Migrator For Notes To SharePoint Pre Migration Planning Guide 642

Dell Migrator for Notes to SharePoint
Pre-Migration Planning Guide
MNSP Pre-Migration Planning Guide

First Release - February 2015
2014
Dell Inc.
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Migrator for Notes to SharePoint

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Other sources of information

Other Dell documents
You can find more information about Migrator for Notes to SharePoint at:
http://software.dell.com/products/migrator-for-notes-to-sharepoint/
Visit our Windows Management and Migration online community

The Dell Windows Management and Migration Community is an interactive online community dedicated
to issues relating to:
Migration of email, identity and applications to the Windows Exchange platform, either on-premises
or hosted Exchange platforms like Office 365including migrations from Exchange, GroupWise, and
Notes.
Active Directory migrations.
Migrations from Notes application and Exchange public folders to SharePoint and O365.
Coexistence strategies and tools.
The community is designed to foster collaboration between Dell Migration experts and users. Its a place
where you can:
Learn about product releases and betas before anyone else.

Get access to Dell product leaders and subject matter experts on migration and coexistence.
Participate in discussion forums, share insights and ideas, and get common questions answered.
You can browse around the forums and the library, but to take full advantage of the community, post
new threads, respond to messages from others, and rate our documents and downloads, you must Join
the community. If you already have a Dell account or are a member of another Dell community, simply
Sign in. The Sign in and Join features are both available from links near the top-right corner of the page
at the Dell Windows Management and Migration Community.
The Notes to SharePoint community is located at:

http://commweb-ps3.us.dell.com/techcenter/sharepoint-for-all/f/4800

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Table of Contents
Other sources of information .................................................................................................................. 3
Introduction ............................................................................................................................................ 6
Overcoming Challenges in Notes to SharePoint Migrations ...................................................................... 7
What is Migrator for Notes to SharePoint ................................................................................................ 8
System Requirements .......................................................................................................................... 9
About Dell License Keys ....................................................................................................................... 9
Methodology......................................................................................................................................... 11
Pre-Sales: The Initial Discussions about the Opportunity........................................................................ 13
Pre-Sales Probing Questions .............................................................................................................. 13
Pre-Engagement Questionnaire ......................................................................................................... 15
Domino Servers ............................................................................................................................. 15
Lotus Notes Applications................................................................................................................ 15
Network ........................................................................................................................................ 16
Access to Servers, Applications, and Network ................................................................................ 16
Pre-Kickoff............................................................................................................................................. 17
Pre-Engagement Checklist ................................................................................................................. 17
Account and Access Setup and Configuration ................................................................................. 17
VPN, Network, and Server Setup and Configuration ....................................................................... 19
Servers / Workstations .................................................................................................................. 21
Project Kickoff Task List ..................................................................................................................... 22
Customer Tasks ............................................................................................................................. 22
Service Provider Tasks ................................................................................................................... 23
Application Development Manager Interview Questions ................................................................... 24
Sample Survey Questions for Application Owners and/or Users ......................................................... 26
Application Owner ......................................................................................................................... 26
Application Business Criticality....................................................................................................... 26
Application Dependencies ............................................................................................................. 27
Application Content Security.......................................................................................................... 27
Defining the Team Structure .............................................................................................................. 28
Assessment.................................................................................................................................... 28
Migration....................................................................................................................................... 29
Project Schedule ................................................................................................................................ 30
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Project Deliverables............................................................................................................................... 32
Assessment Report ............................................................................................................................ 32
Migration Plan ................................................................................................................................... 33
Migration Scenario ........................................................................................................................ 33
Provision SharePoint / Office 365 Lists ........................................................................................... 34
Security Mapping ........................................................................................................................... 35
Link Tracking .................................................................................................................................. 36
Migration Scale .............................................................................................................................. 37
Test Migrations .............................................................................................................................. 38
End-user Education and Communications ...................................................................................... 39
MNSP Training Materials ....................................................................................................................... 41
Conclusion............................................................................................................................................. 42
About Dell ............................................................................................................................................. 43
Contacting Dell .................................................................................................................................. 43
Technical support resources .............................................................................................................. 43

