Cooperteam Software Domino Application Migration c perteam software Domino Application Migration Methodology
IBM Lotus Software Consolidate & Rationalize Business Logic, reduce Scope Microsoft SharePoint 1
Preamble Cooperteam Inc. provides Software, Services and Consulting for Lotus Notes organizations optimizing or Migrating away from Lotus Notes. Cooperteam is known for its software such as Desktop Manager, Mail Flow Analyzer, Application Dashboard, NotesExtractor and SharePoint Provisioner. In the case of Application Migration we will focus on Application Dashboard, NotesExtractor and SharePoint Provisioner for the tools. As where the Application Dashboard requires Senior Consulting (to monetize your Project upfront), the tools NotesExtractor and SharePoint Provisioner require training and guidance, but will leave the Customer rather autonomous. Project risk & costs All costs, risks and timing of Migration depends on the insight we gather during the analysis phase. It needs emphasis that we focus on reduction of costs by reducing scope, optimizing any redevelopment work in SharePoint and smoothly run the user acceptance phase. Let s divide the Application landscape in different types of costs: Tangible costs 4 Costs for analysis (tools & Consulting) 4 Costs for extracting content and some design (tools & some services) 4 Costs for injecting content into SharePoint (tools & some services) 4 Redevelopment of Business Logic (heavy dev) 4 Business request for improved look & feel in SharePoint (light dev) 4 User acceptance & Project Management Hidden cost non-technical 4 Un optimized redevelopment planning (lack of template resemblance data) 4 Migrating databases the Business may not even need any more in the near future 4 A lack of broadcast capabilities and traceable communications with the Business 4 (triangle: between Business & IT & SharePoint Developers) 4 4 Hidden costs technical 4 build up, etc.: developers start blind and grow costs as they go. 4 No insight in user activity per database and ACL users 4 No strategy of converting data (low complexity) versus data mapping (high complexity) Savings The savings are in the Cooperteam Application Dashboard. It is a tool based methodology that will focus on reducing scope, allow clean communications with the Business and reduces Project time and risk. Also, it avoids redevelopment overlap and allows Business logic Consolidation. Basically, all cost savings are achieved in the planning phase. 2
The Cooperteam Application Dashboard in detail The Application Dashboard has 3 layers of analysis: 1. Technical Analysis a. Remove unused Databases b. Compute number of Datasets (content) to be Migrated c. Detect unique templates d. Compute number of templates that require redevelopment in SharePoint (Business logic redevelopment scope) e. Divide results in 5 levels of complexity (5 levels of cost factors) 2. Business Analysis a. Many Applications are Project based and have limited lifecycles b. Interrogate in a systematic way the Business on the future consumption of their Apps c. Place all Business Intelligence results in the same container as Technical Analysis results d. Reduce Migration scope further based on this Business Intelligence 3. Application Functionality Analysis a. We got those unique templates from the Step 1 Technical analysis. Now optimize the b. Detect forms, agents, views (functionalities) that are no longer used and verify with the Business if this redevelopment can be dropped. The Application Dashboard is more than an analysis tool. It is the backbone of the Migration Project to manage and measure centralized progress and direct your development in the right The 5 levels of complexity are : 4 5 Segment 5 Custom Applications Custom data, logic, actions, scripting forms 3 Segment 4 Scripted Applications Custom 1 2 Data Model & View Complexity Segment 3 Configured Applications With Segment 2 Data Applications With custom data model Segment 1 Standard Applications Based on standard Lotus Notes templates 3
Complexity Segment 1 Segment 2 Segment 3 Segment 4 Segment 5 Easy to move to SharePoint is Content only, no Business logic Easy to move to SharePoint is Content only, no Business logic. Some additional look & feel might be expected on the SharePoint side Contains lopment efforts Contains redevelopment efforts Cost model for the 5 Segments Complexity Content Migration Moving content and Forms & Views Pure Development Business Logic Redevelopment costs Look & Feel Meeting Customer Design Style Guide Risk to Costs Segment 1 Per Database None Per Sharepoint Design Very low Segment 2 Per Database None Per Sharepoint Design Low Segment 3 Per Database Per template Per Sharepoint Design Medium Segment 4 Per Database Per template Per Sharepoint Design High Segment 5 Per Database Per template Per Sharepoint Design Very High Transition process for the 5 Segments Complexity Convert to SharePoint NEXT STEP Develop SharePoint Logic NEXT STEP User Acceptance of Business Logic Risk to Business Look & Feel Import Content Segment 1 x Very low Segment 2 x Low Segment 3 x x Medium Segment 4 x x High Segment 5.Net Logic x Very High 4
