Planning Ahead to Connect the Dots Between IBM Domino, Notes, Connections and the Cloud


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Planning Ahead to Connect the Dots Between IBM Domino, Notes, Connections and the Cloud

  1. 1. Planning Ahead toConnect the DotsBetween IBM Domino,Notes, Connectionsand the CloudFrancie Tannerpanagenda © 2013 Wellesley Information Services. All rights reserved.
  2. 2. What We’ll Cover …• Introduction• Infrastructure/IBM Connections• Regulation/Security• Cloud/Preparing your Migration• Wrap-up 2
  3. 3. Introduction• Francie Tanner, Technical Director, Americas  Over 15 years experience in IBM Notes and Domino consulting  Managing, architecting, and supporting 10-100,000 user environments  Experienced instructor and speaker  Is from Switzerland, lives in the Caribbean 3
  4. 4. Introduction (cont.)• Regardless if you’re thinking about going to the cloud, Connections, consolidating, or growing your environment:  Crucial data lives in various places in your IT infrastructure  Doing any of the above projects requires you to look at this data in a “big picture” view• The challenge: How do you connect the various information silos?  Knowledge is spread out in the environment in numerous repositories on several servers  In many situations, companies aren’t even aware of the information available to them 4
  5. 5. Introduction (cont.)• Scope and theme of this session  There is no such thing as a “one size fits all” solution to this problem  But we can show you where and how to look to make sense of your connected environment  You don’t necessarily need a third-party product or vendor to help you  If you haven’t noticed by now, this isn’t a technical integration session  Three customer scenarios are covered where we’ve helped cope with these types of issues 5
  6. 6. What We’ll Cover …• Introduction• Infrastructure/IBM Connections• Regulation/Security• Cloud/Preparing your Migration• Wrap-up 6
  7. 7. Infrastructure/IBM Connections• Leveraging the full potential of IBM Connections can have a significant impact on your IT environment  Connecting end-user knowledge to projects and communities  Providing wikis or Knowledge Bases  File repositories to store data outside of email  Discussion boards, forums, blogs• Your reason to deploy Connections depends on your IT strategy  What you want to measure/know more about, hence, depends on that, too 7
  8. 8. Infrastructure/IBM Connections (cont.)• Important not only in this example: Know your baseline!  What amount of _____ (fill in the blank focus area) are you doing today?• Server metrics and statistics help you gain transparency 8
  9. 9. Infrastructure/IBM Connections (cont.)• How do you plan a Connections implementation and introduce it to employees?  Who gets access?  Who is my pilot group?  Which mail servers/regions/organization levels?  How do you communicate your goal to employees?  Do organizational policies have to be created by management?  Files larger than __ have to live in Connections  All communication around a certain project lives in Connections 9
  10. 10. Infrastructure/IBM Connections (cont.)• Customer example: “What effects will Connections have on my Domino mailing infrastructure?”  Primary goal: Reducing the Domino mail volume  Primary goal: Reducing the number of large attachments in Domino databases  Secondary goal: Gain better server performance with less traffic, which in turn leads to server consolidation potential 10
  11. 11. Infrastructure/IBM Connections (cont.)• Customer example: Messaging baseline and impact  Domino Statistics (gathered via STATREP.NSF)  Mail.TotalRouted (Mail.Delivered/Mail.Transferred)  Mail.DeliveredSize.* (Mail.TransferredSize.*)  File  Export  Comma Separated Value  Combine results of multiple servers in spreadsheet calculation software• See Andy Pedisich’s blog at on how to process cumulative statistics in spreadsheet calculation programs 11
  12. 12. Infrastructure/IBM Connections (cont.)• Customer example: IBM Connections metrics  Connections Files Servermetrics (gathered via Web browser)  URL: https://your.connections.server/files/app#/statistics  File sharing details/user activity 12
  13. 13. Infrastructure/IBM Connections (cont.)• Summary: What information do we understand better now?  Our Domino mail volume in general and attachment size distribution  Information on how many users use the Files application  Data on the files being attached  Over time, effectiveness of the Connections implementation• Connecting the above dots tells you if and how the goals are being achieved  Continuous analysis is needed here 13
  14. 14. Infrastructure/IBM Connections (cont.)• Bonus tip: other Connections server metrics exist  Only basic information is provided, IBM Cognos is not required  Activity Stats: https://your.connections.server/activities/service/html/serverme trics  Community Stats: https://your.connections.server/communities/service/html/serve rmetrics 14
  15. 15. What We’ll Cover …• Introduction• Infrastructure/IBM Connections• Regulation/Security• Cloud/Preparing your Migration• Wrap-up 15
  16. 16. Regulation/Security• Fact: The way we collaborate is constantly evolving  New collaboration solutions come and go  Chat and VOIP solutions are adopted and decommissioned  Remember the 360 degree turn of ICQ?  Mobile device access is relatively new and “addictive”  This means constantly evolving security, standardization, and integration challenges  Company mergers and migrations sometimes force change  Labor laws and regulations, such as Sarbanes-Oxley, SEC, and HIPAA, apply  Think electronic information retention 16
  17. 17. Regulation/Security (cont.)• Let’s look at one of these unusual and interesting examples now ...• Customer Example: Volkswagen decided to turn off BlackBerry email forwarding outside working hours• Customer Example: Atos announced an intended ban of internal emails in 2014• Social responsibility pressure is building, particularly among large European companies because of the above 17