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Introduction
There are several recommended actions to be taken prior to starting a Notes application assessment
and/or migration. This document provides a list of the activities that should be completed. The goal of
these activities is to create a common understanding of the project prerequisites and deliverables
between the customer and the service provider (e.g. a Dell partner). It will also help to ensure that the
right actions are taken by both parties to have a successful project.
If you are the customer and planning to perform the migration planning yourself, then
consider yourself as also being in the role of the service provider or partner.
One of the challenges with the amount of work that needs to be completed is that it is a significant
amount of work. However, you will quickly know if the actual project will be successful or in trouble
based on how these activities are completed.
A significant amount of work is required to create the Assessment Report and the Migration Plan. The
actual amount of time that it takes to complete this work is usually dependent on the size of the Notes
application involvement, the amount of required detail, and the involvement of the customer (via
reviews). We cannot emphasize enough the importance of creating a detailed Assessment Report and
Migration Plan for the customer. These documents will be used to bring the customer into the migration
phase. These documents will also be used to estimate the level of effort and cost for the migration
phase.

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Overcoming Challenges in Notes to SharePoint Migrations

Many companies have started Notes migration projects. Typically, they start with migrating Notes mail
to Microsoft Exchange first. Then they look at what to do about the Notes applications. We know that
migrating Notes applications can be more difficult than migrating mail. We often see customers getting
stuck in different phases of the Notes application migration process.
For a brief review on how to overcome common challenges that customers face in this Notes migration
process, please watch a recorded video on YouTube.
How to overcome common challenges during Notes to SharePoint migrations http://bit.ly/1AT4Kak
For an even more detailed overview, please watch an 8 minute recorded presentation:
Notes Migrations: Where Customers Get Stuck http://dell.to/1hJ4x5T
Dell Software is actively working on solving the challenges that our migration customers have with Notes
to SharePoint migrations. One solution that Dell Software recently came out with is the APPceleration
service offering. The APPceleration service offering provides a service that transitions standard Notes
applications to SharePoint. It can also be used to archive simple custom Notes applications to PDF or
PDF/A files. These files can be posted to a file system or to SharePoint. The goals of the service are to
reduce risk, fix pricing, use code-free solutions, and accelerate the migration project for customers. You
can find more details about it here:
Introducing the Notes to SharePoint Migration "Appceleration" Service http://bit.ly/Appceleration
Dell Software also introduced a new archiving feature with new pricing to help you archive your Notes
applications. You can find more details about the archiving feature here:
MNSP Release 6.4.2 http://dell.to/1wLcE74

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What is Migrator for Notes to SharePoint

Migrator for Notes to SharePoint (MNSP) has many features. For more information on MNSP, go to the
URL: http://software.dell.com/products/migrator-for-notes-to-sharepoint/
Scan & plan - Discover, classify and analyze the design and data complexity of Notes,
QuickPlace/Quickr or Domino.Doc databases. Quickly identify unused applications that dont need
to be migrated, as well as those needing development resources. Data collected during analysis can
help you automate and manage the project.
Rules-based automation - Assign new migration jobs and target locations using a customizable
rules-based engine for data collected during analysis. Use predefined rules for standard Notes
applications, or define your own for custom applications. Automate hundreds of individual
migration jobs, and reuse design work, to speed migration and reduce errors.
Easy provisioning - Reducing IT burden by automatically provisioning new SharePoint sites, subsites, libraries and lists based on your source infrastructure. Reproduce custom Notes applications
schema in SharePoint lists and libraries, for example. Provision new targets for your migrated
content from scratch or reuse the custom SharePoint site and list templates you have already
developed internally.
Extreme data fidelity - Migrate Notes rich text and complex application data with no fidelity loss,
giving users a smooth transition experience. Preserve all essential data, including keyword fields,
embedded objects, multi-valued items, nested tables, document metadata and security attributes.
Throughout the migration, you can maintain document links and HTTP links between documents by
redirecting users to the current location of each document, whether or not it has been migrated to
SharePoint.
Dynamic document destinations - To best achieve business objectives, you can choose from
multiple options for application migration, beyond just lists and libraries. For example:
Migrate to SharePoint basic, wiki and content publishing pages when users need a pageoriented, intuitive experience.
Archive documents in a practical format while preserving the original layout and content by
migrating them to Word, HTML, PDF or PDF/A.
Migrate your Notes documents to Web Part pages, InfoPath XML documents, or custom
Microsoft Word templates for applications requiring custom form layouts.
Complex app accelerator - By detecting which Notes forms are being used as content types and
which applications include complex data features, Notes Migrator accurately determines migration
requirements. Now you can:
o
Make use of native SharePoint features to migrate application content.
Move Notes form designs to InfoPath list forms or form libraries, and Notes views to
SharePoint views.
Reduce complexity by migrating Notes data to SQL Server tables.

