Preparing for a move to the Cloud Notes Traveler Health Assessment Alan Forbes

We are going WHERE?

Key Questions: 5 W’s Who are the key people who need to be involved? What are the goals of the project? You can’t prepare properly if you don’t know the goals When are you moving to the cloud? What is the time line? Where – to which cloud are you moving? Why are you moving to the cloud?

Extra Fun: A Case Study An organization that did not ask these questions! Predictable results

Why are you moving to the cloud?

Review the Infrastructure 1 How many mail files are there? How big are they  size of each mail file? Are you going to move all the mail, or just n months? Does each mail file have a respective person document or mail-in database? Don’t migrate orphans Does each mail file have an archive? How do you know which archive goes with which mail file? Does the archive need to be moved? What is the ACL of each database? What clues can you get from an ACL?

Review the Infrastructure 2 Is mail forwarding configured for any person documents? If so, WHY? What e-mail addresses are being used for each person? Don’t break user email addresses!!!

How many addresses?

Many variations of eMail

Review the Infrastructure 3 What Groups exist and where are they used? Who are the group members? What company electronic conduct policies exist and how are they being enforced within Domino - i.e. server mail rules, policies, quotas, server configuration document? What spam filters exist and should be carried forward? What spam exceptions exist and how will they be carried forward?

Are the users using the Notes client, iNotes, Traveler? Users will expect to be able to use something similar to what they are using already

Cascaded Address Books A case study in avoidable disaster Do not overlook cascaded address books State Department of Public Safety Used groups for messaging (some open, some restricted) Required to notify other agencies, local law enforcement for certain events O365 did NOT accommodate this!

Cascaded Address Books A case study in avoidable disaster BIG Nasty Surprise Cascaded address books were not migrated, could not be migrated A month of unhappiness

Office365 Limitations Can’t add a user to a group without first adding as a Contact. OWA does not all users to share contact lists Awkward workaround Create account in O365 Import contacts Selectively share contacts Create separate profile to manage the group Setting default permissions requires PowerShell

Are Domino applications in use? Are they work flow enabled using mail? Are they expected to still work?

Engage Take-Away

Custom Agents

Export Group Info Agent parses NAB Outputs Excel Sheet

Applications using SMTP Using Domino SMTP as a relay? enable enhanced logging and review the log.nsf for IPs/machine names performing the relays. We wrote a LotusScript agent that parsed the log's mail routing documents and exported the information to a csv. This report found many ‘surprises’ Some systems needed to be remain behind, others reconfigured.

Parsed Log What we found: Copy machines Scanners Oracle apps Received Message from SMTP Host 172.30.128.54 iimpact_xerox.hq.dps.state.az.us (10.164.76.254) azhpsim01.internal.azdps.ad (10.1.126.156) 10.164.17.224 Patton (10.1.1.9) 10.1.126.76 tsmserver01.hq.dps.state.az.us (10.1.126.141) xerox7125.hq.dps.state.az.us (10.164.73.249) canon41f2a2.hq.dps.state.az.us (10.164.74.243) Parsed Log What we found: Copy machines Scanners Oracle apps Payroll system Mitigate the systems -- then run it again the next week

Lock out the end users Perform a final synchronization between Domino and Office 365 e-mail files after the DNS records are modified to route new email to O365. Technical - Avoid the potential scenario of someone deleting, filing, saving emails in Domino and then complaining that these updates had not synchronized to O365. Political - If the users could no longer access their Lotus Notes files then they would be forced to go to the new messaging system to access/send emails.

Unlock the end users The 'unlock' agent was written in case there was a need to back out of the email migration. Restore access for all users.

Applaud Here

Aforbes@rprwyatt.com www.rprvitalsigns.com