Lotus Notes to Microsoft analyze, prepare, execute - Atos

migrating

Lotus Notes to Microsoft
analyze, prepare, execute

Your business technologists. Powering progress

Mastering the complexity of Lotus Notes
migrations to the Microsoft platform

Atos’ efforts are focused on building a positive ROI of your migration
to the Microsoft platform. Major IT migrations can be complex,
long-running and expensive projects that may have a risk of data loss
or downtime. In order to prevent negative impacts on the business
and users, migrations must be planned carefully, and processed
accurately, against time and budget commitments.

As you seek to move from Lotus Notes / Once approved, Atos provides experienced Atos provides templates and guidelines for
Domino to Microsoft Exchange and Lotus and Microsoft architects to design the every migration step, which will be tailored to
SharePoint, Atos can help and support solution and to manage the migration project. your requirements.
you at every stage. We will work with you
to select the solution and platform that In order to ensure a seamless coexistence Atos’ proven Management of Change process
best meets your business requirements: and successful migration, an assessment supports the optimal adoption of the new
Exchange and SharePoint services out of will take place to analyze the Notes mail and platform by the end users. This incorporates
the cloud, on-premises or hybrid solutions. application landscape. Atos will implement training of the current Lotus Notes users and
coexisting systems for the Lotus and Microsoft IT staff to ensure the proper transition of
The Atos approach to environments to maintain business productivity essential knowledge.
Microsoft migration and mitigate disruptions. Once coexistence is
established, the actual migration takes place. Once the migration is complete, Atos can
Our Migration Services approach begins with manage the Exchange and SharePoint
planning and preparation. Here, we define Proper planning and detailed testing with production platform as well as the
requirements and the derived business case a well-coordinated synchronized migration consolidation and decommissioning of the
in close cooperation with our clients. execution is key for success. Atos’ proven Lotus environment. In Figure 1, we share our
migration methodology manages the view of migration best practice.
complete migration lifecycle – from planning
to production – using market-leading tools
combined with the Atos ‘Global Delivery
Platform’ methodology.

Planning and Applications Applications Applications Production and
preparation decommissioning
Analysis Coexistance Migration

To define a plan that ensures a seamless Atos will implement coexistence for the Once the coexistence is established, the
coexistence and successful migration, an Lotus and Micrsoft environments to actual migration takes place. Proper
assessment will take place to analyze the maintain business productivity and to planning, detailed testing with a well
Notes mail and application landscape. migrate disruptions. coordinated and synchronized migration
execution is key for a successful
migration project.

Mail Mail Mail

Tool support by market leaders Enables high availability and
high performance
Provides seamless and secure
user collaboration thoughout
the coexistence phase

Figure 1: Migration best practice – overview
There are two key elements to the migration from Lotus Notes / Domino to Microsoft – Messaging Migration and Application Migration.

2 Migrating Lotus Notes to Microsoft

Assessment and analysis In case of complex Notes applications, a Atos Functional
tool-based analysis will not be sufficient. Architects will
Before migrating Notes applications to In these instances, Atos will examine the area in analyze the more
SharePoint it is imperative to perform a careful detail and in close cooperation with the client. complex Lotus
analysis of the current application environment. Atos Functional Architects will analyze the Notes applications.
This assessment considers (and potentially more complex Lotus Notes applications. The specific
builds on) results from client pre-assessments. The specific migration plan per application migration plan per
will be determined after a full assessment application will be
The assessment contains automated, as well and a design phase is completed. determined after
as expert, analysis. The automated (tool-based) a full assessment
analysis will show: The main deliverable of the assessment phase and a design phase
will be a report with the following content: is completed.
uuDomino user mail data size
uuCatalog of servers
uuDomino user mail data archive size
uuServer detail and statistics
uuAmount of Domino mail archives
per user uuIdentification of server type
(application, mail, both)
uuACL delegation
uuMaster list of applications covering
uuEncrypted email count the details of functionality of all
Notes applications identified.
uuLocal user archive size and location

uuIdentification of the user’s perspective
local archive location

uuThe actual relevance of databases for
migration (e.g. databases to operate the
Lotus Domino / Notes platform, test and
training databases)

uuRedundant implementation of
business processes

uuComplexity of applications.

Migrating Lotus Notes to Microsoft 3

Messaging migration

A key element of any successful migration is to transition every aspect
of messaging services successfully. This process can be broken down
into two key phases: project phase and execution phase.