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System Requirements
The latest specifications can be found at http://software.dell.com/products/migrator-for-notes-tosharepoint/. Click on the Specifications tab.
Before installing Migrator for Notes to SharePoint 6.4, ensure that your system meets the following
minimum hardware and software requirements.
About Dell License Keys

Migrator for Notes to SharePoint enables discovery features without a license. Full migration features
are enabled with the application of a valid license key. Dell Software sells license keys for particular
numbers of Notes databases to be migrated, and a license key will become invalid after the software has
been used for the database limit. The same license is used for all functions of a particular database
(provisioning, migration, etc.), and the database license count increments the first time any migration
function is applied to each database. For example, when a user is issued a license, all components of the
product can be run using that license. Also, users can re-migrate their Notes databases using the original
licenses that they were issued. Re-migration does not require an additional license.
For information on the limitations with the trial license in features are in Migrator for Notes to
SharePoint, see http://dell.to/1yN4XjB.
You can obtain your first or a subsequent license key by contacting your Dell sales representative.
You can view your current license-key status at any time by right-clicking on Migrator for Notes to
SharePoint and clicking on License Details.

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The License Status screen is displayed.
You can also import a new license key here to extend your valid use of the product.

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Methodology
Please contact your Dell Sales Representative to view our technical paper titled Starting your Notes-toSharePoint migration project to help you understand the key phases of the project. You can learn more
about the methodology we use and recommend in an online presentation at http://dell.to/OobLOQ.
This planning guide will cover parts of the methodology seen below. You can use all parts of the
methodology below for your own use. You can also modify it for your own use.

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Page 12 of 43
Pre-Sales: The Initial Discussions about the Opportunity

Before the project even starts, there are conversations that take place to understand the opportunity.
These discussions often take place during a pre-sales phase and are led by someone in Sales. You may
want to consider providing some or all of the questions in advance to the customer to give them an
opportunity to prepare a response and/or invite the appropriate people to a meeting with you. Most of
these questions are open-ended or should trigger a discussion on what the customer requires. The
discussion will help define what work needs to be performed and what needs to be included in the final
deliverable. All of this should be used to help define what activities need to be performed and by who in
the project.
Pre-Sales Probing Questions

The first set of questions revolve around probing pain. That is, how much pain is involved with migrating
the Notes applications off of Lotus Notes?
1. How much business data do you have in Notes databases
2. How much insight do you have on your current Notes environment; what applications are being
used?
3. Do you know which applications will map well to standard SharePoint features and which
require custom development?
4. Does your company believe it has the internal expertise and time to perform this migration
themselves?
5. What is your deadline to be off of Lotus Notes?
6. Have you tried migrating manually or using the native tools?
Before long, some answers emerge which lead to one of both of the following concerns.
1. We do not know the cost of migrating versus the cost of not migrating
o It is inevitable that legacy systems will be left behind that will require maintenance and
there is a cost associated with this.
2. We do not know how to manage information in SharePoint most efficiently and securely
o Need to learn a new skill set
o Lack expertise /experience
o Need guidance on investment in new SharePoint Management Tool Set and how to
implement / use
Eventually, a decision is made to proceed with a Notes application environment assessment. Some initial
qualifying questions are discussed.
1. Is there a project sponsor in place?
2. Do you have budget secured for the analysis and/or migration projects?
3. When will your production SharePoint environment be up and running?
o Is architecting and building up the SharePoint environment within the scope of this
project?
4. When do you need to get started?
5. How many Notes databases do you need to migrate?
6. How much custom development will be required for this project?
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Some technical considerations should be considered as part of the migration. These considerations must
be discussed prior to the migration phase starting.
Will a pilot be done?

o Is performing the pilot part of your mandate?
Is SharePoint installed in the environment?
Will Permissions be migrated?
Will Applications be migrated?
Is a matching Notes to AD account relationship in place?
Will the migration be to a Production environment?
Will the migration take place across a LAN or WAN?
Service Delivery considerations need to be discussed prior to the start of discovery and migration
phases. Some of the considerations only apply to the migration phase.
1. Is a project plan in place and signed off
o Or is this part of your mandate to produce?
2. Will all migration team members create and launch migration Jobs?
3. Who will sign off on User Acceptance Testing?
4. Will the customer have employees on the migration team?
5. Who is signing off on the project completion?
o Does the SOW clearly spell out what constitutes a completed engagement?
6. How will project status updates be provided to the customer?
o Coordination and communication with the client are critical
Coordination with:
Change Management process
Local Notes and SharePoint Administrators / Managers
Remote migration teams
Help Desk
7. To whom should migration status be communicated?
o End users (critical at cutover)
o Back to customer Project Manager (day to day status)
o Project sponsors (overall project status)