The Cooperteam Methodology Cooperteam Application Dashboard : Application Analysis & Monitoring of Project Progress Analysis Level Technical Analysis Reduce and complexity. Analysis Level Lotus Notes IT department Business Analysis Communication layer with the Business. Not only to reduce scope, but also during Project. Avoid working with Spreadsheets and untraceable communications with the Business. The Business Functionality Analysis Plot redevelopment work, avoid overlap. Avoid recoding functionalities no longer used. Sharepoint Developers/Business Cooperteam Notes Extractor : Extraction of Content, Forms & Views Content Migration Out of Notes HTML Browsable (Archiving) The data is stored on disc, in folders with XML/HTML structure. Ready to be converted to SharePoint or Imported into SharePoint. Leave the content outside of Notes AND SharePoint. Just keep the data accessible over a Browser. Often a good solution for data you wish to not delete but also consider not worthy to move to SharePoint. Your Audience Lotus Notes IT department Business Cooperteam SharePoint Provisioner : Moving content to SharePoint Content Migration Out of Notes This applies mostly to databases that have low complexity or that have no other databases that share the same template. We convert the data to SharePoint and is immediately ready for use. Manual Work Meet Customer SharePoint Style Guide HTML Browsable (Archiving) This applies to those databases that have complexity and where you wish to build 1 single Share- Point Template logic for multiple databases in Notes that share the same (or almost same) logic. We call this Business logic Consolidation and standardization. Your savings, if done smart, are important here. Verify Business logic through user acceptance testing. Style Guide is included in initial dev. phase. 5
Beta Template A Business Logic Redevelopment SharePoint Logic Template B Business Logic Redevelopment SharePoint Logic Template C Business Logic Redevelopment SharePoint Logic Database in Notes in Segment 1 or 2. Is content only so we do not care about Business logic, i.e. Templates. Here we convert the data in one go. Database in Notes in Segment 3 or 4. Is content AND Business logic. Key ( s with same design, or design that resemble enough to Consolidate logic) SharePoint Logic Target SharePoint Database to inject original content. This injection requires Data mapping as provided in the Cooperteam SharePoint Provisioner. User acceptance. Slight layers of work might be needed on Share- Point side. No dev, pure look & feel to meet Customer style Guide. Template Template that represents a set of Databases or a set close enough to Consolidate the Logic into one SharePoint Template R&D work in SharePoint to reproduce same Business Logic as in the templates (in some cases, if lucky, the logic is off the shelf ) User acceptance. Validate with end users if Business logic is ok and if the consolidation of Logic is accepted, modify where needed depending on Business feedback Your content and Business logic in SharePoint, production stage 6
Cooperteam Project assets Cooperteam Tools 4 Application Dashboard 4 Notes Extractor 4 SharePoint Provisioner Senior Migration Consulting Services* Knowledge Transfer and Training courses International coverage by language, geographical presence & culture * Cooperteam has a global presence and can deliver Consulting and Services around the globe. Cost factors and cost build up: The cost building blocks depend on the following: 4 Number of datasets to be Migrated (content) 4 Number of templates to be redeveloped (total templates minus off the shelf in SharePoint templates) 4 Quantify time needed to redevelop templates in SharePoint 4 Meeting the Customer Design Guide 4 User acceptance phase 4 Corrections and improvements phase * Important: Migration project. Cooperteam will always look at the total cost and could, in agreement with Customer, charge each Business unit pro rata of what is left in scope. 7
Fictional simulation 717 databases 4 Round 1 : Technical Analysis reduces the scope to 650 Databases 4 Round 2 : Business Analysis reduces the scope to 500 Databases Fictional, these 500 Databases could be divided in 5 Segments: Complexity Content Migration Database Count Pure Development Template Count Look & Feel Pure SharePoint Logic Risk to Costs Segment 1 200 None 1 * Very low Segment 2 100 None 1 * Low Segment 3 100 60 60 ** Medium Segment 4 50 28 28 ** High Segment 5 50 21 21 *** Very High * Assumption is that all Libraries and team rooms and all other pure content databases will go in one single SharePoint Logic entity. Often these are off the shelf SharePoint Databases. ** Often the look & feel is already delivered during the initial development phase to rebuild the logic. *** This represents development in.net and is not really compatible with basic SharePoint Once 4 4 Template redevelopment is hours x fee. The time needed can be derived from the analysis and will be validated by a Pilot database. We separate effort levels in Segment 3 and 4. Segment 5 is.net and should be taken as a separate Project. In the eyes of Cooperteam, without the Application Analysis Dashboard, a proper responds to that should be focused on versus just quantifying what is there. We also believe that the Business can help us reduce costs substantially be knowing how and what to ask, and storing this dialogue in the Project database. Last but not least, the template resemblance methodology is key to cost savings. The next step would require an Analysis phase where Cooperteam will install, run and conclude data out of the Application Dashboard. From there we can work on the cost box. Below is the 8
