SMART Guidance for Notes Migrations

Binary Tree Overview The Developer of SMART Migration Methodology SUPERIOR MESSAGING ANALYSIS RATIONALIZATION TRANSFORMATION

Binary Tree Overview The Developer of SMART Migration Software and Solutions Exchange- to- Exchange Migrations Domino- to- Exchange Migrations Active Directory Migrations Windows Server Migrations

Binary Tree Overview An Award- Winning Technology Company Binary Tree Binary Tree s E2E Complete Binary Tree s Partner Program Binary Tree Growth 7 Years in a Row Binary Tree s E2E Complete Binary Tree s CMT Suite of Software

Binary Tree Overview A Provider of Customer- Proven Solutions for Over 20 Years Over 30 Million Users Migrated for Over 6,000 Customers Around the World

Agenda 1. Critical Success Factors and Guiding Methodology 2. Messaging Source and Destination Planning 3. Coexistence Requirements 4. Migration Approaches 5. Data Migration Considerations 7. Communication Planning and Migration Scheduling 8. User and IT Staff Training 9. Post- Migration Tasks 10. Summary of Best Practices and Common Issues 11. Q&A 6. Assembling the Proper Migration Team

Webinar Purpose To provide guidance for planning a migration from Lotus Notes to Microsoft Exchange To help Guide and prompt your planning for key issues and requirements, satisfying any knowledge gaps Inform you of all key messaging migration and coexistence aspects, enabling an informed decision on next steps

Critical Success Factors and Guiding Methodology

Critical Success Factors of Enterprise Migrations from Notes/Domino to Exchange Secure integration of mail systems Collaboration between users on different systems Sustained end- user productivity

Email Integration and Migration Challenges Take these topics into account as you plan for coexistence and migration Understanding requirements and establishing short- and long- term goals Overcoming policies and politics Achieving interoperability objectives Unifying enterprise directories Migrating mailboxes and calendars Addressing mobile devices Transforming applications built on the messaging infrastructure

Proven Migration Methodology A comprehensive best practices approach to messaging migration

Messaging Source and Destination Planning

Messaging Source & Destination Planning Audit and analysis Audit and Analysis of the Domino environment encompassing mail box sizes, locations, versions using MONTI Domino Directory preparation tasks Unique SMTP addresses, matching of SAM Accounts and Short name fields, valid Mail in Database, Rooms and resources names NSF preparation tasks Maintenance and new replicas Mail template analysis Functionality you need in Outlook

Messaging Source & Destination Planning Staging server Deployment for best practice Domino database migrations Active Directory preparation tasks Matching users and storing Mail Enabled Objects Domino versions Mail Templates and Domino Directory Design Archive discovery Local or server based NSF s. Traditional archive stubbing solutions Storage Capacity planning both on the source and target environments

Coexistence Considerations

Understanding Coexistence Coexistence enables interoperability between users on each platform so that they can work together seamlessly Directory Workflow Availability Workflow Messaging Workflow Calendar Workflow Application Workflow Lotus Domino Coexistence Microsoft Exchange www.binarytree.com/coexistence

The Impact of Non- Integrated Directories User Addressing in Email and Calendars Gets Confusing The Technical Impact Without CMT for Coexistence Easy to understand email addresses before the migration turn into confusing SMTP addresses during the migration. The Business Impact Decreased Productivity It will take longer for users to ensure they are sending emails and calendar invites to the correct users Increased Errors Some users will not receive emails and invites that were intended for them Some users will receive emails and invites that were not intended for them Increased Risks to Your Business The risk of sharing proprietary, confidential and/or private information with unauthorized recipients is increased www.binarytree.com/coexistence

The Impact of Non- Integrated Free/Busy Scheduling Meetings Becomes Very Cumbersome The Technical Impact Without CMT for Coexistence Some users will not see the free/busy status for some of their intended meeting invitees when scheduling meetings The Business Impact Decreased Productivity It will take longer for users to confirm that meeting invitees are actually available for a specific day and time Delays in Scheduling Meetings Some users will need to reschedule meetings as key invitees decline due to scheduling conflicts Missed Meetings Some users will receive meeting invites that will conflict with existing meetings Increased Risks to Your Business Key personnel that miss meetings could result in making decisions with incomplete council or delays in making key business decisions www.binarytree.com/coexistence