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Pre-Engagement Questionnaire
Some specific technical questions need to be asked to understand the size of the Lotus Notes
environment. These questions should be asked when trying to understand the scope of the opportunity.
It is acceptable to answer some questions as Not Applicable or Unknown.
Domino Servers
#
Question
Number of Domino domains?
Number of Domino servers?

Production
Development
Geographical locations
Which versions of Domino Server are installed?
Common Domino Server operating system(s)?
Total number of databases (best estimate)?

Replicas
Non-replicas
Topology? (e.g. Hub and spoke replication)
Additional information about your Domino Environment.

(e.g. clustering used)
Response
Lotus Notes Applications

#
Question
10
Approximate number of Notes users using Lotus Notes mail?
11
Approximate number of Notes users using Lotus Notes client?
12
Do Lotus Notes users access their Lotus Notes applications with the
Notes client and/or the web browser?
13
Do Lotus Notes users make local replicas of Lotus Notes applications?
14
What other collaborative technologies from IBM/Lotus do you

have/use? SameTime, QuickPlace, Quickr, WebSphere, Connections?
15
Do you have an internal software tool for scanning your Lotus Notes
applications? If yes, what details do the tool scans report on?

Response
Page 15 of 43
16
Do you have a life-cycle process for finding and archiving Lotus Notes
applications that are not actively used?
Network
#
Question
17
Approximate bandwidth between Domino Servers (high 1GB, med

100MB, low 10MB)
18
Approximate bandwidth between workstations and Domino Servers

(high 1GB, med 100MB, low 10MB)
19
Is the network accessible via remote access? VPN?
Response
Access to Servers, Applications, and Network

#
Question
20
When did you last run a Lotus Notes application scan?
21
Can you share the scan data and report with Dell?
22
Can you provide us with a copy of your change management

procedure for installing and running third-party software on your
environment?
23
Can you guide us through the approval process for the change
management procedure?
24
Can you grant us permission to make design-only copies of select

Lotus Notes applications and review them offsite?
25
Can you grant us permission take MNSP data from your environment
for off-site analysis?

Response
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Pre-Kickoff
The Pre-Kickoff phase is where all the activities take place to ensure that the project scope and
deliverables are well-defined and that the project can start on time and with minimal risk.
Pre-Engagement Checklist
There are several requirements that need to be prepared prior to the start of the discovery and / or
migration engagement. We recommend that you meet with the customer long enough in advance to
give them time to review, prepare, and test these requirements.
Account and Access Setup and Configuration

Discovery
#
Requirement
Notes ID with the following permissions in all Notes databases (on

the Domino Staging Server) selected for migration:
Status
Reader access to all content in selected Notes databases

(requiring document scanning)
Permission to read public documents
See MNSP release notes and prerequisites for additional details
Migration
#
Requirement
Notes ID with the following permissions to the Corporate Name and

Address Book (on the Domino Staging Server):
Status
Editor access to all Group and Person documents (to quickly

modify groups for access)
Permission to read public documents and to replicate or
copy documents
Notes ID with the following permissions to the Corporate Name and

Address Book (on the Domino Staging Server):
Editor access to all Group and Person documents (to quickly

modify groups for access)
Permission to read public documents and to replicate or
copy documents

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Active Directory in migration environment is joined to the

production environments Active Directory and has same accounts
and groups
Service account in Active Directory must be created which acts as

the SharePoint farm admin account.
This account should never expire.

