Notes Migrations Don't Have to be Hard

Notes Migrations Don’t Have to be Hard!!
Dan Barker – Global Product Manager
Dell Software

Who on earth is Dan Barker?
© 2014, Information Control Company2
• Global Product Manager for Dell Software
• Worked with SharePoint since the “Tahoe” days
• Developer, architect, financial/data analyst, GM
• Prior work at multiple fortune 500 companies
• Work from the Microsoft campus in Redmond
• I am not related to Bob Barker
• Sports Nut/ Detroit Tigers fan
dan.barker@software.dell.com
www.dan-barker.com
@barkingd

The Business Case
• It all started with wanting to get off of Lotus
Notes Support
• The original business case was to save money
by consolidating on one platform.
• The enterprise chose Exchange and
SharePoint
• The email part of the migration was
completed with moderate difficulty. Then
came the applications . . .

Email was moved but…..
• The application data / logic was more complicated than
expected
• Moved email but not applications
• Application migration project became too expensive
• Ok REALLY EXPENSIVE……
• Result?
– The enterprise had to keep the old platform
• Why?
– Accommodate business critical applications that couldn’t be moved
• Result?
– The users are sad.

Now we pay for everyone’s support
Exchange SharePoint
Lotus Notes
Domino
Notes
Developers
SharePoint
Developers

Why application migration projects fail
• Lack of application rationalization
• Big bang approach
• Migrating the complex applications
first
• Poorly developed RFPs
• Poor change management
• Require new applications to look like
Notes

Application Rationalization

We don’t know what our users
need…..so we’ll move everything !
Organizations that have been on notes a long
time usually have:
• Too many applications to move
• Rationalization is the first step to reducing
the work load
Concern

Shrinking the portfolio!
• Unused databases should be archived or eliminated
outright (Environment age a big factor)
• Documents can be converted to PDF
– and made searchable in SharePoint
• Non functional empty databases can be deleted or backed
up to cheep storage.
• Other functions can be moved to existing enterprise
applications.
• Document Libraries, Project Management, Leave time scheduling,
Expense Reporting
First Key to Success

Big Bang Migration

We want to retire the platform by
the end of the year, we need to get everything
off at once
• The concern is often based on pressure from the CEO, CFO or other
executive
• Get off the old platform quickly.
• Deadline is often based on when the current support agreement will
expire
Recommendation = Put migration success ahead of financial goals!
Concern

Move applications by functional group starting
with simple workloads
• The big bang approach never works for other IT
projects
• There is no reason to think it will work for Notes
application migrations
Just say no!!
Recommendation

Migrating the Complex
Applications First

Before we move the easy stuff, we want
to make sure we can move the complex
workloads.
• Different products & skillsets
• Administrators and developers with years of
Notes experience may not know how to
develop the same functionality in other
platforms
Concern

Recommendation
Move the easy stuff first
• Gives administrators and developers
time to get familiar with the new
platform
• There are no functions that exclusive to
Lotus Notes.

Applications must look like
Lotus Notes

Concern
My users can’t learn a new interface.
• The IT department sometimes creates a
constraint that says applications on the
new platform must have the same look
and feel as the original application in
Lotus Notes

Embrace the new platform
• In order to gain the full benefit of the
new platform, you must get the user
used to the new UI as quickly as
possible.
Recommendation

Poorly Developed RFPs

We’re don’t know how to do this so we’ll
just issue an RFP
• RFPs and RFIs are often the preferred way of
dealing with Notes applications migrations.
• Allows the IT staff to not worry about
developing skills that won’t be needed after
the migration.
• “Throw away skill”
Concern

Issue a more open RFI
• Don’t over burden the RFI with constraints
• Ask the respondents to suggest the constraints that
will assure the quickest migration and best end user
adoption.
• Allow each respondent to run a meta data collector
against the application portfolio
– so they have the data they need to make the best
estimates.
Recommendation

Customization Strategy
• Migration is the beginning (point-in-tim)
• Ongoing customization and change control is residual
• Repurposing Notes applications requires it
• Start with a strong understanding of what’s needed
• Adoption and enablement – Dev and Non-technical!!
• ROI in mind

Summary of
Recommendations
 Start with the simple applications
 Document libraries
 Discussions
 Standard Notes Templates
 Strong Rationalization Program
 Archive what you don’t think you need
 Strong executive support
 Encourage in the box thinking
 Have a customization strategy in place from the beginning
 Give vendors the data with the RFP and break up the
project!

Dell Software Group tools and offerings
• Notes Migrator for SharePoint
• High data fidelity
• In depth analysis
• Link synchronization
• Quick Apps for SharePoint
• Quick build Notes solutions in SharePoint
• Social Migrator for SharePoint
• Move IBM Connections to SharePoint
• APPceleration
• Migrate template applications to SharePoint

Thank You!
dan.barker@software.dell.com
www.dan-barker.com
@barkingd

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