G-Cloud Service Definition Lotus Notes to Microsoft SharePoint Migration Discovery Service
Lotus Notes to Microsoft SharePoint Migration Discovery Service This service provides an opportunity to review the existing Lotus Notes applications and gain an understanding of how best to migrate them to a Microsoft platform (where applicable) or, possibly, to an alternative platform. The service offering is ideal where customers have chosen to move to a Microsoft Outlook/Exchange email platform from Lotus Notes email and do not know what to do with a plethora of applications that have been built up over time on that platform. Atos> Lotus Notes to Microsoft SharePoint Migration Discovery Service Better understanding of current LN landscape When an organisation have had a product such as Lotus Notes (LN) for a long time, they will likely to have hundreds of different applications and databases that former and current staff have created some of which will remain and some of which will no longer be required. The discovery analysis will identify all of these applications and enable informed decisions to determine their future. Clear roadmap for LN environment A roadmap will be created showing each application, whether it is to be retained, and for those that are, a plan for their migration. Ability to prioritise overall LN applications migration project The discovery exercise will capture information that will help prioritise which applications should be migrated first and which can be done over a longer time period. Decommissioning of unnecessary applications Invariably a lot of applications developed in Lotus Notes will have only been required for a point in time or will no longer be used. The discovery exercise will allow those applications to be decommissioned without unnecessary risk that they are still live. Cost savings Once all of the Lotus Notes applications have either been retired, migrated or redeveloped, the Lotus Notes platform and server can also be decommissioned. The target platform uses Microsoft technology, virtualisation and infrastructure, and offers a more cost effective approach to hosting applications. New application platform opportunities A new Microsoft SharePoint platform offers a huge range of opportunities for hosting and developing a range of types of applications. From collaboration and electronic document and records management, through business intelligence and data manipulation, to workflow and custom application solutions. 1
Proven technology The Microsoft SharePoint platform is proven technology and used widely across all kinds of organisation. With each iteration, the platform improves and enhances its capabilities. The SharePoint 2013 offering is the most stable and comprehensive yet. Integration with other Microsoft applications Naturally, having a Microsoft platform, means that integration with other Microsoft products is seamless. Whether it is integration with Microsoft Office for creating and editing content or integration with Outlook using the standard SharePoint > Outlook features or a more comprehensive 3 rd party option, the whole task is easier to achieve. Option to migrate as a planned future exercise This service doesn t actually migrate existing Lotus Notes applications to a new SharePoint platform but it does provide the direction, plan and estimation of costs for doing so. What is it? The Atos Lotus Notes to Microsoft SharePoint Discovery service is an offering that will enable customers that wish to migrate to a Microsoft platform review and plan for the migration of any Lotus Notes applications they have on their existing Lotus Notes platform. Typically this would be where customers are moving from Lotus Notes email to Microsoft Outlook/Exchange email and have a desire to remove any dependencies on the Lotus Notes platform. Included in the discovery process are Lotus Notes applications, Domino.doc databases, QuickPlace collaboration and Quickr collaboration platforms. The migration of Lotus Notes email to Microsoft Outlook/Exchange email is not analysed as part of this service. It only includes Lotus Notes applications or Lotus Notes based collaboration systems. The service involves a number of stages; Assess, Triage, Scope and Analysis and Future Scope and Planning. The Assess stage effectively a technical audit - involves running a discovery tool against all of the Lotus Notes servers and databases. During the Triage stage, the output from this is then analysed and each application assessed as to whether it should be: a) Retired because it is no longer used or is out of date b) Migrated either a. Standard Migration - using a standard automated migration tool or b. Non-standard Migration where the application and data has been customised and will require more work to be repackaged for Microsoft, or even rebuilt in the target environment c) Replaced - where alternative, non-microsoft applications can be substituted, such as bespoke development, existing COTS packages or other existing systems 2
