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““If the only tool you have is a hammer,If the only tool you have is a hammer,you tend to see every problem as a nail.”you tend to see every problem as a nail.”
Abraham MaslowAuthor of the concepts of self-actualization and the hierarchy of needs.
Lotus Notes / Domino Environmental AnalysisWhen you just need to know what you have
The ProblemThe Problem
When migrating a Lotus Notes environment there are tools and consulting but no help in outlining how to develop in-house solutions.
Vendors sell tools (generic with no project-specific help – fine if you already have a detailed plan)
Consulting firms provide FTE's and are happy to handle large projects (expen$ive)
Nobody wants to provide education & information without a large down payment!
In other words, there was no method-centric solution because with tools there is 'some assembly required', and big consultancies have aspirations of delivering big invoices.
ExpectationsExpectations
What we will not... ...discuss email (several good solutions exist) ...discuss IM & directories (goes with email) ...propose platforms (that's another conversation) ...try to sell you un-needed tools, services, or widgets
What we will... ...talk about how to assess applications for migration ...what specifically to research... & why... & how ...propose steps you should be doing now ...start with a real-world example
A Real World ExampleA Real World Example
A Raleigh, NC based manufacturer A successful BU of a global organization 3000+ NSF's in 5 languages in more than a
dozen countries with multiple domains Budget: non-existent Staff: 2 long-term contractors (25%-50% FTE) Goal: Find a single replacement platform for as
many of the applications as possible with the preference being MS SharePoint in the cloud (in other words, Office 365)
Click to add text
Global SchemaGlobal Schema
Elster's SolutionElster's Solution
Establish an analytical methodology to study all applications with no formal budget & less than 1 FTE.
Build an in-house Lotus Notes application around the methodology supported by hand-picked inexpensive vendor tools already licensed in-house.
Refine the analysis method throughout the life of the project.
Tools used
Teamstudio Analyzer HELP Software Power
Tools Teamstudio Usage
Monitor (the only tool not already in-house)
Catalog.nsf Custom application to
consolidate the data mined from the sources cited above
Total expenditure on tools was less than US$5,000
Methodology UsedMethodology Used
1. Configure 3rd party tools
2. Aggregate the data into a single repository (NSF) via scheduled agents & imbedded views
3. Exclude undesirable files (mixed auto & manual process)
a) System applications & templates (NTFs)
b) 3rd Party tools (virus scan logs, incoming fax files, etc.)
c) Mail files
d) Unused applications (as determined by usage reporting)
4. Consolidated 'design analysis' report (manual process)
5. Classify / categorize all applications (manual process)
a) By migration category (to migrate or not, and priority)
b) By replacement candidacy (MS SharePoint, shelf-ware, custom app, etc.)
Project EnvironmentProject EnvironmentA creative solution was found using an imaginative approach, inexpensive tools (all but one of which was already in-house), and a custom application to consolidate reporting.
Analysis ResultsAnalysis Results
A global environmental inventory revealed over 9,000 NSF (application) & NTF (template) files:
3,000 unique applications (via UNID) containing 810,000 design elements
2,000+ were system, mail, & 3rd party files 800+ were flagged for migration review 269 passed final review candidacy analysis 28,000 design elements require migration
Average candidacy analysis could be performed in as little as 5 minutes
Analysis only required entry-level skills for most applications
96% reduction in design elements requiring final migration consideration
Data Mining – The Magnificent 7Data Mining – The Magnificent 7
Seven areas of data collection: General Properties (key identification) Usage monitoring ACL (groups & roles) Design (forms, views, agents, fields) Dependencies (Lotus Notes & external) Ownership / Business Impact Workflow
Data Mining – General PropertiesData Mining – General Properties
Key identifiers for reporting / searching Replica ID (primary key) Administrative server (secondary key) Application name (tertiary key) Categories (two fields)
− Catalog.nsf (frequently goes unused)− Project (defined by project parameters)
Additional (optional) reporting data Notes URL (from Catalog.nsf) Internal or web application (manually set)
Data Mining – Usage MonitoringData Mining – Usage Monitoring
Notes history (properties) vs live monitoring Know how many replicas – must track on all servers Server vs user (more difficult to extract, however
definitely worth it) Types of access
Deposit (MS Office365 or PDF forms?) Read (good fit for intranet / portal library?) Edit (requires more robust client [esp RTF]) Delete (interface & retention requirements)
Data Mining - ACLData Mining - ACL
May be surprising how many groups in the Notes Directory (PNAB) are no longer used
How many users are explicitly named in ACLs? Why?