Project execution We find that smaller companies sometimes The migration goal is to transform all Lotus
choose to migrate all mailboxes together mailboxes to the new Microsoft Exchange
Migration methodology as a single wave, to avoid having to support Server messaging infrastructure. This includes
coexistence between the Domino and all existing email addresses, which consist of:
During migration, we follow the Atos standard Exchange directories through the transition
phased migration approach; this includes the period. On the other hand, most medium and uuEmail
possibility to build in client-specific requirements. large companies will need to provide a certain
degree of systems coexistence. Users should uuCalendar
Key questions about these requirements must be able to send mail and schedule meetings
be asked and answered during this part of the with one another without having to know the uuContacts.
project. For example, which Notes messaging migration status of other users.
environments (regions, servers) need to be The data migration approach for
migrated? How many applications or systems Atos makes a prior audit manual in the state- personal archives will be defined by the
are mail-enabled and what mitigation strategies of-the-art of the Domino environment. The client’s requirements.
can be applied to avoid business process transformation of a messaging system from to
disturbances for those applications? Lotus to Exchange presupposes to study the Of course, encrypted data cannot be migrated
coexistence between different messaging systems. owing to technical constraints. Therefore, users
Migration approach have to decrypt their mails before they can be
migrated. The Atos best practice approach will
Your Atos project team will be made up of guide users during this process.
members with complementary skills and
experience in similar projects, to capitalize on
expertise and methodology. As a client, you
will benefit from Atos´ best practice gained
through lessons learned on similar projects.

Phases Analysis Migration Preparation Pilot Execute Production
Decision preparation environment migration migration

Main activities

Concept Assessment Definition / solution Customize Pilot Bulk Handover
Feasibility design
ROI „„Assess environment „„Installation of „„Migration of selected „„Industrial migration „„Update operational
Migration strategy „„Assess mail enabled „„Migration concept migration tools test accounts „„User support documentation
and guidelines (mailboxes and „„Training
Core results applications „„Configure source calendar) „„Re-route mails to new „„Coordination with
„„Assess network „„Test guide for environment Parties involved
Documents mailbox migration „„Perform user mail server
„„Related documents. connectivity / bandwidth „„Set up coexistence / acceptance test (UAT) „„Re configure mobile „„Decommissioning
between Lotus Notes „„User acceptance target environment Systems.
and target Microsoft test plan „„Test of fall back devices.
Exchange environment „„Unit test migration mechanism Project closedown
„„Assess user population „„Training planning.
(users per site) and recommendations. „„Test migration of a
connectivity / bandwidth small number of users.
„„Assess system
dependencies e.g. ERP,
mail enabled systems,
automatic mails –
monitoring, email FAX /
scan facilities etc
„„Discover mobile devices.

Assessment report Solution design Customization Pilot results Migration Production

„„Mail inventory list „„Migration concept „„Implemented „„UAT* accepted „„Migration wave „„Operations manual
„„Statistical information „„Finished solution / Coexistence / target „„Pilot approved. validated and approved. „„List of systems to be
„„Usage information environment
„„List of systems target platform design. decommissioned
„„Test plans „„Migration wave
that route mail, Project definition „„Acceptance criteria
remediation plan completed and mail
„„Mobile devices „„Scope defined defined. service productive.
migration plan. „„Adjusted project effort
„„Agreed project

guidelines & process.

Figure 2: Mail migration phases *UAT (user acceptance test)

4 Migrating Lotus Notes to Microsoft

Migrating Lotus Notes to Microsoft 5

Application migration

The next element of successful transition from Lotus Notes / Domino
to Microsoft is to migrate all key applications from one environment
to the other. As with Messaging Migration, this falls into two phases:
project phase and execution phase.

Project execution Figure 3 provides an overview of the migration Client requirements indicate some adaptions
phases, the related activities and the core results to the phase approach below, especially for
Migration methodology of the activities. analysis, migration preparation and prepare
environment. These have been highlighted in
Here, we summarize the migration Most application migration projects will follow the following sections.
methodology comprising the Atos standard the below phase approach. Atos will follow an
phase approach for migration considering iterative approach (design, execution) due to
client specifics. The migration methodology the execution of the migration in waves also
focuses on the challenges: concerning agile principles.

„„Which applications need to be migrated Execute Analysis and test Deploy to
migration of migration production
„„How the applications in scope must
be migrated Migration waves

„„When and where the migrated applications
must be deployed.

