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Lotus Notes Migration


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Lotus Notes Migration

  1. 1. Enterprise Lotus Notes Migration to SharePoint A Practical Strategy, Approach, and Roadmap
  2. 2. Agenda <ul><li>Introductions </li></ul><ul><li>About Optimus BT </li></ul><ul><li>The Strategy – Why do this? </li></ul><ul><li>Our Approach to Lotus Notes Migrations </li></ul><ul><li>A Practical Strategy </li></ul><ul><li>Migration Approach </li></ul><ul><li>Enterprise Roadmap </li></ul><ul><li>Call to Action </li></ul>
  3. 3. About Optimus BT <ul><li>Leading Provider of SharePoint Solutions since 2002 </li></ul><ul><ul><li>Focus on Business, Operational and Technology Innovations in SharePoint, CRM Integrations, Portals, Business Intelligence and Collaboration </li></ul></ul><ul><ul><li>First company with connectors for, MS CRM, Lotus Notes, Active Directory to SharePoint </li></ul></ul><ul><ul><li>Horizontal and Vertical Solutions </li></ul></ul><ul><ul><ul><li>E-Procurement and Shopping Cart Solutions for SharePoint </li></ul></ul></ul><ul><ul><ul><li>Legal Case Management Solution for SharePoint </li></ul></ul></ul><ul><ul><li>Core Competency in Migrations from Lotus Notes, QuickPlace or SharePoint to MOSS 2007 </li></ul></ul><ul><ul><li>60+ SharePoint Implementations with Fortune 500, Mid-Market, Government, and Non-Profits </li></ul></ul><ul><ul><li>Primarily US based Customer base with customers in Sweden, UK, Canada, among other places </li></ul></ul><ul><ul><li>50+ Engineers and Consultants with SharePoint development and solution experience </li></ul></ul>
  4. 4. A Partial list of Customers
  5. 5. About Optimus BT <ul><ul><li>MOSS 2007 Deployments – Intranets, Extranets, and Portals </li></ul></ul><ul><ul><li>Collaborative Business Applications – Custom web parts, applications in SharePoint; Workflow solutions in SharePoint </li></ul></ul><ul><ul><li>Business Intelligence and Dashboards – OLAP and Analysis Services; Reporting Portals; KPIs </li></ul></ul><ul><ul><ul><li>CRM Reporting Applications, </li></ul></ul></ul><ul><ul><ul><li>Financial Reporting Applications </li></ul></ul></ul><ul><ul><li>Migrations – Lotus Notes, QuickPlace </li></ul></ul><ul><ul><li>Document Management and Content Management – Document Workflow; Document Security; Meta-data and Content Management; Integration with Fax and Scanning services; PDF Integrations </li></ul></ul><ul><ul><li>Project Management Implementations </li></ul></ul>
  6. 6. About Optimus BT <ul><li>Optimus BT Products and Add-ons </li></ul><ul><ul><li>SecureDoc – Provides Document Management features to SharePoint </li></ul></ul><ul><ul><li>Legal Case management and E-Discovery Solutions </li></ul></ul><ul><ul><li>CRM Lite for SharePoint </li></ul></ul><ul><ul><li>Reporting and Performance Dashboards for SharePoint </li></ul></ul><ul><ul><li>User Self Service Suite – self service password reset, user profile and AD Management delegation capability </li></ul></ul><ul><ul><li>SharePoint Connectors for, Lotus Notes, MS CRM, SQL Reporting Services, Clientele. </li></ul></ul><ul><ul><li>SharePoint Business Solutions – </li></ul></ul><ul><ul><ul><li>Shopping Cart for SharePoint; </li></ul></ul></ul><ul><ul><ul><li>E-Procurement solution for SharePoint; </li></ul></ul></ul><ul><ul><ul><li>Credit Card solutions for SharePoint; </li></ul></ul></ul><ul><ul><ul><li>Map solutions for SharePoint; </li></ul></ul></ul><ul><ul><ul><li>HR Performance management solutions for SharePoint </li></ul></ul></ul>
  7. 7. Executive Summary – Lotus Notes Migration Strategy <ul><li>Gaps - </li></ul><ul><li>Lotus Notes does not adequately serve the business due to lack of functionality and legacy platform and applications. </li></ul><ul><li>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 </li></ul><ul><li>Recommendations - </li></ul><ul><li>A collaboration environment recommended to the SharePoint is to be implemented on a priority basis. </li></ul><ul><li>A full migration from Lotus Notes apps is justified along with a full migration to Exchange </li></ul><ul><li>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. </li></ul><ul><li>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 </li></ul>
  8. 8. Modernizing Application Infrastructure
  9. 9. Why migrate from Lotus Notes?