Preferably a migration environment dedicated account
should be used.
The farm admin account should have access privileges to the SQL
Server installed on the SharePoint Server.
The Local Administrators group on the SharePoint server should be

added as SharePoint Farm Administrators and with SQL sysadmin
privileges.
User mapping file available for Notes ID to Active Directory account

ID (if user mapping is used)
10
All Active Directory accounts (from domains where Notes users now
have AD accounts) must be imported as SharePoint user profiles via
the User Profile Import and Synchronization Services.
11
The user accounts performing migration activities will require

membership of the local administrators group on each VM in the
migration environment (virtual workstations and SharePoint
servers).
12
SharePoint administrator access and Windows server administrator

access
13
Add AD accounts to Team Foundation Server to create source

control

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VPN, Network, and Server Setup and Configuration

Discovery
#
Requirement
14
Provide a VPN account for each onshore and offshore member of

the project team.
15
The request for VPN access generally requires that each team
member perform one or more of the following:
Status
Take security and privacy awareness training provided by the

client
Take a test provided by the client to validate understanding
Read and sign a document that indicates that the team
member understands and will fulfill the client policy
The client will provide the VPN software with installation
instructions.
16
The client will also provide a list of IP addresses for the team
members to connect to the workstations and servers.
17
Administrator level access set by default on the VMs
18
Remote Desktop Connection enabled by default
19
Dell Migrator for Notes to SharePoint (MNSP) is installed

(See Servers / Workstations for more specific requirements)
Migration
#
Requirement
20
Ensure that outbound email in SharePoint central administration has

been configured and is operational.
21
This is to test workflows/alerts.

It will be difficult to configure and setup SMTP later.
Shared network drive available and mapped to each workstation
22
Status
100GB file size
Inbound port 1433/SQL open on SQL server

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23
Inbound ports 7777, 443 and Central Admin open on SP2010 server
24
Service Account passwords for SharePoint Web Applications made

available
25
Root Certificate Authority for SharePoint HTTPS certificates trusted

on all VMs in MSIE without errors / warnings
26
Dell Migrator for Notes to SharePoint (MNSP) Server services install

(if required)

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Servers / Workstations
The specifications below are meant to assist you with defining what you will need for servers and
workstations. You should review these specifications to ensure that they are all required and current. In
particular, review the OS requirement and the quantity of workstations and servers that are required for
the project.
Type
Description
Discovery / Migration
Workstation
A workstation that is primarily used to create and run migration jobs. It may also
be used to run QA tests.
Testing Workstation
A workstation that is primarily used to QA test the migrated applications.
UAT Workstation
A workstation that is used by client users to test migrated applications. This is

usually the client users workstation.
SharePoint Staging Server
Migrated applications are moved here when testing is completed and ready for
UAT.
SQL Server
The SQL Server used to store the content database(s) for the SharePoint Server(s).
Workstation /
Server Type
Migration
Workstation
Testing
Workstation
SharePoint WFE
Server: Staging /
QA
SharePoint
Application
Server: Staging /
QA
SQL Server:
Staging / QA
Software
OS: TBD
Web browsers
MS Office
Lotus Notes R9 Client
OS: TBD
Web browsers
MS Office
Lotus Notes R9 Client
Windows Server 2008 R2
Enterprise+ latest Service pack
SharePoint Server 2010/2013
Windows Server 2008 R2
Enterprise+ latest Service pack
SharePoint Server 2010/2013
SQL Server 2008R2

Hardware (Virtualized)
8 GB RAM,
100 GB Hard disk,
200 GB SAN-attached disk (data),
2 x vCPU 3.06 GHz
4 GB RAM,
100 GB Hard disk,
2 x vCPU 3.06 GHz
Qty
XX
XX
16 GB RAM,
100 GB Hard disk,
2 x vCPU 3.06 GHz
16 GB RAM,
100 GB Hard disk,
2 x vCPU 3.06 GHz
24 GB RAM,
100 GB Hard disk,
2 x vCPU 3.06 GHz
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Project Kickoff Task List