Phases Analysis Migration Preparation Build Test Pilot Execute Production
Decision preparation environment environment environment migration migration

Main activities

Concept Assessment Definition Design Customize / System test Pilot Bulk Hand over
Feasibility and setup develop
ROI „„Automated „„Templates „„Check „„Identify pilots „„Define / confirm „„Update
Migration „„Data / structure „„Prepare UAT ** migration waves operational
strategy application „„Workshops „„Metadata „„Implement / prerequisites „„Perform UAT ** documentation
„„Users / groups, „„Adjust settings „„Set source to
inventory (governance, prepare target „„Test migration read- only „„Coordination
access rules where applicable with parties
„„Interviews migration „„Objects system „„Review test „„Re-run. „„Migrate involved
„„Design target „„User support
„„Categorize strategy and „„Create site results „„Training „„Decommissioning
system „„Owners validate systems.
databases scope* / „„Installation of templates & CI „„Update „„Deploy to
Project
as unused, functionality ) migration tools „„Re-implement documentation. production. closedown
„„Develop
replicas, system, „„Target platform non-OOTB
test plan
common recommendations „„Support functionality

design, complex, „„Migration UAT plan. „„Re-build interfaces
medium
strategy per to other systems

complexity, defined cluster* „„Build functional

or simple „„Migration extensions

„„Clustering concept „„Customize target

„„Functionality „„Change system.

„„Interfaces management

„„Business use „„Risk definition

cases. „„Training

GAP Analysis recommendations.

Core results

Documents Related Summary Solution design Customizations Test results Pilot results Migration Production
documents report
„„Related „„Design „„ Implementation „„Tested „„UAT** accepted „„Migration wave „„Operations
documents „„Application „„Consolidated document guide deployment „„Pilot approved. validated and Manual
catalog app catalog packages approved
„„Test plans ––Interfaces „„List of
„„Statistical „„Adjusted project „„Acceptance „„Tested „„Migration wave systems to be
information effort. ––Customizations migration deployment decommissioned
criteria defined. templates to production
„„Usage Project „„ Development approved „„Migration wave
information definition guide „„Deployment completed and
documentation „„User support applications
„„Replicas „„Target platform ––Site definitions established as productive.
„„System files, definitions (templates) „„Test plans. defined

3rd party „„Migration ––Web parts „„Training
„„Design copies. strategy / concept, procedures
defined scope / ––Features established as
GAP Analysis functionality defined.
––Content types
„„Change mgnt etc.
plan

„„Risk register
„„Agreed project

guidelines and
process.

*includes security class definition **UAT (User acceptance test)

Figure 3: Application migration phases

6 Migrating Lotus Notes to Microsoft

Security Level of protection Tagging requirements Group of persons Damage in the Possible deployment
Class with access event of abuse platform

Public None None Public N/A Public cloud / private cloud
Internal – candidate
Confidential
Protection against external None Staff and business partners Impact on business process
Secret access
Impact on the business of the Private cloud – candidate
High level of protection client group
required To be tagged as ‘Confidential’ Limited group of persons

Maximum level of protection To be tagged Personally selected group Economic harm and / or damage Client internal / private cloud
required as ‘Secret’ of persons to the image of the client group – candidate

Table 1: The possible security levels and the proposed distribution of related applications to platforms.

Distribution of applications A good example of a tool used by Atos is the Applications will be migrated first to test
‘Notes Migrator for SharePoint from Quest’ that instances of the applications. Those test
Atos assigns every application a Security Class supports migration tasks. Since the current instances will then undergo functional and
definition (often provided by the client) to serve applications might be not well documented, end-user acceptance testing.
as a basis for effective and secure application Atos develops documentation of the current
distribution. Each application will be assigned processes so they can be migrated to Once the testing is completed, the actual data
to a deployment platform during migration SharePoint. This requires the assistance of client will be fully migrated and users will switch
preparation phase, as this might influence the resources to explain the workflow and business over to the new applications. As applications
application design. processes behind application. are migrated to SharePoint, user interface (UI)
elements will change. This may require end
Design approach Each application will go through an assessment user training on the new UI.
process to determine the data mapping to
Application migration consists of three SharePoint and the specific process that will be For content migration not all stages are
areas presented in Figure 4 on page 8: followed for the migration. required; content that is part of an approved
Migrations / Re-Developments. Both migration schedule (wave) might be migrated directly
procedure and tools are selected according After the current applications are clearly into the productive environment. In cases in
to the complexity of applications. Complex understood, Atos may use the Quest Notes which this is not allowed by clients’ regulations
applications require detailed analysis, and Migrator for SharePoint to assist in the or processes, the content is deployed into the
potentially may require a proof of concept migration of Notes and Domino applications staging environment first and after approval it
or pilot. to SharePoint. The tool will reduce the time will be deployed to production.
and effort required to perform the migrations.
Data, standard and simple to moderate However, no tool can do all of the work.
applications are usually candidates for A portion of the work will need to be done
tool-supported migrations. But even complex with custom scripts and some level of coding.
applications can benefit from such tools when
it comes to data structures, input forms and
application-related data that must be migrated.

