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IBM Collaboration Solutions
Open Mic
Date:
IBM SmartCloud Migrations
Best Methods and Practices
15th September 2016
IBM Corporation ©20152
Open Mic Team
Abhishek Jain
Presenter
Arun Kumar
Presenter
Narendra Nesarikar – IBM ICS Support Facilitator for Open Mics
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IBM Corporation ©2015
Agenda
What is IBM SmartCloud
Deployment Model - Hybrid and Service only configuration
Migration Tools
Best Practices
Common Pitfalls
Q&A
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What is IBM SmartCloud
IBM SmartCloud is a full featured email service, designed to meet the needs of business.
Users are able to access the service directly over the internet using IBM Notes client , web browser and mobile device including support for flexible client platforms.
Existing Notes and Domino customer can adopt IBM SmartCloud services seamlessly integrating their existing on-premises infrastructure.
Transparent end user access to on-premises and cloud capabilities.
Customer can retain their existing IBM Domino and organization identities.
Users can keep their existing ID files and internet mail address.
No changes required to continue accessing existing on-premises applications.
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Deployment model
Customer is flexible to adopt IBM SmartCloud services using Hybrid or Service only configuration.
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Deployment scenario
For customers who do not have any existing on-premises IBM Domino infrastructure (for either mail or applications), the IBM SmartCloud Notes service only configuration is the simplest implementation. In this model, the entire email messaging service is wholly contained and does not have any requirement to interact with any external system. All administration is done via a simple web browser accessible administrative user interface. Users connect via the Internet using browser, IBM Notes client or mobile devices.
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Deployment model (continued)Service only configuration – Reference Architecture
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Deployment scenario
For those customers who have more complex integration requirements, or who might have some Domino application infrastructure but use an alternative email messaging system, the IBM SmartCloud Notes hybrid configuration is likely to be the better choice.
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Deployment model (continued)Reference Architecture –Hybrid model
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Deployment Approach
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Migration Tools
OPT/OTT
MOM
Transend Migrator for whitespace migrations
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OPT/OTT
Recommended for large migrations and/or complex environments.
Gives flexibility and a systematic approach.
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OPT - Provisioning Profiles
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OTT – Selective Migrations
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OTT - Dashboard
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Agents now
triggered by links,
and only work on
the current batchColor-coding for
“marginal” status
and OPT status
“Batch” instead of
“request”
Dates monitored
on the dashboard
IBM Corporation ©2015
MOM – Mail Onboarding Manager
Moves your on-premises mail data (from Domino or Exchange) to the cloud and provision new or existing SmartCloud account with Notes mail.
Does not require a staging server for mail file transfer. It is a web based tool and can be run from any existing workstation.
Easy and simple to setup the migration environment.
Can be used for small migrations and simple environments.
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MOM – Dashboard
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MOM – Migration monitor
Quality check
Mail replication /
conversion
Mail uploading
Mail provisioning
Sending Welcome
mail and waiting for
activation
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Transend Migrator
Useful for a customer who is using a non-Domino messaging platform like Google. This can be used to migrate the existing on-premises or cloud data to on-premise Domino server which is then uploaded to SmartCloud using other migration tools.
This tool contains an easy to use interface and is designed to simplify the migration experience .
Multiple instances of user migration can be run from a single Transend migrator interface.
Batch migration option is also available.
Migrates all the user data including E-Mail , Calendar , Address book and tasks.
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Transend Migrator – Interface
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Transend Migration monitor
Displays real time status of all user mailboxes as they are migrated
.
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Best Practices – Assessment
Good knowledge of Source and Target environments is required.
There are no shortcuts.
Complete the migration checklist and keep it as simple as possible.
Be prepared to think outside the box.
Choose the deployment model carefully.
Consider leveraging Policies, or 3rd Party BP apps to simplify the remediation or reconfiguration process
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IBM Corporation ©2015
Best Practices - Planning
Always use the best-fit tool.