Once this categorisation has taken place, a more detailed analysis of requirements can be undertaken for standard transformation, development/repackaging or management of end of life. The aim of the discovery phase will be to provide a more accurate scoping of the transition programme and the deliverables. The Atos Lotus Notes to Microsoft SharePoint Discovery service will include: Transition plan with mapping of current and target states Project plan showing tasks, resources and estimates A breakdown of cost estimates for each application Risk register High level business and software architecture Overview of target hardware platforms Test strategy and requirements The main type of organisation that will benefit from the Lotus Notes to SharePoint Discovery service, are those who are long-term Lotus Notes users as many Government departments and agencies are and wish to move to a more open Microsoft platform. Most organisations that have been using Lotus Notes for email have over time, also developed any applications and databases. Additionally any organisations that are using Lotus Notes collaboration platforms and want to move to a different platform will also benefit from this service. Atos fully understands that Microsoft SharePoint may not be the best solutions as a target application platform and the exercise will, where appropriate, identify or recommend alternative options. For instance, a Travel and Subsistence application built on Lotus Notes may be best handled by migrating to an SAP platform if that is part of the customers solution portfolio. Examples of where Atos have delivered this service to other organisations is available on request. 3
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Contents 1. Service Summary... 6 1.1 Introduction... 6 1.2 How this Product can be used... 6 1.3 Objectives... 6 2. Service Description... 7 2.1 Overall Strategy... 7 2.2 Benefits... 8 2.3 Deliverables... 8 2.4 Timescales... 8 2.5 High Level Project Plan... 9 3. Pricing... 10 3.1 Resource Breakdown and Service Costs... 10 4. Financial recompense... 11 5. Training... 12 6. Ordering and invoicing process... 13 7. Termination terms... 14 7.1 By Consumers (i.e. Consumption)... 14 7.2 By the Supplier (Removal of the G-Cloud Service)... 14 8. Consumer responsibilities... 15 9. Technical requirements... 16 10. Glossary of Terms... 17 5
1. Service Summary 1.1 Introduction Atos already provides a unified secure cloud solution based on Microsoft Exchange, Lync and SharePoint along with SharePoint implementation and development services. The Atos Lotus Notes to Microsoft SharePoint Discovery service extends these offerings by providing targeted assistance to the task of migrating applications from Lotus Notes to a SharePoint environment. This service allows organisations to understand the magnitude of a migration project providing input into both the planning and costing phases of the project. The Atos Lotus Notes to Microsoft SharePoint Discovery service is provided by the Atos Enterprise Content Management (ECM) Service Line, delivered by Atos SharePoint specialists working alongside the Lotus Notes team and enables you to prioritise resources for the migration. 1.2 How this Product can be used The Atos Lotus Notes to Microsoft SharePoint Discovery service can be used in many ways to meet the demands for a content management based solution. Many Lotus Notes applications have evolved to meet the business needs and have provided a stop-gap solution that has typically remained in place. Over the time the organisation has implemented enterprise wide applications that contain similar but more extensive functionality. This service allows these stop-gap Lotus Notes solutions to be reviewed with a view to migrating them, not just to SharePoint, but to the corporate application that best matches the functional needs. 1.3 Objectives The objectives of this service are to:- 1. Audit the Lotus Notes system to produce a definitive list of the application databases 2. Triage this list to determine what should be done with each database to allow Lotus Notes to be closed down. The options are:- a. Retire b. Migrate c. Redevelop i. to SharePoint ii. or to another system 3. Use the results of this triage to estimate the size of the migration project 4. Develop a migration project plan 5. Develop a migration roadmap for each application. This will include detailed estimates of the effort and costs to migrate the application, which may be used as an indicative cost base and allows the full project timescales to be understood. 6