Migrating Lotus Notes to Microsoft 7

Migration procedures Data / standard Simple to moderate Complex

 Industrialized migration  Partially automated  POCs
 Simple customizations.  No Code WF / OOTB  Detailed analysis
 Simple customizations  Reengineering
 Simple development.  Redevelopment.

Application classi cations ceSnttarnicdaaprdpl/idcaattiao-ns K2 Nintex K2,
(Sample) SharePoint Nintex,
Discusssion, document library contacts, SharePoint
calendar, tasks tearoom QuickPlace / Standard / data - Visual Studio
QuickR, Domino.Doc centric applications
Complex applications
Travel requests, help desk requests,
simple expense reporting, customer Complex business process
tracking, purchasing implementations, highly interfacing
with other systems

Travel requests, help desk request

Establishing whether data migration for the application is required. If yes, is all data required or with a cut-o . If the application itself is not required,
but the data is essential (e.g. for compliance), then the data can be archived.

Figure 4: Migrations / redevelopments

Critical migration paths Applications communicating with other Once the ratings are assigned, a set of databases
Notes applications or with external systems with the highest scores is recommended to that
The method to identify the critical path for Assign high ratings to applications that client for migration. A client may add / modify
migration is mainly based on an application communicate with other Notes applications applications in this list based on other factors.
rating. Applications are rated from 1 to 10, and discrete applications that have critical Once the shortlisted applications are migrated,
depending on their criticality. communication with external systems. this exercise is repeated to identify more
This ensures that duplicate communicating candidates for migration.
Core Systems / Services process migrations can be avoided.
Identify databases that are used by multiple The migration of the first few applications
departments and / or locations and assign a containing high amounts of communications
high rating to the databases that are used by will ease the way for following migrations, as
more departments / locations. This will help the communications will contain similarities.
identify constraints like network and firewall
restrictions that need to be taken care of
early in the migration cycle. This will also start
exposing SharePoint to a larger cross-section
of client employees and help in identifying
training and orientation needs up front.

Content migration
schedule approved

Content Test / QA environment Staging / productive environment

Release Test approved Approved
approved

Application Test QA (UAT) Staging Production
developers TFS UAT approved Deployment (production clone)

Test client Customer legacy test environment Customer legacy production environment Productive
user client

Legacy systems / Legacy systems / Legacy systems / Legacy systems /
applications applications stores applications applications stores

Figure 5: Migration environments sample

8 Migrating Lotus Notes to Microsoft

Migrating Lotus Notes to Microsoft 9

Application migration
best practice

Over the last 25 years, Atos has built a strong background and
established best practices out of various migrations expanding over
multiple sources (Lotus Notes, Livelink, Teamware, and others) across
all industries. What all those migrations have in common is that no
tool can design or specify the functional migration of an existing
legacy application.

In order to have a transparent overview of There are some decisions on general design and The overarching goal should be to:
applications that might become members of Lotus to SharePoint mapping that will be agreed uuLeverage out-of-box features
the migration, all assessed applications reside at the beginning of the project’s preparation
in an application inventory repository (e.g. a phases. Those decisions will become the design whenever possible, to simplify
SharePoint list). This repository is composed of guidelines for all applications in scope of the future SharePoint upgrades
the application dependent information (name, migration. Nevertheless, client business process uuIdentify what functionality is really
template, notes database, etc.) and enriched owners per application or application template needed instead of functional cloning
by the migration process related information will, in collaboration with Atos, have to identify uuArchive content versus rebuilding
(business owner of the application, is in scope the best SharePoint schemas, functionalities and applications
of the migration, planned migration date, features to be used to implement the functional
external interfaces, is dependent on other migration on SharePoint.
migrations, etc.).
uuBuy-versus-build.
The business owner of each application is
responsible for all decisions regarding the To accomplish these goals Atos has established
application (e.g. retire, archive, delete or the a migration team structure that incorporates
applications’ functional migration decisions). highly experienced Lotus Notes architects
and developers, and SharePoint architects and
developers. This kind of team mixture leads to
the best migration results, because only Lotus
Notes developers know exactly what behavior
is expected, while SharePoint experts have the
best knowledge of how to efficiently implement
it on SharePoint.