The Impact of Non- Integrated Messaging Normal collaborative capabilities between your users will disappear The Technical Impact Without CMT for Coexistence Message threads do not stay intact when you mix users on non- integrated email platforms. Outlook users will not be able to see nor act on some email elements from Notes users The Business Impact Decreased Productivity Users will be impeded from interacting with a thread of emails as threads do not stay intact between users on non- integrated systems Negative Impact to Collaboration and Knowledge Transfer Outlook users will not be able to view and interact with embedded graphics, as well as Notes document and database links, the same way Notes users can www.binarytree.com/coexistence

The Impact of Non- Integrated Calendaring Scheduled attendees will not be updated of meeting changes The Technical Impact Without CMT for Coexistence Calendar events will not stay in sync between Notes and Outlook users as changes are made The Business Impact Decreased Productivity Users and executive administrators will need to manually confirm that the calendars of all attendees are in sync after a change is made Missed Meetings Some users will not see changes to meeting times and days and will miss key meetings Increased Risks to Your Business Key personnel that miss meetings could result in making decisions with incomplete council or delays in making key business decisions www.binarytree.com/coexistence

The Impact of Non- Integrated Applications Outlook users will not be able to interact with email- enabled Notes apps The Technical Impact Without CMT for Coexistence Notes workflow applications that require email interaction will not work for Outlook users The Business Impact Decreased Productivity Outlook users will need to switch from Outlook to their old Notes client to interact with emails from Notes workflow applications Continued Costs of Supporting Notes Outlook users will continue to need their Notes client for email- enabled Notes apps until those apps are retired or migrated Business Processes will Fail Outlook users that do not use, or are prevented from using, their Notes client to interact with email- enabled Notes apps will cause the resultant business process to stall or fail www.binarytree.com/coexistence

Migration Approaches

Approaches for Migrating from Notes to Exchange 2013, Exchange Online in Office 365, or Hybrid Deployments Traditional On- Premises Migration Notes to Exchange 2013, Exchange Online/Office 365 or Hybrid Deployments Remote Managed Migration (RMM) Notes to Exchange 2013, Exchange Online/Office 365 or Hybrid Deployments Remote Hosted Migration (RHM) Notes to Exchange Online/Office 365

Traditional On- Premises Migrations to Exchange 2013, Exchange Online in Office 365, or Hybrid Deployments The Traditional On- Premises Migration Approach Implement migration hardware and software at the customer s site and run the migration there Customer s Premises MIGRATION DATA MIGRATION Domino Servers Migration Workstations with Migration Software Customer Benefits of On- Premises Migrations More ability to customize the migration Some increased control over the migration May be preferred due to compliance concerns

Remote Managed Migrations (RMM) to Exchange 2013, Exchange Online in Office 365, or Hybrid Deployments The Remote Managed Migration (RMM) Approach Implement RMM software appliance at the customer s site and the migration is run remotely Remote Migration Specialists Remote Control Customer s Premises HYBRID DATA On- Premises Migration Legacy Domino Environment Migration Workstations with Migration Software New Exchange Environment Customer Benefits of Remote Managed Migrations Migration software is installed and configured remotely No on- site consultants needed No expertise on migration needed Fixed per- user pricing eliminates extensive budgeting May be preferred due to compliance concerns

Remote Hosted Migrations (RHM) to Exchange Online in Office 365 The Remote Hosted Migration (RHM) Approach No hardware or software to setup, data is replicated to a remote data center and then migrated in phases Customer s Premises Migration Data Center Replication Migration Legacy Domino Environment Migration Workstations with Migration Software Customer Benefits of Remote Hosted Migrations No hardware to buy, install or configure No software to buy, install or learn No on- site consultants needed No expertise on migration needed Fixed per- user pricing eliminates extensive budgeting Potential for a faster migration than via the on- premises approach

