Lotus Notes Transition to Office 365Thuan NguyenSolution Architect, FPT Software, Japan

About MeA Solution Architect at FPT Software, helping customers effectively build a digital workplace with Microsoft Products and Technologies. Email: ThuanNN@Fsoft.com.vnBlog: http://thuansoldier.netLinkedIn: linkedin.com/in/

thuansoldierTwitter: @nnthuan

Different organizations have different reasons of Notes transition.

The presentation is not going to compare between Lotus Notes & Office 365.

There is no silver bullet in any Notes transition to Office 365

Your experience and thoughts may vary

Disclaimer

When Groupware?

Group Infrastructu

re

COLLABORATIONConferencing

Shared Databases

Development Framework Workflow

COMMUNICATION

COORDINATION

E-mail Messaging Lotus Notes is the first

commercially available software application that positively improved the ways teams of people worked together.27 years ago

Digital TransformationDigital Transformation rapidly happens, changing almost everything27 years later

CommunicationCoordinationCollaboration

Digital “Workplace” Transformation

A new way of work

Does Notes make you painful?Common challenges my customers have faced: Use Notes outside of the company network over

the Internet > Access No centralization of information due to lots of

unmanaged Notes databases > Information Portal

Not in a safety and e-mail confidentiality > Security

Real-time collaboration and data transmission > Flexibility

Lose the vision of digital workplace to follow the trend of digital transformation > Vision

The “Future” of Notes

IBM Lotus Notes

Office 365

Microsoft has clearly defined the vision of Office 365 while IBM is not.

Notes is actually not dead but why are lots of people asking about its future?

Is Office 365 the only choice?Not the only choice but is a great choice

Why am I not calling “Migration?Migration

Transition move to somewhere but no promises to returnremove old assets, processes, policies, practices.create the opportunity to start freshmove forward to get the benefits rather than revisiting the pastThe past is the past and all the value is in the future

move to somewhere and you can come back some time.

The rule of 80/20

Plan

Technical

Simple app

Complex app

Consolidation

Transition PyramidMove things

out3E’s

Consolidate things

Discover what exists

Form up a team

Set your objectives

Know your paint point

Where to “actually” start?Team Governance

Assessment

Team Governance Sponsor and

Steering Committee

Program ManagerCoE Lead

Notes CoE

Office 365 CoE

Email Migration Team

Simple App Migration Complex App Migration

Project Manager

Technical Lead

Engineer

Project Manager

Technical Lead

Junior Developer

Project Manager

Technical LeadSenior

Developer

Quality Assurance and Testing Team

3 E’s Strategy

EnablementEmpowermentEducation

Education It’s like first step to your Office 365 adoption. Let old people feel the new Office 365 is not really

different from Lotus Notes from a few of perspectives (look & feel, end user function).

It’s to evangelize the transitionFor mail, it’s quite easy but for SharePoint, it’s going to be complicated

Enablement Give your end users the opportunities to regain some of

the things they have been educated. Some demonstration in Office 365 is highly recommended

Empowerment Empower your end users to experiment Outlook email as

if they have never heard. Create some SharePoint sites which have similar look &

feel you educate for experiment.

Assessment TypeLight Assessment Deep

AssessmentThis is the fastest way to have the assessment result at considerable accuracy.scan Notes databases design and provides the following information: Database technical specification Database complexity Number of active and number of

total form, view, agent. Migration effort and cost for each

database List of databases template

This option provides more detail assessment result by manually analyzing each individual Notes database.Information below shall be conducted: Description about the business

purpose, workflow information or integration information.

Refined number of active form, view and agent.

Refine database template list and provide template description

Light Assessment Purpose

Conduct discovery of all Notes applicationsClassify complexity level of Notes applicationIdentify standard template-based applicationConsolidate similar structured applicationsPrepare for deep assessment and resource estimate

Light Assessment ReportServer Name

Database Name

Database Location Complexity

View Size (MB)

Forms Fields Tables Agents Design Last

Modified

Data Last Modified

Last Accessed

CONTOSO01

Training Doc Lib

DB\traningdoclib.nsf 2 9 80 10 30 10 6 07/08/2015 02/04/2016 02/04/2016

CONTOSO01

Training Doc Lib

DB\traningdoclib.nsf 2 9 80 10 30 10 6 07/08/2015 02/04/2016 02/04/2016

CONTOSO01

Training Doc Lib

DB\traningdoclib.nsf 2 9 80 10 30 10 6 07/08/2015 02/04/2016 02/04/2016

CONTOSO01

Training Doc Lib

DB\traningdoclib.nsf 2 9 80 10 30 10 6 07/08/2015 02/04/2016 02/04/2016

CONTOSO01

Training Doc Lib

DB\traningdoclib.nsf 2 9 80 10 30 10 6 07/08/2015 02/04/2016 02/04/2016

Why automation?

You simply do not want to manually analyze each one in hundreds/ thousands of databases.

Why Deep Assessment?

Minimize

Optimize

Prioritize

Modernize

Deep Assessment must be performed in every transition to avoid business impactAutomate Deep Assessment is likely impossible

Deep Assessment Flow

Before the ImplementationDo explore what Office 365 is offeringDo know boundaries and limitations for Office 365The problem should only be Notes application migrated to SharePoint Online

Email Migration to Office 365 Convert from .NSF to .PST 3rd conversion tool like Binary Tree CMT

is highly recommended. Challenges are coexistence or Notes

email decommission process.

Notes app & database to SPOMapping CustomizationLook & Feel

Life after the transition

Out-of-the-box

Simple customization

Advanced customization

Takeaways! Each transition project is unique. Most of the time you do is assessment

and 3 E’s Assessment shall contribute to the ROI The large number of user you have, the

more important the coexistence. Try to educate to out-of-the-box

Q & A

THANK YOU FOR YOUR ATTENDING