2. Service Description 2.1 Overall Strategy Atos has extensive experience of application and data transition projects and highlights the importance of establishing an initial assessment phase to fully understand the requirements and to scope, plan and cost subsequent activities. Atos proposes that this approach is used with the Lotus Notes transition. This proposal covers the Assess, Triage and Scope and Analysis phases. It does not cover redevelopment or migration of any applications. Assess Business and technical audit Triage Standard migration Non-standard migration Replacement (e.g. bespoke, other system etc.) Retire Scope and Analysis Transformation tools Development/Repackage End of life Future Project Scope & Transition Plan Transform Development/Repackage EOL Figure 1 Assessment process The Assess activity would need access to IT and business owners for the Lotus Notes landscape to ascertain business critically and current usage. Based on this audit the potential transitions will then be triaged according to the following categories: Migration: Standard Migration: the application uses standard templates and can be mapped to a Microsoft platform straightforwardly with available tools; Non-standard migration: the application and data has been customised and will require more work to be repackaged for Microsoft, or even rebuilt in the target environment; Replace: where alternative, non-microsoft applications can be substituted, such as bespoke development, existing COTS packages or other existing systems; Retire: reflect an absence of business need or insufficient usage to justify license costs and operational support. 7
Once this categorisation has taken place, a more detailed analysis of requirements can be undertaken for standard transformation, development/repackaging or management of end of life. The aim of the discovery phase will be to provide a more accurate scoping of the transition programme and the deliverables listed above. 2.2 Benefits The benefits of this service offering are that it will allow organisations to understand the size of any Lotus Notes migration projects and to be able to prioritise the applications to be migrated against the needs of the business. The Atos experience has shown that often the business no longer uses many of the applications within Lotus Notes, but they may have remained on the inventory. This is an excellent opportunity to review the full inventory, retire applications that are no longer needed and to migrate or develop afresh so that the current needs of the business are fully supported. This project will deliver a resourced and costed project plan for the future of each application, with a design strategy documenting how the application should be implemented into SharePoint. 2.3 Deliverables Deliverables will be as follows: Transition plan with mapping of current and target states Project plan showing tasks, resources and estimates A breakdown of cost estimates for each application Change management plan Risk register High level business and software architecture Overview of target hardware platforms Test strategy and requirements Once the Assessment Phase has been completed, a project plan for the migration phase will be developed. This plan will provide the basis to enable a future project manager to plan the project in delivery detail. The project plan for this phase is shown below. 2.4 Timescales The Assessment and Planning phase is undertaken over a 10 week elapsed period. The project plan below shows the normal timing of each task (Error! Reference source not found.). Weeks 1 and 2 will address the Technical and Business Audit of existing Lotus Notes applications and databases. A triage process will be used to allocate the transition requirements for this inventory to the categories: - Migrate, Replace or Retire Weeks 3 to 8 will focus on analysing the technical requirements to transition applications and data to target platforms or to retire them via an end of life process. 8
Weeks 9 and 10 will be focus with fully scoping and validating the transition plan, resources and associated costs. 2.5 High Level Project Plan The following diagram shows a high level sample Gantt chart for the service: Figure 2 - High level sample Gantt chart 9
3. Pricing 3.1 Resource Breakdown and Service Costs The pricing is in line with the Skills for the Information Age (SFIA) model. The team composition will depend on the specific project requirements. It will typically consist of a mix of roles of which most will be from the Solution Development and Implementation skill group. The following table illustrates how Atos resources map to the SFIA roles. Project Management Functional Developer Technical 1. Follow Junior PMO Junior Junior Junior DBA Analyst Consultant Developer 2. Assist PMO Analyst Consultant Developer DBA 3. Apply PMO Lead Consultant Developer DBA 4. Enable Junior Project Consultant Developer DBA Manager 5. Ensure / Advise Project Manager Solution Architect Technical Architect Technical Architect 6. Initiate / Influence Project Solution Technical Technical Manager Architect Architect Architect 7. Set Strategy / Inspire Programme Director Solution Technical Technical Architect Architect Architect The Atos SFIA rate card is attached as a Supporting Document. The actual costs will be dependent on the total number of Lotus Notes applications and databases that are identified and a range of other factors that will be discussed during the early stages of the engagement. Expenses are excluded. There are not expected to be any software costs for this service. Hardware, software and access to current environments required for the migration phase are excluded. 10