Cooperteam Cost box Complexity Costing per database/template/time N Database/template in scope N Hours/days NotesExtractor Tool SharePoint Provisioner Tool Fix license cost per database Fix license cost per database Derive from Technical/Business Analysis Derive from Technical/Business Analysis Templates redesign Complex level Segment 3 Complex level Segment 4 Complex level Segment 5 SharePoint Development Onsite : Initiation Offshore : Design SharePoint App Project Director Worldwide Domino Rationalization Project Director Worldwide Senior Times & Materials Times & Materials Times & Materials (.NET, separate SOW) 130 US Dollars/hour 55 US Dollars/hour 1300 US Dollars/day 1300 US Dollars/day 1600 US Dollars/day Derive from Technical/Business Analysis /Functionality Analysis Derive from Technical/Business Analysis /Functionality Analysis Derive from Technical/Business Analysis /Functionality Analysis Total hour estimate derived from analysis number of Templates) Total hour estimate derived from analysis number of Templates) Total days derived from Analysis, SharePoint dev Pilot and Customer agreement Total days derived from Analysis, SharePoint dev Pilot and Customer agreement Total days derived from Analysis, SharePoint dev Pilot and Customer agreement 9
Cooperteam Cost box Complexity 4 Understanding & Documenting current system 4 4 Documenting requirements 4 Review and Sign off 4 List of features for the iteration 4 Timeline 4 Setup of infrastructure for testing Implementation 4 Rollout 4 Optimize current infrastructure 4 Testing with real data 4 Fixing data issue Training & Support 4 End User Training 4 Support to be setup based on requirement 10
References Client name 4 Templeton & Company, USA Business Case 4 Templeton had their business intranet site developed on Sharepoint 2007 server. They wanted to upgrade it to the latest Sharepoint platform and apply fresh branding and styling to this site. 4 They also wanted custom solutions to display their employee calendar, their announcements, events aggregation from their different calendars and display the upcoming events. Client name 4 Washington Regional Transplant Company Business Case 4 Washington Regional Transplant Company (WRTC) needed a site that was to be used by their hospitals and committees members involved in the organ transplant program. The site needed to have both intranet and internet exposure with different user base and security needs. 4 Members could register themselves either as hospital or committee member. The site needed to use secure communication channel to stop eavesdropping or unauthorized tapping of data. All the users (i.e. internal admins, hospital members, and committee members) had to use the same set of data but with different privileges. Facility to manage these users and other custom data was to be provided. Apart from these, facility to generate custom reports was needed. 11
Q&A on Cooperteam Application Dashboard Analysis Q: We have already done analysis. Why would we invest in this again? A: Cooperteam does not provide a one shot report about complexity. Complexity of Applications cannot be decided by any Vendor because this is highly related to your Business. Also, your legal rules and the level of willingness to use the Migration as an opportunity to reduce scope and rationalize your Business Application landscape play a key role. Cooperteam allows in the Applica- agreed in the company. Shift the rules a bit to the left you have more in scope, shift it to the right you have less in scope. Like this you can play with the rules and different outcomes of scope. Example of a rule being created 12
Q: You talk about Technical Analysis, Business Analysis and Functionality Analysis. What does this mean? A: Technical Analysis is where sometimes the Customer feels investment and work has already be done. As mentioned above, we want to make this Technical Analysis more in context of what the The Business Analysis is something where Cooperteam is unique. Often Customers try to work with spreadsheets, phone calls and involves many different people with hardly any Project overview. Cooperteam delivers a very traceable and clean communication Platform with your Business. Purpose is to get the Business involved to reduce the scope, reduce the costs. You get all your technical Data and Business Feedback (Surveys) in one single container. Example of Business Survey Example of responses from the Business 13
The Functionality Analysis is all about redeveloping what is in scope in an optimized and organized way. It also serves the cost estimate since it is here where we correlate all the Databases with a template resemblance of 70%. It is the number of templates that determine the estimated Share- Point Databases that require development. Additionally, we can derive out of the Analysis obvious risks and issues such as Code dependencies and security issues. Example of template reduction (Business logic Consolidation) Q: You say the Application Dashboard produces the Analysis but also the long-term Project Management. What does that mean? A: The tool will provide insight in scope, provide Business feedback and detects templates that resemble and apply the correlation of the databases to these templates. This is needed for cost Once done, we can get started. At that point we will us the Application Dashboard as a highly operational tool to select the databases and move them to Export process. From there, NotesExtractor and SharePoint Provisioner will do the Content Migration to SharePoint (or if needed to a brows able Archive interface in HTML). Please note, the Application Dashboard is a tool installed on premises and will scan all databases once a week to make sure you monitor progress and detect potential anomalies created by the Business. 14