open mic - best practices scn migration

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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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


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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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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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


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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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



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 !


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