  18. 18. Regulation/Security (cont.)• Former “nice to have“ technical information suddenly has management attention  Such as mail volume forwarded to BlackBerry devices during non-business hours  Such as total amount of email processed per month  Such as alternative collaboration methods to be implemented and measured 18
  19. 19. Regulation/Security (cont.)• Basic questions:  How many emails are sent through our messaging environment?  How many of those are sent to or from mobile devices?• Knowledge Repositories  Domino Statistics (gathered via STATREP .NSF as before)  Mail.Delivered  Mail.Transferred 19
  20. 20. Regulation/Security (cont.)• Knowledge Repositories  Traveler Statistics (gathered via STATREP.NSF as before)  Traveler.DeviceSync.Documents.ToDevice.Mail.Add  Traveler.DeviceSync.Documents.ToServer.Mail.Add  BES Statistics (gathered via SNMP browser)  blackBerryServer.besTotMsgsSent.0 ( SNMP OID: )  blackBerryServer.besTotMsgsRecvd.0 ( SNMP OID: ) 20
  21. 21. Regulation/Security (cont.)• Advanced questions:  Group information per weekday, rather than on a simple time axis  Group information per work shift within a weekday 21
  22. 22. Regulation/Security (cont.)• Information Ninja-level questions:  Break down the information to identify region, location, and department volume  Connecting messaging information with HR data helps 22
  23. 23. Regulation/Security (cont.)• Customer gained transparency on:  What the actual collaboration usage patterns are  What measures are reasonable to enforce in their situation• Customer approach as a result:  Organizational policy that discourages outside work hour mobile device email activity  Continuously checking mail volume to verify policy compliance• Options down the line:  Analysis broken down to locations and departments enables pin-point measures  If continuous compliance measurements aren’t satisfactory, service restrictions may need to be implemented 23
  24. 24. What We’ll Cover …• Introduction• Infrastructure/IBM Connections• Regulation/Security• Cloud/Preparing your Migration• Wrap-up 24
  25. 25. Cloud/Preparing Your Migration• Core question in every migration – what do you have to migrate?  We’re assuming you’ve answered the “why” at this point• Migration destinations: XPages, Notes Web Plugin, LotusLive, Traveler, something else, etc.• Knowing your environment is a basic requirement  Database activity and resource usage  User behavior and activity patterns• The data you need is already in your LOG.NSF (and CATALOG.NSF), we simply need to turn it into useful information 25
  26. 26. Cloud/Preparing Your Migration (cont.)• DB Activity: LOG.NSF – documents with form type “Activity”  Answers baseline questions around what is used, not used, size  View selection formula: SELECT FORM = "Activity"  Add columns that are interesting in your scenario 26
  27. 27. Cloud/Preparing Your Migration (cont.)• DB Activity: LOG.NSF – database activity details  Note there is a 1,400 activity entry maximum per database (FIFO)  There is also a 64K size limit for the user activity  More details in IBM Technote #1086245 27
  28. 28. Cloud/Preparing Your Migration (cont.)• DB Activity: CATALOG.NSF  Related information, but different focus  Full text index details  Replication information  ACL overview  Note: maintenance tasks ... 28
  29. 29. Cloud/Preparing Your Migration (cont.)• When is user activity a topic?  Can be important when consolidation is a part of the migration  DB activity summaries are limited by technical restrictions, raw user data not so much  When differentiating between server and user activity• Why are usage patterns important?  Learning how users use Notes or other software  Such as before migrating to XPages, Notes browser plugin  Identifying “abnormal” access  Terminated users still accessing systems, huge amounts of data transfer, etc. 29
  30. 30. Cloud/Preparing Your Migration (cont.)• How can we extract that kind of data?  Simple user activity via view in your log.nsf, export to CSV  Session activity/usage patterns via script or third-party tools 30
  31. 31. Cloud/Preparing Your Migration (cont.)• User Activity: LOG.NSF – basic information is easy to extract  File  Export  Comma Separated Value  Combine results of multiple servers in spreadsheet calculation software 31
  32. 32. Cloud/Preparing Your Migration (cont.)• Summary: What kind of questions can we now answer?  Which databases are used/unused?  What kind of traffic do we see on different servers?  What is the proportion between storage requirement and activity?  Which users generate which amount of server traffic?  Where are the users geographically in relation to the information? 32
  33. 33. Cloud/Preparing Your Migration (cont.)• All this can tell you ... and more  How much space is needed in the new cloud solution  Which databases or servers can be decommissioned  Which databases should move closer to users  How much traffic is expected in the new cloud solution 33
  34. 34. What We’ll Cover …• Introduction• Infrastructure/IBM Connections• Regulation/Security• Cloud/Preparing your Migration• Wrap-up 34
  35. 35. 7 Key Points to Take Home1. Useful information lives everywhere, existing and custom views in IBM Domino, Connections, Traveler, and other logs, catalogs2. Exporting data and making it user friendly goes a long way  You may already have the answers to questions, but don’t know where to look1. Combining different data sources in spreadsheet format paints a connected “big picture”2. Be sure to check out those Connections and Traveler URLs 35
  36. 36. 7 Key Points to Take Home (cont.)5. You can’t truly migrate, expand, consolidate without knowing your baseline6. Even though we don’t go into day-to-day monitoring and statistics in here, it’s crucial; learn more about this7. There is no one-size-fits-all solution for everyone, as each project is different 36
  37. 37. Your Turn! How to contact me: Francie Tanner 37