Every assessment and/or migration project has a list of prerequisites to be reviewed and completed by
both the service provider and the customer. This checklist provides a list of common prerequisites that
should be reviewed by both. Feel free to add / remove tasks as necessary. The task lists should be
distributed and reviewed soon after the sales agreement is signed.
Every task should include an owner, due date, and current status. Tasks should be reviewed on a regular
basis ahead of the start of the project. Any restrictions or changes on any of the tasks should be noted
with the task.
Customer Tasks
1
Pre-Engagement questionnaire is completed and returned
Visio diagram or Excel spreadsheet listing Domino servers and operating system is provided.
Note 1: Provide list of Domino domains and servers that are in scope for discovery
Previous Notes application discovery report(s) is provided (if available)
Onsite logistics are prepared (Office location, Contact name and number, Security badge,
Parking space(s), Working space, After-hours access approved)
Workstation/server hardware and software is setup and configured per specifications
User accounts / IDs with passwords are available per specifications
Customer has completed their own IT change management process.
Consent is given by the appropriate authorities representing the customer to install, configure,
and run the MNSP software within the customers production environment.
Permission is granted by the appropriate customer authorities to take MNSP discovery data and
Notes application designs offsite for further analysis.
10
VPN access is requested by the customer for the service provider to the appropriate personnel.
Note 1: Disregard if VPN access is not required.
11
Notify service provider if any security or NDA documents are required to be signed.
12
Notify service provider if drug screening is required and how it can be complied with.
13
Validate that Domino server backups are being performed and can be restored successfully
14
Assign a primary contact for the service delivery project manager to contact
15
Purchase licenses and maintenance agreements for any third party software as specified in the
sales agreement.
16
Notify appropriate functional, technical, and business staff that their assistance may be required
to complete tasks and/or to meet as part of scheduled interviews

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17
Provide a list of Notes user groups and user names that should be excluded from usage
discovery
18
Provide a list of applications or folders containing applications that can be excluded from
discovery
Service Provider Tasks

1
Review of project proposal by Project Manager, Team Lead, and Delivery Manager
Review Interview forms completed by customer
Create interview schedule for interviewing IT and business personnel (using Interview forms).
(This allows the customer time to notify their team that meetings are being scheduled on their
behalf)
Review Pre-Engagement Questionnaire returned by customer
Review previous scan reports provided by customer (if available)
Create first draft of project plan (or use a plan from a previous project)
Test VPN software 1 to 2 weeks prior to the project kickoff.
Create project risks list
Include details on how risks will be managed
Meet with offshore team prior to project kickoff to review project proposal documents
Project manager to set up regular meetings with offshore project manager

Review roles and responsibilities of team
10
Send interview agenda and questionnaires to customer
11
Non-Disclosure Agreement (NDA) signed with customer
12
Schedule the kickoff meeting with the customer
13
Prepare kickoff presentation
14
Review with both onshore and offshore team
Download MNSP and ensure that required license is in place

Page 23 of 43
Application Development Manager Interview Questions

The Application Development Manager (or similar role) can answer many of the questions about their
current Lotus Notes environment. It is best to give them a list of questions in advance of a meeting. In
fact, you may want to send the questions before the project starts so that the Manager(s) have more
than enough time to prepare. Then review the responses during the meeting to make sure that you
understand the responses. Ask the Manager to bring with any supporting information that they can
share with you.
In particular, you may want to learn about their most critical Notes applications and their most common
Notes templates. You may want to consider spending time looking at these during the project.
The questions below are useful to start an open-ended conversation.
Which version of Lotus Notes is predominantly in use?
How many applications does your team manage?
Do you have a list of application owners?
If yes, you can later use this list to build the contact list for the Survey.
Do you keep a list of applications in productions?

Do you track applications by region/business unit/function?
Do you have an automated solution for archiving/removing applications that are not being used?
Which Domino Components are you using today in application development?
Ives Team Studio

WebSphere
LEI
Other?
What is the primary Language used in applications?
English
French
German
Spanish
etc
Are new applications developed in Lotus Notes?

What determines that an application is developed in Lotus Notes?

Page 24 of 43
How are application business requirements gathered?

Are standard Notes templates (Discussion, Document Library, Team Room) used?
Do you have common custom Notes templates in use?
Vacation Requests
Project Management
Service Requests
Process Approval
Asset Management
Change Management
Finance and Accounting
Knowledge Management
Etc
Do you use any Lotus Notes applications for mobile devices?

Do you integrate any Lotus Notes applications into a department or corporate portal?
Do you use any of the following applications?
SameTime
Lotus QuickPlace
Lotus Domino Document Manager
Lotus Workflow
Lotus DECS / LEI
Do you use a common workflow application engine? If yes, is it off-the-shelf or built in-house?
Do your Notes applications integrate with back-end relational databases?
MQSeries connections to DB2

SQL server integration using LEI
Other?

