Lotus Notes Migration

Slideshow Transcript

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