Open MIc - Best Practices SCN Migration

IBM Collaboration Solutions
Open Mic
Date:
IBM SmartCloud Migrations
Best Methods and Practices
15th
September
2016

IBM Corporation ©2015
2
Open Mic Team
 Abhishek Jain
 Presenter
 Arun Kumar
 Presenter
 Narendra Nesarikar – IBM ICS Support Facilitator for Open Mics
2

Agenda
 What is IBM SmartCloud
 Deployment Model - Hybrid and Service only configuration
 Migration Tools
 Best Practices
 Common Pitfalls
 Q&A
3

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.
4

Deployment model
 Customer is flexible to adopt IBM SmartCloud services using Hybrid or Service only configuration.
5

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.
6

Deployment model (continued)
Service only configuration – Reference Architecture
7

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.
8

Deployment model (continued)
Reference Architecture –Hybrid model
9

Deployment Approach
10

Migration Tools
 OPT/OTT
 MOM
 Transend Migrator for whitespace migrations
11

OPT/OTT
 Recommended for large migrations and/or complex environments.
 Gives flexibility and a systematic approach.
12

OPT - Provisioning Profiles
13

OTT – Selective Migrations
14

OTT - Dashboard
15
Agents now
triggered by links,
and only work on
the current batch
Color-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.
16

MOM – Dashboard
17

MOM – Migration monitor
Quality check
Mail replication /
conversion
Mail uploading
Mail provisioning
Sending Welcome
mail and waiting for
activation
18

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.
19

Transend Migrator – Interface
20

Transend Migration monitor
Displays real time status of all user mailboxes as they are migrated
.
21

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
22

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?
23

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?
24

Choosing the Right Tools
25
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.
26

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.
27
Migration
to Verse
Email
Admin
Team
Securit
y
Networ
k
Team
Legal /
Compli
ance
Comm
s &
Market
ing
PMO
Office
Execut
ive
Spons
or
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.
28

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.
29

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
30

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
31

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 Proposition
Item 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 reporting
7*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 response
30 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 issues
PSM will escalate executive issues, coordinate with development for faster resolution and
personally communicate with VIP.
Local language support Local language speaking PSM where available
Significantly 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 App
Choose 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 !

Questions?
Visit our Support Technical Exchange page or our Facebook page for details on
future events.
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34
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34

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Open MIc - Best Practices SCN Migration

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