Page 25 of 43
Sample Survey Questions for Application Owners and/or Users

These are survey questions that can be entered into a survey application and sent to application owners
and / or users. The information gathered is used to validate and enhance the technical data gathered by
the MNSP tool. For example, the MNSP tool may report a Notes application has high usage; but the
survey tool may report that the application owner prefers to archive the Notes data and start with a
new application on SharePoint.
You can modify these questions to serve your own business needs. We recommend keeping the list of
questions short so that they can be answered quickly. Also, some users may have ownership of multiple
applications. They may want a feature to copy their previous survey answers over to the next survey. Or
be able to answer multiple applications with one survey.
You may want to share these questions in advance of the start of the project. This will
provide more time for review. Then meet to review the survey questions after the
project kicks off.
Application Owner
1. I am ______ of this application. (Select the highest level)
a. The Owner
b. The Manager
c. The Developer
d. A User (Enter New Data)
e. A User (Read Data)
f. Not a user
2. This application primarily belongs to the following department / business group: _________________
3. I am not the owner or manager of this application. I know that ___________ is the owner or manager.
Application Business Criticality

4. How often does a typical user use this application? (Select one)
a. More than once a day
b. Once a day
c. Once a week
d. Once a month
e. Rarely
f. I do not know
5. How long do you plan to continue using this application? (Select one)
a. Indefinitely
b. 24 months
c. 12 months
d. 3 months
e. Not used
f. I do not know
6. How important is this application to you (Select one)?
Page 26 of 43
a.
b.
c.
d.
My daily work is dependent on it.

I can complete my daily work without it; but I will need to update the application later.
I can complete my daily work without it.
I rarely need this application to complete my work
7. When I have problems with this application that prevent me from completing my work, I contact:
(Select one)
a. IT Support / Help Desk
b. My immediate manager
c. One of the co-workers on my team
d. No one is available to contact
8. This application is used by: (Select one)
a. Only me
b. Only my team
c. Multiple teams in my department
d. Several departments
e. I do not know
9. When it comes time to migrate, the data in this application
a. Must all be migrated to the new application platform
b. Needs to be migrated but only the last 12 months of data. Everything else can be archived.
c. Does not need to be migrated but everything must be archived.
d. Does not need to be migrated or archived.
Application Dependencies
10. I use this application together with other applications to complete my work. (Select one)
a. Yes
If Yes, please list details of other applications (title/server/file path):
b. No
Application Content Security

11. This application stores: (check any of the following)
a. Customers personal identifiable information (including SSN, address, phone number)
b. Passwords
c. Credit card numbers
d. Accounting/financial information
12. Access to this application is restricted to:
a. Select users
b. My team
c. My department
d. Unrestricted
e. I do not know

Page 27 of 43
Defining the Team Structure

A typical team is made up of several skilled people each of whom have very specific responsibilities.
Most teams have a mix of onshore and offshore members. The actual team size is dependent on upon
the defined required work and deliverables. The role names and responsibilities may also vary for each
organization and project.
Assessment
Role
Project Manager
(onshore)
Allocation
Full-Time
Team Lead
Part-Time
Solution Architect
Full-Time
Responsibilities
Create and manage project plan
Manage team activities
Coordinate meetings and activities with client
Manage communications with client
Ensures that project remains on schedule
Maintain risks and issues log
Maintain project budget updates
Serve as single point for escalation
Manage review of deliverables and sign-offs
Ensures that deliverables are provided on time and as defined
Provide overall technical leadership for all aspects of the
project
Ensure that recommended practices are applied
Assists with creating and reviewing of deliverables
Assists team with technical and strategic issues
Manage creation of assessment report
Create migration strategy for Notes applications
Gather migration requirements
Review and analyze SharePoint target architecture for the
migrated Notes environment
Interview Development Managers and SharePoint Architects
Perform interviews with business application group managers
and key application owners
Identify key targets for Lotus Notes applications (based on
business and technical classes)
Create gap analysis for SharePoint platform as a target for
Notes applications (if required)
Create roadmap recommendations
Make migration recommendations using client governance
Guide other team members on analysis
Coordinate offshore activities
Make strategic recommendations for target application
platform
Select 10 business critical Notes applications for design
review by offshore migration analysts
Review limitations of migrations from Lotus Notes to
SharePoint

Page 28 of 43
Project Manager
(offshore)
Migration Analyst(s)
(offshore)
Full-Time
Full-Time
Migrating your IBM Notes Document Libraries to