The business owner of each application is responsible
for all decisions regarding the application.

10 Migrating Lotus Notes to Microsoft

Go-live and
decommissioning

Once all the above is completed, migrated mailboxes and migrated
applications will be handed over to production. The related operational
documentation will be updated and the migrated messaging and
application environment will be moved into operation.

During handover to production it’s extremely Atos is well-placed to support the Atos can support this activity with our
important to keep all parties informed of decommissioning of a client’s legacy Lotus experienced professionals, particularly in
progress. As well as this, the handover must be servers; while this is within the client’s regards of the timing for the start of migrated
aligned with the decommissioning of the related responsibility, it is complex activity that has to applications on the new platform and the
legacy systems. be scheduled with the Lotus operating service respective decommissioning on the old
provider and would require your decision. platform, which must be aligned.

Why Atos

Atos has a deep knowledge of messaging, Atos at a glance Messaging
collaboration, business process development uuMore than 5,400 MCP uuAtos supports mid-market and
solutions and implementations, and specializes
in Lotus Notes and Microsoft technology. qualifications globally enterprise clients globally with a volume
We have performed many migrations of Notes uuHelp to build the business case based of more than 2.5 million mailboxes and
and Domino environments, using a mature more than 400,000 mobile devices
process that leverages third-party tools, custom on the clients’ requirements uuWe deliver migration and upgrade
scripts and tool-based as well as manually uuAtos Global Delivery Platform (GDP) services from Lotus Notes, Novell
driven information collection processes. GroupWise, Exchange 2003, 2007
Atos has assessed over 100,000 Lotus Notes methodology with standardized and 2010 to the latest Microsoft
databases, globally, across every market sector. methods and tools messaging environment.
uuAtos proven management of change Application / collaboration
Atos has extensive experience in developing process for optimal adoption of the uuHaving delivered SharePoint solutions
SharePoint based business applications and new platform by the end users for more than eight years, Atos is one
platforms and provides one of the world´s uuTraining of Lotus Notes users and IT of the most experienced IT companies
largest SharePoint environments to Siemens. staff to ensure the proper transition in this area. Today we are hosting over
We can also include integration with other of the essential knowledge 100,000 site collections with more
systems of the client´s IT landscape such as SAP. uuStrong Global Transformation and than 100 TB of data worldwide within
Delivery Network six large-scale data centers and 36
Atos can provide migration delivery resources uuFocused on driving ‘Consolidation small sites. For our client Siemens, we
on all continents and offer optimized pricing and Harmonization’ through operate one of the largest SharePoint
through a migration factory approach continuous transformation. environments worldwide with nearly
supported by 100% Atos-owned Global 400,000 users.
Offshore Delivery Centers.
All of our Lotus Notes migration clients will benefit from
Atos has a deep knowledge of both worlds; our wide-ranging experiences of making the move from to
for a number of years Atos has operated large Microsoft seamless, rapid and efficient for organizations in
Lotus Notes environments which help to every field of business.
understand our clients’ expectations on the
new target platform.

For more information contact: Dr. Alfrid Kussmaul, Head of Global SI Solutions Microsoft Practice 11
[email protected]

Migrating Lotus Notes to Microsoft

About Atos

Atos SE (Societas Europaea) is an international
information technology services company with
annual 2012 revenue of EUR 8.8 billion and 76,400
employees in 47 countries. Serving a global client
base, it delivers Hi-Tech Transactional Services,
Consulting & Technology Services, Systems
Integration and Managed Services. With its deep
technology expertise and industry knowledge,
it works with clients across the following market
sectors: Manufacturing, Retail & Services; Public
sector, Healthcare & Transports; Financial Services;
Telecoms, Media & Technology; Energy & Utilities.

Atos is focused on business technology that
powers progress and helps organizations to
create their firm of the future. It is the Worldwide
Information Technology Partner for the Olympic
and Paralympic Games and is quoted on the
NYSE Euronext Paris market. Atos operates under
the brands Atos, Atos Consulting & Technology
Services, Atos Worldline and Atos Worldgrid.

For more information, visit: atos.net

For more information see www.atos.net or contact: [email protected]

atos.net Atos, the Atos logo, Atos Consulting, Atos Sphere, Atos Cloud and Atos Worldgrid, Worldline, blueKiwi are registered trademarks of Atos Group.
December 2013 © 2013 Atos.