migrating 3000 users and 1100 applications from lotus notes to office 365

Migrating 3000 users and 1100+ applications to O365

Arno Flapper, Technology lead

Arno Flapper• Technology Leader at Axians

• Microsoft Enthousiast and Enterprise Architect

• Focus on Office 365, Azure and other Clouds

• Active speaker at events

• Architect of:• Migration Planning Process• Cloud on-boarding process

• Twitter: @FlapperA

• E-mail: arno.flapper@axians.com

About this session• The case used is a Lotus Notes migration to Office 365

• However, information given here applies to all migrations to Office 365, both Notes-2-O365 as Exchange-2-O365

• Information given here is based on our experiences and best practices

The case

The case• Company has used Lotus Notes for over 14 years and wants to

migrate to Office 365

3700 Notes users

1100+ applications(700 unique applications)

7.5+ Tb of mail data

30+ domains

50+ servers

20+ datacenters

Migrate - 1 central domain- < 3000 users- < 300 applications

5 Notes domains

The case (2)• MessageLabs was used for mail filtering and needed to be included in the

mail routing of the co-existence phase

• AD was not yet centralized.

• All (regional) domains needed to be consolidated to one domain: <domain>.com

• Extra complexity: Notes is not linked to AD! Notes users needed to be matched with an AD-account

Session build up

Why this session?• Migrating to O365 is all about preparation and planning

• Some preparations have long lead times. They mess up any planning

• The next part of this session will be about the right order and steps of migrating to O365

Preparations

Preparations : 1. Add local internet break-outs

Internet

Local internet break-out

Central DC

Local DC’s

Implement:- Traffic shaping (preferably level 7)- Firewall- Intrusion detection

Warning: Local internet break-out can take up to 6 months to realize

Preparation: 2. Check and prepare tenant

Preparations : 3. All users to one central AD

<domain>.de

<domain>.nl

<domain>.fr

<domain>.it

<domain>.de<domain>.nl<domain>.fr<domain>.it

Preparations : 4. Install Exchange 2013 Hybrid server on-premises to implement AD schema

On-premises Lotus Notes Office 365Exchange 2013

Hybrid

Exchange 2013 schemaadded to central AD

Central AD

On-premises(Primary farm)

AD DirSync ADFS Proxy ADFS

DirSync ADFS Proxy

AD ADFS

Site-2-Site VPN

Preparations : 5. Build ADFS-farm

Preparations : 6. Build e-mail migration farm

Staging server

CMT Controller(EMM)

CMT Worker CMT Worker CMT Worker CMT Worker CMT Worker

Replication

Domino servers

Exchange Online (O365)

Mailbox migrations will run at max. 0.5 Gb p/h.

Add more workers to increase overall migration speed Use staging server to centralize

data to DC with best connectivity.

NOTE: Staging server and migration farm should be in the SAME DC

Preparation: 7. Clean-up source environment• By very thorough cleaning we could remove / archive:• 704 Notes users• 400+ duplicate applications• 300 obsolete applications• 7 Notes servers

• Or… have over around 25% less to migrate

• By limiting the mail migration to items from 1-1-2013 and up, we saved around another 15%.

Migrating users to Exchange Online

Step 1: Enable all users in local Exchange

Mail-enabled user<domain>.com & <domain>.nlIn Exchange Online GAL(no license assigned)

Enable as “mail enabled user”<domain>.com

DirSyncMatch Notes-user with AD-account and add new external address<domain>.com

Internet

Exchange Online

On-premises mail

Symantec Cloud (MessageLabs)

*.**.*

<domain>.com

<domain>.eu

<domain>.com

<tenant>.onmicrosoft.com

Internet

Exchange Online

On-premises mail

Symantec Cloud (MessageLabs)

*.*

*.*

<domain>.eu

<domain>.com

<tenant>.onmicrosoft.com

<tenant>.onmicrosoft.com

Notes (MX: <domain>.nl)

Step 2: Select user batch to migrateOffice 365 (MX: <domain>.com,

Hosted by Symantec)