It is always recommended to test the migration scenario with few test user account before migrating the actual production users.
A pilot can be conducted with a selection of some users based on the organization strength for the IBM SmartCloud migration. This will give an idea of the migration process and we can remove any issues encountered during the migration of pilot users.
It is advisable to carry the migration of production users in batches which will help the Desktop support team to get time to handle the end user workstation issues if any.
The Notes workstation and browser should be upgraded as per the system requirement of IBM SmartCloud Notes services before the migration.
Do user’s create local archives?
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IBM Corporation ©2015
Best Practices – Planning
Keep track of Active and Inactive users.
Take into account changes (if any) required for existing mail customizations or custom applications.
Prepare the deployment plan keeping minimum user disruption in consideration.
Typical approach is to proceed server-by-server and domain-by-domain (for multi-domain environments).
Plan for HA in case of Hybrid setup.
Who will own your MX Record?
SAML eliminated the need for Connections Cloud to store a web password for user’s. This can simplify onboarding and reduce help desk calls.
Who will own your MX Record?
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Choosing the Right Tools
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Mail Onboarding Manager (MOM)
• SMB customers, and distinct user groups migrations
- Simple tools for grouping transfers
- Automated to reduce points of failure
- Support for big bang migration
- HTTPS data transfers with no need to encrypt NSF database
• Self-serve tool for Administrators and Business Partners
Onboard Transfer Tool (OPT/OTT)
• Enterprise and complex migrations
- Support for managing multiple domains and 1000s of mailboxes
- Complex scheduling requirements with users across multiple geographies
- Multiple data transfer protocol options for speed and security (FTP and USB)
• Led by IBM Services or a Certified IBM Business Partner
IBM Corporation ©2015
Best Practices - Migration
Scan the environment using the migration tool and fix the errors before assigning the user to a batch.
Ensure good and stable network connectivity between different components.
Use LLIS for large batch provisioning.
Try to avoid having large databases.
Automate the process as much as possible.
Leverage software tools
A user who has delegated access to another account must be moved before the mail file owner.
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Best Practices - Migration
Use an FTP client that supports both resumable transfers with SSL/TLS secured transport and also SSL session reuse.
Maximize number of concurrent connections available for transfer
Use LLIS for large batch provisioning.
Use Premium support if feasible.
Many customers underestimate the staffing requirements of cloud migration projects.
Staffing Requirements include:
• Core Migration Team
• Security Team (User identities and MDM)
• Help Desk
• Application Teams
• Network Teams
• Corporate Communications, Marketing and HR.
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Migration to Verse
Email Admin Team
Security
Network
Team
Legal / Compliance
Comms &
Marketing
PMOOffice
Executive
Sponsor
Early Adopte
rs
Help Desk
IBM Corporation ©2015
Best Practices - Migration
Migrations strain support teams.
Avoid the “trickle to cloud” strategy.
Velocity projects are typically more successful.
Not uncommon to migrate “hundreds per day”.
Success is typically based on help desk enablement and communication strategy, not technology.
When problems are encountered, iterate, not stop.
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Most Common Pitfalls
Misconfiguring firewall ports and using hard-coded IP addresses.
Passthru server ID not created in same certificate hierarchy as mail routing/directory synchronization server IDs and SCN OU certifier.
Typos in domain validation CNAME keys entered into DNS.
Using an existing OU server certifier instead of creating a new SCN specific OU certifier with which to create virtual SCN server identities.
Marking a primary domain directory with “Do not use this Domino Directory for user provisioning” flag.
Failing to mark an extended directory catalog with “Do not use this Domino Directory for user provisioning” flag.
Putting Passthru server(s) in the same internal domain as mail routing / directory synchronization and other internal Domino servers.
Missing Social Content during planning and estimation.
