New emerging platforms and technologies like “Atlassian” have caused us to revisit the many different software vendors that provide short term band-aid solutions to scalability challenges. As organizations continue to heavily invest in software tooling, the need to standardize on an integrated platform is becoming ever more necessary. This provides an opportunity to reduce complexity, get to a reliable system that reduces duplication of efforts, enables better decision-making and provides more flexible ways of being more competitive. While there are 100’s of software vendors providing point solutions to problems in this ecosystem, Atlassian has come along and caused many to rethink software, services, processes, workflows, work items and more. With the ultimate pursuit of moving faster in an integrated way, we will highlight our journey and uncover what we encountered as we migrated to Atlassian and left our legacy systems behind.

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Today’s Panelist
• Overhauling and refactoring teams, systems, software, and
processes to best meet technical and business challenges
• Started in research, involved in startups and moved on to
Corporate America
• Consults for organizations looking to modernize their approach to
technology
• Previous clients include NBC, ABC, Nestle, Fitbit and more.
• Proven track record of conceiving and delivering large scale
projects utilizing the latest in cloud technology and Agile and
DevOps methodologies.
• People focus and building healthy and productive teams and
developing sustainable solutions across multiple industries.
Brandon Cipes, VP of DevOps

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Today’s Panelist
Pavel Fomin, Senior Technical Architect
• Over 18 years’ leadership experience delivering enterprise
migration and integration solutions
• Over 100 customers, including Fortune 500 companies, such as
Airbnb, Apple, Time Warner, Western Union and more.
• Certified Platinum Atlassian Expert and Enterprise Partner
• Architected hundreds of Atlassian upgrades, migrations and
consolidations.
• Defines best practices for use of Atlassian tools for operations,
support & product development teams
• Designs scalable infrastructures to ensure customer success.

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SCALING ON ATLASSIANAvoiding the common pitfalls when migrating from legacy
systems

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Agenda
• Introductions: The expert panel
• About Us: Who we are & what we do
• Challenges: Looking back through our Atlassian projects
• Common Use Cases: 3 common Atlassian use cases we experience
• Our Approach: Common patterns to tackle migration projects
• Avoiding the Pitfalls: Things to be aware of prior to your next project
• Q&A with the Experts: Insights from our expert panel

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About Us
• Largest Atlassian Platinum Solution Partner
• Atlassian Solution Partner of the Year 2012-2017
• Scaled Agile, DevOps, ITSM Solutions
• Technical Solutions:
• Data Migration, Consolidation, Integration Services
• Business Process Management
• Configuration, Implementation, Upgrades, Maintenance, Support

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Customers

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POLL #1:
• The last time your organization performed a migration, what was
your TOP challenge?
• System downtime
• Staff working through the weekends
• Data integrity / validation issues on the new system
• Lack of expertise / training
• No challenges / Haven’t migrated yet

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Technical Projects – Who has a stake in this?
• Departments:
• IT Operations / IT Applications
• Development / Operations
• Product
• PMO
• Engineering
• Business Core Areas:
• Customer Support
• IT
• Sales & Marketing
• Finance & HR

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The Challenges
Work is spread out everywhere. How do I visualize the Big Picture?

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Challenges
• Standardization/Consolidation Gaps
• Can’t report on progress or efficiency correctly
• Repeatable and consistent data or best-practices to make better decisions
• Lack of governance has created inconsistent information and stifles collaboration
• Flexibility Gaps
• No way to customize around process + workflow
• Old legacy / outdated systems are restrictive in what you can do
• Alignment / Traceability Gaps
• Lack of the big picture inhibits your ability to scale
• Work items & workflow spread across multiple software vendors
• Performance of System
• System is sluggish or periodically slow
• Outages having a negative impact
• Time-Sensitive Gaps
• Legacy licenses expiring
• Need to reduce investment in software tools

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Atlassian Solutions
• Atlassian as a Platform
• Software
• Services
• Processes
• Workflows
• Leave legacy software behind for a Platform
• Old tools were made 10 years ago
• Over invested in software vendors
• Disconnect from telling an enterprise story
• Want to go faster with more flexibility

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Use Case 1: Migration to Atlassian
• Customer purchases Atlassian to move to 21st century
• Strategy, Themes, Epics, Features are in VersionOne or other system
• Developers use Jira and love the UI
• Organization decides Atlassian is the enterprise tool of choice
• Want to leverage Open API, Integrations through Jira
• Customer wants all that historical info moved from one system to Atlassian
• CA Agile Central (Rally), TFS, RTC, VersionOne Jira
• SharePoint  Confluence
• ServiceNow, Zendesk, Freshdesk  Jira Service Desk
• SVN  (GIT)Bitbucket