Comparing the Mail Migration Approaches TRADITIONAL ON- PREMISES MIGRATION REMOTE MANAGED MIGRATION (RMM) REMOTE HOSTED MIGRATION (RHM) Customer requirements Provide hardware, administrators, and project management. Must provide hardware. None. Migration farm configuration Custom Migration Farm deployment. Migration farm is created from software appliance in customer s data center, on customer hardware. Migration farm instance is located in a remote data center. Data Path Data is migrated from Domino servers to local migration farm directly to on- site Exchange servers or to Exchange Online in Office 365. Data is migrated from Domino servers to local migration farm directly to on- site Exchange servers or to Exchange Online in Office 365. Data is replicated to a temporary staging area in the remote data center and then migrated via a high- velocity connection to Office 365. Throughput Depends on customer s network bandwidth and availability. Average 1,000 3,000 mailboxes per week. Must run migration pilot to determine throughput. Depends on customer s network bandwidth and availability. Average 1,000 3,000 mailboxes per week. Must run migration pilot to determine throughput. Phased RHM: Average 1,000-5,000 mailboxes per week. Weekend Express: Up to 5,000 mailboxes per weekend. Executed by Customer/Integrator/Binary Tree Integrator/Binary Tree Binary Tree Migration Volume Depends on customer s network bandwidth and availability. Average 1,000 3,000 mailboxes per week. Must run migration pilot to determine throughput. 3 4 migration events per week. 250 500+ mailboxes per event. Phased RHM: 3 4 migration events per week and 250 500+ mailboxes per event. Weekend Express: Single weekend event and max of 5,000 mailboxes. Coexistence Coexistence installed and configured at the customer s site. Part of software installed and configured at the customer s site. Phased RHM: Installed and configured at the customer s site. Weekend Express: Not needed. Pricing Model Custom and variable. Fixed fee per mailbox. Fixed fee per mailbox.

Data Migration Considerations

Messaging Migration Execution Communicate, Communicate, Communicate! Start Small for a Phased Migration Success is Both User Perception and Execution Reality

Managing the Migration Scheduling Forecasting Administration Support Reporting Notifications

Assembling the Migration Team

Who makes up the migration team? Dedicated scheduling resource Often underestimated role but key to project success Project manager Traditional role but with more dynamic responsibilities Domino administrators Know where you're coming from Exchange administrators Know where you're moving to Linked technology resources Network Teams, Archive Specialists, SAN Specialists, Development Teams and Compliance resources to name but a few

Communication and Scheduling

Communication and Schedule Planning Build your migration steps Keep communications simple Don t forget the stakeholders By understanding each step within a migration event you can easily manage which communications are required and who should receive them End users have day jobs and are busy people. Keep migration communications simple and to the point. Limit the feedback and user input where possible Build into your communication planning a regular update for your project stakeholders encompassing mail boxes migrated, estimated completion dates by department or geography for example

Training

Consider Your Training Options End user training Service desk training IT staff training End users need to understand how to carry tasks in the Outlook context so training should factor in the I used to do it this way in Lotus Notes element Migration events lead to very specific issues so service desk teams need to be prepared with standard fixes and known workarounds. MAPI profile recreation being a very common issue encountered during migrations. Use the migration events to transition your skill sets from Legacy mail platforms to new. Use legacy platform technology as much as possible to migrate your users building up your teams knowledge as they move

Post Migration Tasks

Post Migration Tasks Domino Domain Consolidation Realise your ROI on migrating to the cloud (decommission servers, save on licensing, recover hardware and storage) Joiners & Leavers Process Where will new joiners be created?

Best Practices and Common Issues

Best Practices and Common Issues Planning and Preparation is Key Domino Directory Clean up Duplicate SMTP addresses and more common missing SMTP addresses Person and Mail in Database (MID) document preparation For example, MIDs are often missing an SMTP address Mail in Databases Microsoft Online Notes Inspection (MONTI) Discovery of the customers current environment including mail file size analysis Assign a dedicated resource Someone to manage scheduling and communications Formulated from experiences with large scale projects

Best Practices and Common Issues Directory Services Lotus Notes offers highly flexible Directory Services (DS) Understanding what the customer is doing today is fundamental Set Expectations How to manage groups? Like- for- like or new solution? Staging Server Approach By taking a clean replica of Notes databases we mitigate the risk of corruption (a common problem) By using selective replication we control the upload of customer data to the data center over a period of weeks Data center links to Office 365 have been developed in conjunction with Microsoft to offer high speed data throughput.

Best Practices and Common Issues No VIP s Choose your pilot users carefully! 2 Stage Migration Pass In cases of slow or poor bandwidth we run two migration passes, 1 to migrate calendar and contacts and then 2 to migrate mail items No Roll Back Policy Always forward fix, experiences gained form JP Morgan developed this approach. Double Byte Character Sets Some APAC customers encountered migrated mail items with poorly formatted subject lines