How many applications are using Roles? Be sure target platforms are capable of this level of security
Properly structured reporting can be shared with vendors to ensure overall compatibility with new platforms
Data Mining - DesignData Mining - Design
How many apps are using a shared template? Application size (include indexes, # docs, etc.) Creation & last edit dates Design locked? Implication for migration? Encrypted? Who has authority to share key with
migration team? Number of design elements by type (forms, views,
fields, script libraries, languages used, etc.) can be early indicator of complexity
List (imbedded view) can help in review process
Data Mining – Design (Agents)Data Mining – Design (Agents)
Scheduled Does your target platform support scheduled? Can the functionality be duplicated in a platform that does
not support scheduled events if there is a minor change to business process?
Unscheduled / event driven Mail reminders? Subscription (push vs pull) Can it be supported with a business process change?
Orphans Single use? Why still there?
How complex is the code / process? Can cloud workflow wizards duplicate process?
Data Mining - DependenciesData Mining - Dependencies
Notes Directory (other than ACL) What other sources support this one?
Any external to Lotus Notes? What other sources depend on this one?
Any external to Lotus Notes? How will these dependencies impact the selection
of a target platform? Make sure that all interdependent apps & data
sources are targeted for the same new platform!
Data Mining – Business ImpactData Mining – Business Impact
Who is the owner? Application (data) Business processes Regulatory (ITIL, ISO, SOX, etc.)
Query all owners & involve throughout Is the app still being used? How critical to the business is the app & the process(es)
it supports? Define the business processes. What is no longer needed in the app? What is the app missing that needs to be added? Ask for general comments – you might be surprised!
Data Mining - WorkflowData Mining - Workflow
Don't confuse app workflow with business processes the application supports! Go outside the application & look at ways to improve
business processes prior to IT change Best to diagram & document now (you'll need it at
multiple points during project anyway) Screen captures of the applications are invaluable Does the documentation (technical & end-user)
require updating? How much will it need updating after migration?
The Project ItselfThe Project Itself
Follow all internal mandated project models & rules
Document everything All communication with end users and vendors (dates,
pricing, document internal ‘ownership’, etc.) Try using a simple indexed & categorized document library
Track analysis To whom assigned, when & when concluded Method used to perform analysis (spot-check, detailed, tool
vs manual, etc.) Replacement platform candidate (and why)
Set deadlines, prepare to miss them!
Real ExpectationsReal Expectations
Tools will take time to perform analysis, and will require server resources (do they need to be run during off-hours to reduce impact?)
When obtaining 3rd party tools, you may not need a separate license for each server (i.e. install on one and run, uninstall and reinstall on another)
Project team must be notified of application updates / changes
Project team must be notified of all new applications being rolled out
Project team must be aware of all pending / scheduled work to applications and servers and networks/firewalls
Without automated & consolidated analysis each application will take hours to days to review
With automated & consolidated analysis review will average only 20 minutes to 3 hours (many can be done in as little as 5 minutes)
No analysis is complete without usage history
Setting up tracking tools should be a first priority in order to build history
Getting StartedGetting Started
Implement usage tracking yesterday Have management define 'success'
Selecting candidate or replacement platform(s)? Is this a mandated migration or due diligence to
justify the continued platform? Get access to all applications KNOW your environment
Get everything in the catalog.nsf Know all data directories Know all new applications being put on the servers Know all modifications planned & being implemented
