skills & manage partner ▸ Enlist early adopters to deliver project ▸ Change management is key ▸ Keep it simple - it’s twice as hard as delivering complexity but worth it ▸ Continually challenge WHY! ▸ Deliver 10x improvement. Do not replace like for like ▸ Start fresh with Access and Security Groups ▸ Users will be difficult so you need plan B, C.. ▸ Cross functional teams e.g. PROJECTS ▸ Use Google Material Design standards & Sites
  28. 28. Living GOOGLE THANKS! Any questions?
  29. 29. Living GOOGLE OUR PROCESS 1. Audit 2. Diagnose 3. Develop/build/test 4. Migrate 5. Cutover & retire
  30. 30. Living GOOGLE General Information Mail Environment Application Environment The outcome of the Notes2Apps Scan will be discussed and shared in a presentation
  31. 31. Living GOOGLE Notes2Apps Migration takes care of moving the application data to Google Apps or other platform
  32. 32. Living GOOGLE Appendix
  33. 33. Living GOOGLE Simplicity Principles ● General o Least number of clicks o Minimise dependencies o Reduce volume o Maximise reliability o Maximise comprehension ● Project o Create a burning platform o Empower team to make decisions  ‘A little less conversation a little more action’ o Don’t design by committee o Business ownership o Build FAST in iterations - fail FAST o Pareto ● Design o Square pegs in square holes o Don’t build for the exceptions o [Security] Everything is open unless there is a good reason not to o Intuitive interface - frictionless impedance o Start with the outcome in mind o Think small - not big o Minimise layers of stuff ● Data o Structure decided up front o Data cleansed o Delete if no future purpose o Minimise history transfer ● Process o Map and simplify before coding ● Supportability o Build in o User empowerment
  34. 34. Living GOOGLE Go-live checklist - Project exit criteria 1. UAT complete and signed off 2. ELS length and exit criteria agreed 3. Clear roles and responsibilities agreed for ongoing ownership and support 4. Comms plan and training complete a. Including all materials 5. AD/Google groups updated, tested and owned a. Process in place for changes and admin 6. Apps Launcher populated and tested for access a. Process in place for admin 7. Content signed off as complete and at required quality 8. App compliant with architecture standards 9. Detailed cutover plan with contingency plan 10. Signed-off by Change Board 11. RFC and handover documentation provided to Service Desk 12. Lotus Notes App removal agreed

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