  10. 10. The Basis for a Business Case to Migrate from Lotus Notes to SharePoint <ul><li>Reducing Costs </li></ul><ul><ul><li>Increased Self Service functions leading to reduced number of support and development resources </li></ul></ul><ul><ul><li>Reduced number of Servers for Maintenance compared to Lotus Notes Farm </li></ul></ul><ul><ul><li>Common Platform for managing hundreds of applications will limited administrative resources </li></ul></ul><ul><ul><li>Integrated Infrastructure – AD, Exchange, SharePoint, Content Management, Security </li></ul></ul><ul><li>Improving Business Processes and Collaboration </li></ul><ul><ul><li>Allows for Internal and External Communication through Web Based Sites and Collaboration Infrastructure </li></ul></ul><ul><ul><li>Integration with systems possible through open technologies like XML, Web Services and Open Document Format of Microsoft Office </li></ul></ul><ul><li>Cost Effective Solution for a lot of Enterprise Requirements – the 80% solution </li></ul><ul><ul><li>Document Management </li></ul></ul><ul><ul><li>Forms Management </li></ul></ul><ul><ul><li>Enterprise Reporting </li></ul></ul><ul><ul><li>Web Content Management </li></ul></ul>
  11. 11. Our Approach to Lotus Notes Migrations
  12. 12. Thoughts on Lotus Notes and Migrations <ul><li>Lotus Notes, as intended by design, was meant to be a group collaboration and rapid application development platform. </li></ul><ul><li>Focus on creation of the Collaboration Environment of the Future </li></ul><ul><ul><li>SharePoint is our recommendation for a Platform to replace Lotus Notes Applications </li></ul></ul><ul><li>Migration should be more than a “zero sum” game </li></ul><ul><li>Line of Business and complex applications in Lotus Notes were never meant to be built in Lotus Notes </li></ul>
  13. 13. Improving and Optimizing instead of just Migrating!
  14. 14. Establishing a Collaboration Strategy in your Organization
  15. 15. Establishing a Collaboration Strategy in your Organization <ul><li>“ Filling the collaboration white space between systems, people and Business Users across organizational boundaries through Integration, Collaboration and Personalization” </li></ul><ul><ul><li>SharePoint allows organizations to create collaboration applications for focused audiences and for specific purposes. </li></ul></ul><ul><ul><ul><li>Customer, Employee, Partner, Supplier focused </li></ul></ul></ul><ul><ul><ul><li>Product, Project, Topic, and Issue related with the help of focused sites or better content management/tagging </li></ul></ul></ul><ul><ul><ul><li>Applications include Customer Services, Discussion Boards, Knowledge Management, Search, Document Repositories </li></ul></ul></ul><ul><ul><li>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 </li></ul></ul><ul><ul><ul><li>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 </li></ul></ul></ul><ul><ul><li>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 </li></ul></ul>
  16. 16. The Strategy
  17. 18. Lotus Notes Migration Strategy <ul><li>The Lotus Notes Migration Strategy is integrally connected and interlinked to the Collaboration roadmap </li></ul><ul><ul><li>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 </li></ul></ul><ul><ul><li>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 </li></ul></ul><ul><ul><li>In the future IT will own the overall environment, standards, templates for applications/sites but the business will own the applications itself </li></ul></ul><ul><ul><ul><li>The concern of Sprawl will be controlled based on a Strict adherence to a Governance and approval strategy </li></ul></ul></ul><ul><li>The new environment replacing Lotus Notes should be a “Secure Managed Environment for Business Collaboration” </li></ul><ul><ul><li>Enabling Template Driven Functionality Common Across the Enterprise </li></ul></ul><ul><ul><li>Enabler of Internal and External Collaboration </li></ul></ul>
