notes migrations don't have to be hard

Notes Migrations Don’t Have to be Hard!!Dan Barker – Global Product Manager

Dell Software

Who on earth is Dan Barker?

© 2014, Information Control Company2

• Global Product Manager for Dell Software

• Worked with SharePoint since the “Tahoe” days

• Developer, architect, financial/data analyst, GM

• Prior work at multiple fortune 500 companies

• Work from the Microsoft campus in Redmond

• I am not related to Bob Barker

• Sports Nut/ Detroit Tigers fan

[email protected]

www.dan-barker.com

@barkingd

The Business Case


• It all started with wanting to get off of Lotus Notes Support

• The original business case was to save money by consolidating on one platform.

• The enterprise chose Exchange and SharePoint

• The email part of the migration was completed with moderate difficulty. Then came the applications . . .

Email was moved but…..

• The application data / logic was more complicated thanexpected

• Moved email but not applications

• Application migration project became too expensive

• Ok REALLY EXPENSIVE……

• Result?– The enterprise had to keep the old platform

• Why?– Accommodate business critical applications that couldn’t be moved

• Result?– The users are sad.


Now we pay for everyone’s support


Exchange SharePoint

Lotus NotesDomino

Notes Developers

SharePointDevelopers

Why application migration projects fail

• Lack of application rationalization

• Big bang approach

• Migrating the complex applications first

• Poorly developed RFPs

• Poor change management

• Require new applications to look like Notes


Application Rationalization


We don’t know what our users need…..so we’ll move everything !

Organizations that have been on notes a long time usually have:

• Too many applications to move

• Rationalization is the first step to reducing the work load


Concern

Shrinking the portfolio!

• Unused databases should be archived or eliminated outright (Environment age a big factor)

• Documents can be converted to PDF – and made searchable in SharePoint

• Non functional empty databases can be deleted or backed up to cheep storage.

• Other functions can be moved to existing enterprise applications. • Document Libraries, Project Management, Leave time scheduling,

Expense Reporting


First Key to Success

Big Bang Migration


We want to retire the platform by the end of the year, we need to get everything off at once

• The concern is often based on pressure from the CEO, CFO or other executive

• Get off the old platform quickly.

• Deadline is often based on when the current support agreement will expire

Recommendation = Put migration success ahead of financial goals!


Concern

Move applications by functional group starting with simple workloads

• The big bang approach never works for other IT projects

• There is no reason to think it will work for Notes application migrations

Just say no!!


Recommendation

Migrating the Complex Applications First


Before we move the easy stuff, we want to make sure we can move the complex workloads.

• Different products & skillsets

• Administrators and developers with years of Notes experience may not know how to develop the same functionality in other platforms


Concern

Recommendation

Move the easy stuff first

• Gives administrators and developers time to get familiar with the new platform

• There are no functions that exclusive to Lotus Notes.


Applications must look like Lotus Notes


Concern

My users can’t learn a new interface.

• The IT department sometimes creates a constraint that says applications on the new platform must have the same look and feel as the original application in Lotus Notes


Embrace the new platform

• In order to gain the full benefit of the new platform, you must get the user used to the new UI as quickly as possible.


Recommendation

Poorly Developed RFPs


We’re don’t know how to do this so we’ll just issue an RFP

• RFPs and RFIs are often the preferred way of dealing with Notes applications migrations.

• Allows the IT staff to not worry about developing skills that won’t be needed after the migration.

• “Throw away skill”© 2014, Information Control Company20

Concern

Issue a more open RFI

• Don’t over burden the RFI with constraints

• Ask the respondents to suggest the constraints that will assure the quickest migration and best end user adoption.

• Allow each respondent to run a meta data collector against the application portfolio

– so they have the data they need to make the best estimates.


Recommendation

Customization Strategy

• Migration is the beginning (point-in-tim)

• Ongoing customization and change control is residual

• Repurposing Notes applications requires it

• Start with a strong understanding of what’s needed

• Adoption and enablement – Dev and Non-technical!!

• ROI in mind


Summary ofRecommendations

Start with the simple applications

Document libraries

Discussions

Standard Notes Templates

Strong Rationalization Program

Archive what you don’t think you need

Strong executive support

Encourage in the box thinking

Have a customization strategy in place from the beginning

Give vendors the data with the RFP and break up the project!


Dell Software Group tools and offerings

• Notes Migrator for SharePoint

• High data fidelity

• In depth analysis

• Link synchronization

• Quick Apps for SharePoint

• Quick build Notes solutions in SharePoint

• Social Migrator for SharePoint

• Move IBM Connections to SharePoint

• APPceleration

• Migrate template applications to SharePoint


Thank You!


[email protected]

www.dan-barker.com

@barkingd

notes migrations don't have to be hard

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