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How to migrate from Lotus Notes to SharePoint 2013 or SharePoint Online


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Here I'll share with you all the tips and tricks on how you can migrate from Lotus Notes to SharePoint/SharePoint Online. I'll explain what you should look after, and I'll give you the tips you need to have success with this migration yourself, I'll even throw in some scripts which will make sure that the data is in better shape after it gets to SharePoint ( powershell scripts, and c# code to clean up the HTML and to rewrite the hyperlinks, and how to rewrite the Notes Forms) This is a real life example. This is a killer session.

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How to migrate from Lotus Notes to SharePoint 2013 or SharePoint Online

  1. 1. How to migrate from Lotus Notes to SharePoint 2013 or SharePoint Online Speaker: Knut Relbe-Moe 15th November 2014 Host: Matthew Hughes
  2. 2. My Experience:  SharePoint evangelist, mentor, speaker  Old developer, turned Architect / ITPro  Have worked with SharePoint since the 2003 version.  Worked with several clients upgrading their solution from 2007/2010 to 2013.  Works as a Lead Architect and advisor creating SharePoint Farm architecture/infrastructure on many projects. With up to 25.000 users.  Worked with automating the installation and configuration of SharePoint. Knut Relbe-Moe Manager/Chief Architect Technical LeadSharePoint AvegaGroup AS,Oslo, Norway Microsoft Certified Trainer Office 365 MVP Founder of NIWUG Twitter: @sharePTkarm Email: Blog: Skype:shareptkarm Mobile: 0047-98224609
  3. 3. Thank you to our O365EU Sponsors
  4. 4. Thank you to our organizers Matthew Hughes Aaron Bell
  5. 5. Agenda 1 How to migrate from Lotus Notes 2 2 Real world projects 3 Tools 4 Demo 5 Summary / Next
  6. 6. How to migrate from Lotus Notes 1 2 3 Analyze the data Migrate the data from Notes to SharePoint/SharePoint Online Clean up the data 4 Decide which data to be migrated
  7. 7. 1. Analyze the data Migration Assessment Process Application Inventory Data Analysis Estimation Facts and Findings Tasks • Collect data of all existing LN Apps. •Conduct interview with application owners • Categorize and generate inventory of existing LN App. Outcomes • LN Application Inventory. Migration Roadmap Tasks • Complexity Classification. •Recommend Migration Approach. Outcomes • List of target applications with complexity level and recommended platforms. • Migration approach. Tasks • Apply norm and estimation process to calculate the estimated effort. • Cost calculation. Outcomes • Effort Estimation. • Cost Estimation. Quotation
  8. 8. 1. Analyze the data 1. Collect a list of relevant LN databases 2. Interview sessions 3. Technically propose the consolidation 5. Estimate the size and complexity of applications. 6. Estimate efforts based on applications’ complexity and norms 7. Estimate the cost and duration for full migration of all databases to SharePoint
  9. 9. 1. Analyze the data  Great tool from AvePoint, DocAve Migratoor Tool: C:Program FilesAvePointDocAve6Agentbin
  10. 10. 1. Analyze the data  Decide which target platform to use  Just SharePoint with SharePoint Lists and Forms  Or Access Services with list as datasource or sql database.  Things to watch out for  List Treshold, usually notes can have many list items, more then 100.000, SharePoint have a treshold on 5000, so then you need to split up the list in many lists.  This can be achived either with the 3rd party tool, or you can create new views in Notes, to get more control over where the split would be.
  11. 11. 1. Analyze the data: Application Inventory Work Flow Business and workflow of Lotus Notes App Request Change Business No of request from customer to change business Expected Relaunch Customer’s Go-Live Expected date Consolidate Yes or No Merge Define here are other applications that will be used for merging DB Size Capability of full Lotus Notes DB (MB) Total Records Total No of documents from Lotus Notes app Monthly Created Record No of documents created monthly Total Users Role No of User Roles from Access Control List (ACL) Total User No of Users using Lotus Notes App Migrated Forms No of Forms that will be migrated Migrated Sub-form No of Sub-form that will be migrated Migrated Views No of Views are using Migrated Report No of Report are using Agents No of Manually or Scheduler Agents are running
  12. 12. Data mapping Lotus Notes SharePoint Text Single line of Text Multiline of Text Date/Time DateTime Number Number DialogList/Combobox Choice – Drop down list Checkbox/ListBox Choice – Checkboxs Radio button Choice – Radio Buttons Rich Text Enhanced Rich Text Names People or Group Currency Currency Calculated Calculated
  13. 13. Effort Estimation Schema Functions Migration Data Migration Migration Effort Function migration • Count number of LN Databases associated with each target application. Data migration • Develop data migration script. • Overheads for each active database. • Using data migration tool Total Effort = Migration Effort + Training & Support
  14. 14. 3. Migrate the data from Notes to SharePoint/SharePoint Online 1 2 Write your own Code Choose a 3trd party tool – Lotus to SharePoint Migration tools
  15. 15. 4. Clean up the data 1 2 Write Code to clean up HTML Write Code to convert Links Convert Lotus Notes Forms to SharePoint Forms Lialis have created a tool to convert to SharePoint Form Designer forms, and currently works on versions for Nintex Forms and KwizCom Forms.
  16. 16. Demo
  17. 17. Real world examples – Oslo Police Department Notes SharePoint
  18. 18. Notes application consisted of list and different forms Real world examples – Oslo Police Department Many different notes databases that should be migrated to SharePoint 2013 Amount items in Notes varies from 1000 to 100000 items. Many different Notes Forms who had to be redrawn Different views needed to be remade in SharePoint.
  19. 19. Real world examples - Storebrand Old Intranett based on Notes Should be migrated to SharePoint Online Navigation should also be migrated Old Intranet with over 5000 pages to transfer to SharePoint Online Different page layouts had to be recreated in SharePoint Site structure had to be recreated in SharePoint Had to write code to create Metadriven Navigation Had to write code to convert links Had to write code to clean up HTML
  20. 20. Tools Following tools was used:  AvePoint Migration Tool  AvePoint DocAve Lotus Notes Migration Tool  SPForms Designer  Lialis Lotus Notes Domino form Converter to SharePoint Forms Designer
  21. 21. Tools
  22. 22. Demo
  23. 23. Next? If you need help with Notes migration contact me. I’ll also write a blog about this, and share my scripts.
  24. 24. Questions?  Knut Relbe-Moe   Twitter: @shareptkarm  LinkedIn:  Blog:
  25. 25. Thank you to our O365EU Sponsors
  26. 26. Thank you to our organizers Matthew Hughes Aaron Bell
  27. 27. Thank you!