  18. 19. Lotus Notes Migration Strategy <ul><li>The boundaries around the new Environment should be </li></ul><ul><ul><li>To not be a traditional application development environment instead be a enterprise template driven application environment </li></ul></ul><ul><ul><li>Will have Governance rules and regulations in terms of Privacy, Intellectual Property protection, Compliance, Security, Search-ability </li></ul></ul><ul><ul><li>Will be a scalable platform to support all of internal and external collaboration and site development needs </li></ul></ul><ul><li>The model will be driven based on user self service </li></ul><ul><li>The new SharePoint Collaboration implementation roadmap will need to be synchronized with other Enterprise Initiatives </li></ul><ul><ul><li>SharePoint will be here to stay – so how do we accommodate and modify Enterprise Strategy based on that? </li></ul></ul>
  19. 20. Justification for SharePoint as the Target Platform for Lotus Notes Migrations <ul><li>Notes mail migration already being planned in many organizations to Exchange and Outlook </li></ul><ul><ul><li>Key Driver for Notes Application Migration and establishing SharePoint as a Collaboration Platform </li></ul></ul><ul><li>Active Directory replacing Lotus Notes Directory for Network and User Directory Services </li></ul><ul><li>The only enterprise product that provides the integration and collaborative features with Outlook, Active Directory and Microsoft Office is SharePoint. </li></ul><ul><li>SharePoint could easily replace the Rapid Application development feature set of Lotus Notes. </li></ul><ul><li>SharePoint is self service driven and therefore will need less development resources than a new Lotus Notes environment </li></ul>
  20. 21. Approach for Migration
  21. 22. Lotus Notes Portfolio Analysis <ul><li>What is the size of the Lotus Notes application Portfolio? </li></ul><ul><ul><li>How many applications? </li></ul></ul><ul><ul><li>How many of these applications are in use and how many can be archived? </li></ul></ul><ul><ul><li>How often are the applications used? </li></ul></ul><ul><ul><li>What types of applications are these? </li></ul></ul><ul><ul><li>How many forms, documents, and data exist within these applications? </li></ul></ul><ul><ul><li>Which applications need historical data to be moved over? </li></ul></ul><ul><li>What is the complexity of these applications? </li></ul><ul><ul><li>Low Complexity – Simple forms, document libraries, discussion boards </li></ul></ul><ul><ul><li>Medium Complexity – sets of forms or document libraries with validation logic, views, workflow, user roles, security </li></ul></ul><ul><ul><li>Email Enabled Applications – which applications are email enabled versus which are not. </li></ul></ul><ul><ul><li>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. </li></ul></ul>
  22. 23. Approach for Lotus Notes Migration <ul><li>Functional Process Areas based Migration – Similar clusters of applications to be migrated together </li></ul><ul><ul><li>Allows for Vertical and Horizontal Integration of Applications when being migrated </li></ul></ul><ul><ul><li>Opportunity for optimization of workflow and business process within the Process Areas </li></ul></ul><ul><ul><li>Opportunity to synchronize operational support and training based on Process Areas – utilizing resources from the business </li></ul></ul><ul><ul><li>Can be used as a mechanism for prioritization for migration </li></ul></ul><ul><ul><li>Allows for establishing a charge back model for the cost of Migration to the Business </li></ul></ul>