4. Financial recompense To minimise the cost to users, Atos does not provide service credits for use of the service. All Atos services are provided on a reasonable endeavours basis. Please refer to G Cloud terms and conditions In accordance with the guidance within the GPS G-Cloud Framework Terms and Conditions, the Customer may terminate the contract at any time, without cause, by giving at least thirty (30) Working Days prior notice in writing. The Call Off Contract terms and conditions and the Atos terms will define the circumstances where a refund of any pre-paid service charges may be available. 11
5. Training No end user training is included in the scope of the Atos Lotus Notes to Microsoft SharePoint Discovery service. Some level of guidance for project manager will be included within the initiation stages. 12
6. Ordering and invoicing process Ordering this product is a straightforward process. Please forward your requirements to the email address GCloud@atos.net Atos will prepare a quotation and agree that quotation with you, including any volume discounts that may be applicable. Once the quotation is agreed, Atos will issue the customer with the necessary documentation (as required by the G-Cloud Framework) and ask for the customer to provide Atos with a purchase order. Once received, the customer services will be configured to the requirements as per the original quotation. For new customers, additional new supplier forms may need to be completed. Invoices will be issued to the customer and Shared Services (quoting the purchase order number) for the services procured. On a monthly basis, Atos will also complete the mandated management information reports to Government Procurement Services detailing the spend that the customer has placed with us. Cabinet Office publish a summary of this monthly management information at: http://gcloud.civilservice.gov.uk/about/sales-information/ 13
7. Termination terms 7.1 By Consumers (i.e. Consumption) Termination shall be in accordance with: The G-Cloud Framework terms and conditions Any terms agreed within the Call Off Contract under section 10.2 of the Order Form (termination without cause) where the Government Procurement Service (GPS) guidance states At least thirty (30) Working Days in accordance with Clause CO-9.2 of the Call-Off Contract Atos Supplier Terms for this Service as listed on the G-Cloud CloudStore. For this specific service, by default Atos ask for at least thirty (30) Working Days prior written notice of termination as per the guidance within the GPS G-Cloud Framework Terms and Conditions. 7.2 By the Supplier (Removal of the G-Cloud Service) Atos commits to continue to provide the service for the duration of the Call Off Contract subject to the terms and conditions of the G-Cloud Framework and Atos Supplier Terms. 14
8. Consumer responsibilities The customer will need to provide input into the Atos Lotus Notes to Microsoft SharePoint Discovery service by ensuring that their representatives have the knowledge and understanding of what solution they need and an understanding of the Lotus Notes applications. The likely roles that the customer will be expected to involve in the development process are as follows: Project Manager Business Owner Lotus Notes Administrator Communications. The customer will also be responsible for any infrastructure and services that connect to the Lotus Notes instance, for example VPN infrastructure, networks etc. 15
9. Technical requirements The Technical Requirements of the Atos Lotus Notes to Microsoft SharePoint Discovery service for G-Cloud are primarily the provision of access to the Lotus Notes system to allow discovery investigations and the identification of an empowered business owner to advise on triage results. 16
10. Glossary of Terms Term Application COTS DBA ECM IT Lotus Notes PMO SAP SharePoint SIFA Definition Lotus Notes allows the implementation of functionality on the Notes platform such as the development of a bespoke form. Computer of the shelf i.e. a non-bespoke piece of software Database administrator Enterprise Content Management Information technology Lotus Notes is the client application, and Domino is the server element of a client server collaborative platform developed by Lotus, now owned by IBM Project management office An enterprise software package produced by the german company SAP AG Microsoft SharePoint is a web based application developed by Microsoft and is used primarily as a document management and web publishing system, but can be used to host many different kinds of applications. Skills for the Information age 17
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