10 elements of successful strategy to migrate to office 365

© Copyright Maarga Systems, 2015. All rights reserved. No content
of this presentation, either in full or in part, may be reproduced
without the express permission of Maarga Systems.
Migrating from IBM Notes to Office
365

Why do CIOs migrate out of IBM Notes?
© Copyright Maarga Systems, 2015. All rights reserved.2
Be Cool
Legacy != Young
Be on the
Cloud
Scale FAST
Be
Collaborative
Embrace Social
Be Cost
Effective
Pay Per Use

Take a BIG BOW if organization achieves
Greater
business agility
Having
engaged and
productive
employees
With minimum
disruption

BUT
..Migration isn’t Child’s Play. Not an average
project

Planning is the key… but what do I plan
for?
• Migration Model
• Staffing the Program
• Licensing
• Phased rollouts
• Integrations with LOB applications
• Mobility, Performance
• Security and Compliance
• Change management, Adoption
• Data – what, when and where
• Current team – redeployment, training
• Retiring Legacy System

Migration Model
• Cutover
– Moving all users in one go
– Works for smaller organizations or for specific teams
in larger organizations
– Good for upto 1000 mailboxes
• Hybrid
– Moving users in phases
– Co-exist with Lotus Notes infrastructure
– Needed for large dispersed organizations

Migration model – issues that can derail
• Improper architecture
– Create interim and final architecture
– Identify bottlenecks in implementing architecture
• Active Directory sync
• Firewall rules/Changes to Firewall
• SPAM and Malware control
• Customized Notes Mail Functionality
– Document customizations
– Identify workarounds / alternatives
– Emphasize Change management & adoption

Staffing the Program – example
Program Director
Owner – Mail Migration
Office 365 Migration L3
Team
Office 365 L2 Support
Office 365 migration team
Owner - Governance,
Security, Compliance
Audit & Analysis team
Owner – Desktop
Infrastructure,
Evergreening
SCCM Architect(s) SCCM Team
Owner – Change
Management, Adoption
Adoption Team
Office 365 Architect(s)

Staffing the program – Issues that can
derail
• Not having experienced architect(s)
– Hire / Consult
• Insufficient team strength during migration
– Train your notes administrator(s)
– Plan for attrition
• L1/L2 team capability on Office 365
– Plan for change management ahead of time
– Create SOPs before 1st wave of migration
– Train L1/L2 team

Licensing
• Office 365 is subscription based (per user/per
month)
– Plan for growth but review current needs
– Differentiate plans based on employee job profile /
need
• Not everyone requires an E3 or E5 plan
• Keep your IBM Notes licenses
– Plan for incremental reduction
– Plan rollouts & reduce servers incrementally

Licensing – Derailers
• IBM Notes Licensing discontinued
– Plan the client license renewal during migration
period
– Plan for servers based on rollout plans
• Unplanned opening up of Office 365 features
– Do not make all administrators Global admins
– Create clear governance and audit plans

Enterprise Migration to Cloud in Phases
• Regional / Location based
– All users from a region/location are migrated
– Helps shutdown servers & support in the
region/location
– Helpful when organization is regionally decentralized
• Business unit based
– All users from a business unit / logical unit are
migrated
– Helps increase Line of Business collaboration
– Teams can collaborate at their pace© Copyright Maarga Systems, 2015. All rights reserved.13

Phased Rollout – Derailers
• Unaware picking of migration groups
– Pick groups that currently collaborate and can
benefit from ease of use
• They become great advocates in adoption process
– Do not pick groups that have high LOB application
integrations
– Do not pick groups that use a lot of “replication”
features

Integrations with LOB applications
• Notes Mail is highly customizable leading to
proliferation of apps integrated with email
• Send & Receive email is easy to workaround
• Custom mail functionality (seen in CRMs,
customer service applications) need analysis
• Watch out for approvals based on email
subjects, batch uploads from mail text – these
are invisible derailers

Mobility, Performance
• Bandwidth
– Plan connectivity during migration as well as post
migration scenarios
– Use Microsoft estimators for bandwidth
requirements & provide for buffer
• Firewall / Port(s)
– Ensure Office 365 is accessible to users
– End points change @ Microsoft. Plan accordingly
– Work with Network team(s) ahead of time

Mobility, Performance - Derailers
• Regional Connectivity
– Plan for poor network areas
– Defer features if necessary
• Unsupported Mobile devices
– Define baseline mobile OS versions for support
– Provide SOPs to L1 support team for mobility
support

Security, Compliance
• Define Security and Governance policies
– Align with country specific and industry specific
needs
– Microsoft Trust Center provides information
• Assign Owner for Security and Governance
– Ensures better compliance
– Easier to manage when organization starts with
other Office 365 products like SharePoint, OneDrive

Change Management, Adoption
• Sustained adoption transforms user behavior
• Framework driven methodology leads to success
– Create adoption strategy
– Prepare
• Communication Plan(s)
• Support Plan
• Supplementary tools & solutions needed
• Identify advocated and super users
– Enable
• Awareness drives
• 101 sessions
• Snackable videos
– Sustain
• Rewards, Recognition
• Champion Programs

Change Management, Adoption
• Use analytics to drive adoption
– Anticipate end user issues
– Use tools to analyze Office 365
• Usage
• Health
• Activate specific use cases for increasing
employee engagement

Change Management - Derailers
• “Happy with old system” users
– Deliberately plan on-boarding
– Take help from super users, advocates to hand hold
• Change/Unavailability of features
– Create specific enablement content
– Drive awareness of workarounds
– Highlight better capability/functionality

Data – What, When, Where
• Define what will be migrated
– All data
– Mails (limited by time), calendar & contacts
– Calendar & Contacts only
• Enable users to access archives
– As Notes Email
– As exported PDFs
• Define archive timeline
– Plan based on compliance needs
– Use tools to intelligently archive data

Data Management - Derailers
• Challenges due to mail box size, archive sizes
likely
– Plan based on Microsoft limits
– Plan timelines of migration considering Microsoft
limits & Bandwidth constraints
• Archiving Data
– Archival based on timelines require additional
support
– End user training for retrieving from archives
necessary

Current Team
• Plan resource management
– During migration
• L3 teams may help manage co-existence
– Post-migration scenarios
• L2/L1 teams can take over Office 365 support
• Offer training and re-deployment in Office 365
/ Sharepoint
– Part of team may become redundant
– Co-opt current vendors to redeploy team
• Manage Vendor team(s)© Copyright Maarga Systems, 2015. All rights reserved.24

Current Team - Derailers
• Attrition of key Domino resources
– Ensure current infrastructure is well documented
– Get vendor(s) involved if necessary to manage
• Discontentment of existing team
– Identify and manage key resources
– Manage redundant resources early in the process

Retiring Legacy Infrastructure
• Plan based on Notes Application migrations
• Plan based on Data Archival needs
– Compliance may need longer timeframe
– Define SOPs for data retrieval from archives
• Plan and track categories of servers
– Mail-only
– Application
– Dev/Staging/Production

Retiring Legacy Notes Servers - Derailers
• Servers having undocumented applications
– Run analyzers to identify server uses before migration
– Consider consolidating applications on few servers
• Plan based on effort-benefit ROI analysis
• Consider moving applications to cloud servers
• Domino serving as LDAP
– Identify dependencies especially with IBM Connections, Quickr,
Sametime
– Consider transitioning to AD for authentication, authorization
and single sign-on for all internal applications

10 elements of successful strategy to migrate to office 365

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10 elements of successful strategy to migrate to office 365