  23. 24. Approach for Lotus Notes Migration <ul><ul><li>Pre-Migration – Plan and co-ordinate migration process with the business area and operational support personnel </li></ul></ul><ul><ul><li>Reconfirm Complexity Ranking - Develop Business and Architecture criteria for migration </li></ul></ul><ul><ul><ul><li>Business Criticality [High, Medium, Low] </li></ul></ul></ul><ul><ul><ul><li># of Interfaces and type of Interface [Inbound or Outbound] with other systems </li></ul></ul></ul><ul><ul><ul><li>Currently managed and maintainable application [Yes/No] </li></ul></ul></ul><ul><ul><ul><li>Scheduled for Retirement [Yes/No] </li></ul></ul></ul><ul><ul><ul><li>Use of Application in the future [Increase/Decrease] </li></ul></ul></ul><ul><ul><li>Confirm Discard and Archiving Policy – Confirm for each Process Area the Discard, Archive, Migration and Maintenance </li></ul></ul><ul><ul><li>Develop Discard, Archive, Migration and Maintenance policies for the Lotus Notes Applications </li></ul></ul>
  24. 25. Approach for Lotus Notes Migration <ul><ul><li>Migration – Implement Migration Processes for the Process Areas coordinating with Lotus Notes team, Infrastructure team etc. </li></ul></ul><ul><ul><li>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. </li></ul></ul><ul><ul><li>ARCHIVING – Send confirmatory email for archiving to application owner group about archiving policy. </li></ul></ul><ul><ul><li>MIGRATION – Migrate the 1, 2, and 3 Complexity applications to SharePoint and Microsoft Forms Server [InfoPath] Platforms </li></ul></ul><ul><ul><ul><li>First consolidate and migrate the applications that have common designs/templates in Notes </li></ul></ul></ul><ul><ul><ul><li>Look for opportunities for Logical Consolidation </li></ul></ul></ul>
  25. 26. Approach for Lotus Notes Migration <ul><ul><li>Post - Migration – Implement Operational Support, and Training Processes </li></ul></ul><ul><ul><li>Setup users, roles, groups and provide access to the new applications </li></ul></ul><ul><ul><li>Provide Training to the users </li></ul></ul><ul><ul><li>Provide to Operational Support and IT teams supporting the business </li></ul></ul><ul><li>Long Term Maintenance – For the 4 and 5 complexity applications planning for long term maintenance </li></ul><ul><ul><li>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. </li></ul></ul><ul><ul><li>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 </li></ul></ul><ul><ul><ul><li>Project Management Databases, Case Management Databases, Track It! Databases, etc. </li></ul></ul></ul><ul><ul><li>Web enable applications meant for long term maintenance </li></ul></ul><ul><ul><li>Potentially Outsource to low cost centers the overall management and maintenance of the applications </li></ul></ul>
  26. 27. Migration Roadmap
  27. 28. Overall Migration Roadmap
  28. 29. Planning Phase <ul><li>Infrastructure Planning </li></ul><ul><ul><li>Develop Sizing Requirements for the Infrastructure based </li></ul></ul><ul><ul><li>on FFIC projected needs </li></ul></ul><ul><ul><li>Planning Integrations with Active Directory, Exchange, and others </li></ul></ul><ul><ul><li>Security Design – Roles, Users, Groups, Applications; Integration with SSI Initiative </li></ul></ul><ul><ul><li>Systems Requirements – Server Infrastructure Design, Phased Implementation based on the roll-out and capacity of the platform </li></ul></ul>
  29. 30. Planning Phase <ul><li>Application Management Planning </li></ul><ul><ul><li>SharePoint Platform Design – Develop Architecture and Design of the SharePoint </li></ul></ul><ul><ul><li>Developer Training – Training to Lotus Notes team and management in the new Platform </li></ul></ul><ul><ul><li>Governance – </li></ul></ul><ul><ul><ul><li>Governance for User Self Service, Departmental Controlled, Enterprise Applications models for SharePoint </li></ul></ul></ul><ul><ul><ul><li>Governance for control, and approval processes </li></ul></ul></ul><ul><ul><ul><li>Policy Implementation procedures for Security, Intellectual Property Protection, Privacy, and Compliance </li></ul></ul></ul>