User1Primary : user1@<domain>.nlSecondary : user1@<domain>.com, user1@<domain>.eu

User1(mail-enabled user object)Address : user1@<domain>.nlForward: user1@<domain>.eu

User2Primary : user2@<domain>.nlSecondary: user2@<domain>.com, user2@<domain>.eu

User2(mail-enabled user object)Address: user2@<domain>.nlForward: user2@<domain>.eu

Notes (MX: <domain>.nl)

User2Primary : user2@<domain>.nlSecondary: user2@<domain>.com, user2@<domain>.eu Forward : user2@<tenant>.onmicrosoft.com

Step 2: Select user batch to migrateOffice 365 (MX: <domain>.com,

Hosted by Symantec)

User1Primary : user1@<domain>.nlSecondary : user1@<domain>.com, user1@<domain>.eu

User1(mail-enabled user object)Address : user1@<domain>.nlForward: user1@<domain>.eu

User2Primary : user2@<domain>.nlSecondary: user2@<domain>.com, user2@<domain>.eu

User2Primary : user2@<domain>.comSecondary : user2@<domain>.nlForward: user2@<domain>.eu

From: user1@<domain>.nlTo: user2@<domain>.comSubject: …Body: …

Assign O365- license to user

Pre-migrationFinal incremental update

Set mailbox to read-onlyPlace migration message in mailbox

Primary domain changed via on-premises AD prior to assigning license

Migrating applications

Migrate• We had 4 categories for applications:

• To be deleted: • All applications that contained (almost) no content

• To be centralized: • All applications for the content needed to be preserved for archive purposes

• To be migrated: • All applications for which an owner is known and he / she indicated that the applications

needs to be migrated• To be archived:

• All applications that have not been accessed for the last 6 months. Will be deleted after 1 year• Also: The “Lost & Found”-section. If owner is not found and the application is not accessed in

the next three months, it will be a “to be archived”-application.

Migrate

Step 1: User matching• Users need to be present in O365 before migrating• We matched based on the following hierarchy:

• But still dozens of users needed matched by hand….

Domino Person field value Local AD user object attribute1. internetaddress mail2. DisplayName DisplayName3. Firstname.Lastname CommonName4. Shortname SamAccountName5. DisplayName CommonName

Step 2: Determine app-type

Publish news procedures, “who is who”, etc

Collaborate on products and projects with an end

date

Contract management,quality management

and project sites

BusinessApplicationsIntranet

Store personal documents, share documents, access to

group documents and SharePoint sites

Knowledge sharing across departments

CommunitiesCentral workplace

Video portal.Central storagefor video files

Combining trending documents from other office 365 systems like

OneDrive and SharePoint, Word, PDF and e-mail

attachments

Replacement for department sites and short

term projects

Documents, e-mail, Skype,Messaging and calendar

CollaborateSmart aggregationMedia

Migration Farm

Step 3: Migrate using migration farm

Step 1: Match Notes user with AD user and keep static conversion list

Step 2: Analyze applications and determine destination templates

Lotus Notes teamroom to SP Online teamsite

Source: http://www.codeproject.com/Articles/31685/Migrating-Lotus-Notes-Domino-data-to-Microsoft-Off

Step 4: Manual migration• All apps that cannot be migrated by migration software are candidate

for manual migration.

• For this we use 4 scenarios1. Convert to COTS platform (Dynamic CRM, SAP, etc.)2. Functional rebuild with content migration3. Functional migration, no content migration4. Complete rebuild

Lessons learned

Lessons learned• Always use a Exchange Server in Hybrid configuration in your setup

• Start early with preparations:• Local Internet-breakout & Site-2-Site VPN with Azure• Getting the tenant right (location, licenses, name)

• Use layer 7 traffic shaping to control the download of Outlook offline cache

• Do a very thorough clean-up of data before you start

• Filter between “Need to migrate” and “Better to rebuild” (i.e. Rooms / Resources / Groups / Apps)

Questions?

Thank youArno Flapper, Technology lead