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Most Common Pitfalls - Remediation
Do not underestimate remediation efforts:
• Applications
• Mail Templates
• Hygiene / DLP in the cloud
• Generic / Functional ID’s
• Federated Identity Management (SAML)
• Network / Bandwidth
• If Notes clients; MMR’s, Local Archives
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Most Common Pitfalls – Communication and Adoption
Companies often fail to communicate properly with their users
• This drives up unnecessary help desk calls
Build a marketing campaign
• Leverage corporate communication teams
• Tell Your Users what is coming and why its great! The Vision
• Give your user’s help resources: blogs, communities,
• Provide Simple end user communication
• Consider videos and multimedia
• Consider cultural differences across your global teams
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Premier Support what does it Offer for you
Assigned Premier Support Manager
Personalized attention from a local language resource where available
Builds deep customer knowledge and aligns service with client business needs
Enhanced response objectives
Prioritized Support with VIP support for key execs
Consulting hours with subject matter experts
Defined Knowledge sharing activities
Expert interviews
Quarterly Product Management updates
Cloud admin enablement workshops
Targeted advice from subject matter experts
Addressing customer pain points
Includes Complementary Ask The Experts Service entitlement
Complementary Social Business App
(e.g. Social Sidebar)
Monthly updates on new Cloud features
Regular reports on Cloud usage
Enhance your Cloud Subscription with assured support and enhanced service levels from IBM
IBM Cloud Premier Support complete Value PropositionItem Description Value
Premier Support Manager (PSM)Acts as your primary point of contact
Owns and coordinates regular communication
Knows your environment, incident history, application usage, your BUSINESS. This
significantly improves efficiency and reduces incident resolution times.
Incident reporting7*24 phone support for severity 1
5*24 priority handling for severity 2, 3 and 4
Around the clock phone support for all incidents vs. local business hours for severity 1
only in Basic. Priority problem handling.
Support response30 Mins for severity 1, 1 hour for severity 2, 2 hours for severity 3 &
4
Ensures prompt feedback on high severity problems instead of 2 hours in Basic. Also
improves response times on all severities.
VIP support Special attention for executive issuesPSM will escalate executive issues, coordinate with development for faster resolution and
personally communicate with VIP.
Local language support Local language speaking PSM where availableSignificantly improves communication with both the customer and IBM internal
organizations.
New Feature Planning Guidance Personal communications on new features in the service Premier only and tailored guidance by your PSM
Consulting services Block of hours for remote consultation with IBM experts
Acces to remote consultancy from IBM experts to assist your planning, integration or
customization questions. Also allows you to take advantage of available packaged
services offerings to help accelerate ROI from your cloud investment.
Regular education and reporting
Expert Interviews – Interviews with members of the IBM internal
cloud team sharing best practice and experience on moving
400,000+ users to the cloud Roadmap updates
– quarterly updates from our Product Management team on our
Cloud products strategy. Cloud Admin enablement –
direct advice and guidance from our experienced support
professionals on how to administer your cloud deployment
Deeper and more detailed sessions only for Premier customers delivered by IBM
business and technical experts. Quarterly reports on usage, new features, best practice
and other key areas.
Ask The Experts Access (2,750 seats+)
Provides a platform for access to our entire pool of global services
expertise. Client asks the question, we find and assign it to the
best available expert to answer it.
Leverage the expertise of our services professionals worldwide to support faster project
progression, better project planning and to improve operational efficiencies.
Free choice of qualifying IBM AppChoose from available apps. Currently available: Social Sidebar –
more coming soon.
Drive additional value from your Connections Cloud deployment and save significant
additional cost at the same time !
IBM Corporation ©2015
Questions?
Visit our Support Technical Exchange page or our Facebook page for details on future events.
To help shape the future of IBM software, take this quality survey and share your opinion of IBM software used within your organization: https://ibm.biz/BdxqB2
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http://www.facebook.com/IBMLotusSupport
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http://twitter.com/IBM_ICSSupport
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Thank You