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Use Case 2: Consolidation within Atlassian
• Customer wants to merge many instances together
• Accumulated many instances through acquisition
• Cloud
• Server
• 7 LOBs all have own instances and operate independently
• Tons of administration to get reporting horizontally
• Customer desires one consolidated gold standard data set
• Jiras 1 Jira
• Confluences  1 Confluence

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Use Case 3: Upgrade in Atlassian
• Customer wants to move/upgrade to
• Take advantage of enterprise functionality through marketplace
• Cloud Server
• Take advantage of faster and easier maintenance & upgrade paths
• Server  Cloud
• Upgrade horsepower to Datacenter for an enterprise scalable system
• Datacenter
• Customer hitting a wall with current state and needs
• Performance
• Scalability
• Security
• Maintenance
• Upgrade

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POLL #2:
• What is the primary reason you have delayed a migration?
• Lack of expertise
• Lack of resources
• Lack of a plan
• Cost
• No executive buy-in

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Top Pitfalls We Commonly Navigate
• The difference between success or failure
• Lack of understanding of the target and source system data
• Unrealistic expectations about functionality once they move to new system
• No communication or training plan
• Time crunch to get this done and corners get cut
• Emphasis on big bang and cutover which causes more delays
• No time for the organization to test and validate if data came over successfully

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Technical Solutions: Migration Playbook
• Defined and repeatable framework to ensure success
• Source System Exploration/Data Assessment – metadata, requirements; narrow scope
• Migration Design/ Mapping – establish communication + training plan, break it down
into chunks
• Execution/Transition – run to a test system, get end-users to validate
• Production – rerun to production system, get users to sign off

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Business Value
• Better business information customers can stay competitive with
• Data Quality – improving quality results in better decisions
• Data Management – one gold master data set; consistently across the org
• Efficiency – better reporting, collaboration, accuracy for decision-making
• Cost Reduction – reducing cost of ownership, simplifying complexity
• Innovation– moving faster in more of a flexible way

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POLL #3:
• What is a strategic priority for your organization this year?
• Improve performance
• Consolidate, Migrate or Upgrade to a different application platform
• Move to cloud
• Reducing cost of management
• Outsourcing to a Managed Service Provider

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Q&A with the Migration Experts

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Q&A
• Why migrate? What is primary or common reason for business value?
• Reporting: Can we get better reporting?
• Decision-Making: Can we make better decisions?
• Cost: Will we save a bunch of money?
• Innovation: To go faster?

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Q&A
• Who are the common roles involved in a migration? Who should be
involved? Who is commonly left out?
• Business Users: What are their needs/desires?
• Stakeholders: Who are they? What is important to them?
• Jira Admin – IT OPS
• DBA, Sys Admin – Helpdesk
• Project Admin / Stakeholders – UAT
• Technical PM
• Expert Solution Partner
• Executives
• Communication Team

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Q&A
• How do you go about establishing reliable scope estimates for the
project?
• Scope: How big is the job?
• Estimate: How much is it going to cost?
• Resourcing: Who needs to be involved?

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Q&A
• Is the old system compatible with the new?
• Limitations: coming from old to new?
• Restrictions: coming from old to new?
• How much data is realistic? How far back do we go?
• Entire History: Do we need everything?
• Small Segment of Time: Can we clean up and ignore the old?

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Q&A
• What is your advice when customers ask the question of Speed?
• Timing: How fast can you get this done?

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Q&A
• What is the communication and documentation strategy?
• Communication: What are effective best practices?
• Documentation: What sort of template is used? Where is this being tracked?
What’s important to communicate?

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Q&A
• Will the data transfer interrupt my business?
• Disruption: How does this impact day-to-day operations?
• Timing/Scheduling: How should we approach this to minimize disruption?

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Q&A
• What are some technical complexities that create cost overruns or
delays?
• Technical: What are the unavoidable technical elements (character limits,
network latency, data quality)
• Volume/Amount of Data: Does more data = more pain?
• File Types: What arises here?

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Q&A
• Is there a best practice or common approach to migration?
• Methodology: Is there some secret methodology?
• Playbook: Is there a set of steps that are repeatable?
• Can you walk us through a few step by step scenarios?

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Q&A
• Will this effort of data migration be secure?
• Risk: As we transfer mission critical data, is it secure?

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Q&A
• What sort of reports are important to provide to the customer?
• Pre-Migration: What is the baseline?
• In Progress: What status / updates are important?
• Post-Migration: How do we confidently show we are closing out?

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Q&A
• What has to be done in the form of training?
• User Training: How they do their day-to-day job in the new system?
• Functionality: What new functionalities are introduced?

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Audience Questions

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Free Asset: Migration Questionnaire
• Get head start on your system specifics via email
https://www.cprime.com/resource/templates/migration-questionnaire/