  30. 31. Planning Phase <ul><li>Business Management Planning </li></ul><ul><ul><li>Confirm and Prioritize the order in which SharePoint will be </li></ul></ul><ul><ul><li>rolled out and Lotus Notes applications migrated </li></ul></ul><ul><ul><ul><li>Function, Process Area, Business Unit </li></ul></ul></ul><ul><ul><li>Develop a Training Plan with IT </li></ul></ul><ul><ul><li>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 </li></ul></ul><ul><li>Support and Operations Planning </li></ul><ul><ul><li>Develop Backup Recovery, Disaster Recovery and other operational support plans </li></ul></ul><ul><ul><li>Develop a training plan for Support and Operation </li></ul></ul>
  31. 32. Implementation Phase <ul><li>Infrastructure Implementation </li></ul><ul><ul><li>SharePoint Server Farm Implementation </li></ul></ul><ul><ul><li>Integration with Active Directory, Exchange </li></ul></ul><ul><ul><li>Security Implementation </li></ul></ul><ul><li>Application Management </li></ul><ul><ul><li>SharePoint Configurations </li></ul></ul><ul><ul><li>SharePoint FFIC Extensions </li></ul></ul><ul><ul><li>Template Development </li></ul></ul><ul><ul><li>Workflow Development </li></ul></ul>
  32. 33. Implementation Phase <ul><li>Business Management </li></ul><ul><ul><li>Policies and Procedures </li></ul></ul><ul><ul><li>Self Service </li></ul></ul><ul><li>Support and Operations </li></ul><ul><ul><li>Policies and procedures </li></ul></ul><ul><ul><li>Help Desk </li></ul></ul><ul><ul><li>Knowledge Base </li></ul></ul>
  33. 34. Migration Phase <ul><li>Infrastructure </li></ul><ul><ul><li>Migration Environment Setup </li></ul></ul><ul><ul><li>Lotus Notes Server Consolidation </li></ul></ul><ul><ul><li>Implement Archive / Discard Procedures </li></ul></ul><ul><li>Application Management – Repeated for each Process area </li></ul><ul><ul><li>Pre migration Procedures by Process Area </li></ul></ul><ul><ul><li>Migration Mappings by Process Area Application Clusters </li></ul></ul><ul><ul><li>Content and Data Migration by Process Area Clusters </li></ul></ul><ul><ul><li>Post Migration Procedures by Process Areas </li></ul></ul>
  34. 35. Migration Phase <ul><li>Business Management </li></ul><ul><ul><li>Pre-Migration validation of Migration Plan by Process Areas </li></ul></ul><ul><ul><li>Post Migration Business process adjustments </li></ul></ul><ul><li>Support and Operations </li></ul><ul><ul><li>Post Migration Operations Plan </li></ul></ul>
  35. 36. Phase Out <ul><li>Infrastructure </li></ul><ul><ul><li>Retire Lotus Notes Client </li></ul></ul><ul><li>Application Management </li></ul><ul><ul><li>Enterprise Initiative mapping </li></ul></ul><ul><ul><li>Packaged Software mapping </li></ul></ul><ul><ul><li>Web Enable Applications </li></ul></ul><ul><li>Business Management </li></ul><ul><ul><li>Application Portfolio Planning </li></ul></ul><ul><ul><li>Phase Out Planning </li></ul></ul><ul><li>Support and Operations </li></ul><ul><ul><li>Complex Application Maintenance </li></ul></ul><ul><ul><li>Low Cost Outsourcing </li></ul></ul>
  36. 37. Call to Action <ul><li>Do an assessment of your Lotus Notes Environment </li></ul><ul><li>Develop a strategy for Collaboration and Migrations </li></ul><ul><ul><li>Strategy is about building consensus and a plan for the way forward! </li></ul></ul><ul><li>Involve the Business Early and Often – this will affect the way they do business </li></ul><ul><li>Create a Business Case for Migrating to SharePoint </li></ul><ul><li>Develop a cost basis on a per user/per application basis for budgeting at an IT or Business Area level </li></ul>
  37. 38. Developing a Successful Strategy for Lotus Notes <ul><li>Analysis and Understanding of your Lotus Notes Portfolio </li></ul><ul><li>Building Consensus around SharePoint as the future replacement for Lotus Notes as a Collaboration Platform </li></ul><ul><li>Top Down Enterprise Portfolio Analysis – Lotus Notes Applications in the context of the Enterprise Systems </li></ul><ul><li>Building Consensus around the Lotus Notes Migration Strategy </li></ul><ul><li>Testing and Proving the Strategy with Proof of Concepts with Participation from the Business </li></ul>