migrating 3000 users and 1100 applications from lotus notes to office 365
TRANSCRIPT
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: [email protected]
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