SharePoint
o What Cannot be Migrated from Lotus Notes
Databases to SharePoint or Office 365
Manage offshore team activities
Coordinate project activities with onshore Project Manager
Review MSNP data
Review application designs
Set technical and business classes
Assist with analysis of any survey performed
Perform in-depth design review of 10 business critical Notes
applications
Review recommendations with Solutions Architect
Write related sections in assessment report
Migration
Role
Project Manager
(onshore)
Allocation
Full-Time
Team Lead
Part-Time
Solution Architect
Full-Time
Project Manager
(offshore)
Migration Analyst(s)
(offshore)
Full-Time
Full-Time
Responsibilities
Manage team activities
Coordinate activities with client
Manage communications with client
Ensures that project remains on schedule
Ensures that deliverables are provided on time and as defined
Manage migration schedule
Assists with creating and reviewing of deliverables
Assists team with technical and strategic issues
Review QA and UAT with customer
Review issues with custom development as it pertains to
customer governance and requirements
Implements migration strategy for Notes applications
Implements roadmap recommendations
Implements migration recommendations using client governance
Guide other team members on implementing migration strategy
Coordinate offshore activities
Assist customer with implementing strategic recommendations
for target application platform
Manage offshore team activities
Coordinate project activities with onshore Project Manager
Migrate Notes applications
Perform custom development as needed
Perform QA
Review UAT from customer
Update migration schedule
Update migration status
Review progress with Solutions Architect

Page 29 of 43
Project Schedule
This is a general outline of a project. All pre-kickoff activities are completed prior to starting the project.
If not, the project starts at risk.
Typically, every week should include a list of deliverables and who is responsible for the deliverables. In
some weeks, a draft of a deliverable is reviewed with the customer.
The schedule below is an outline for a larger assessment project with a larger team. The actual length
and team size may vary.
Week Activities
1
Discover Notes applications
o Run usage and class scanning
o Run document level scanning on some Notes applications
Start interviewing customer representatives
Review target application platform
Identify application owners
Prepare survey application (if required)
Make copies of business critical Notes applications
Offshore team reviews business critical Notes applications
2
Define business and technical classes
Assign classes to Notes applications
Define filtering of applications for migration
Start draft of assessment report
3
Determine how many applications may be migrated
Identify potential application templates
Review requirements of content migration
Review limitations of content migration
Define changes required to target application platform
Review requirements of migration workstations / servers
Continue with assessment report
4
Create roadmap (pictoral representation over time of what needs to be done)
Create migration strategy
o What the business needs to do in order to achieve their business goals
o Specific details on what actions need to be taken
Create communication plan (based on what customer already has in place)
Create migration plan based on
o migration factory throughput
o standard versus custom applications
o customer requirements for User Acceptance Testing and release
management
o size of content to be migrated
Review draft of assessment report with customer
5
Finalize recommendations
Prepare rough estimates of migration time and effort
Final draft review with customer
Finalize assessment report
Page 30 of 43
Prepare presentation and workshop

Presentation of assessment report in workshop
o Review findings and recommendations
o Review roadmap and migration strategy

Page 31 of 43
Project Deliverables
It is very important that the project scope and deliverables are well defined. Customers often have an
expectation that they will receive a detailed analysis of each Notes application. Typically, this can be
performed on ten to twenty Notes applications while all Notes applications are assigned to business and
technical classes.
The assessment report should also evaluate:
what existing Lotus Notes functionality needs to be taken over into the target application
platform,
how data should be structured and represented in the target, and
when business analysis and application re-engineering should occur in the migration phase.
Contact your Dell Sales Representative to access the documents titled Comparing SharePoint and IBM
Notes Document Libraries and What Cannot be Migrated from Lotus Notes Databases to SharePoint or
Office 365. The first document compares the document library in each platform and makes migration
recommendations based on business and user requirements. The second document reviews the most
common issues with migrating content from Lotus Notes to SharePoint or Office 365.
You can use these documents to discuss migration recommendations and start setting appropriate
expectations.
Assessment Report
The assessment report is the main deliverable for the discovery project. The report will review the
discovery data, technical and business classifications, recommendations, migration strategy, roadmap,
and any other deliverables. Draft versions of this document should be reviewed at different stages of
the project to ensure adequate customer input. The reviews will ensure that expectations are being set
appropriately and being met. The reviews also help with creating the migration plan as more analysis
comes in.
Section
Executive Summary
Introduction
Discovery Findings
Description
Summarize each section of the report in two paragraphs
Highlight the most important recommendations
Provide a one sentence summary on both the high-level migration
plan and the roadmap
Purpose and scope
Discovery results
Application usage
o Group by number of users
o Group by last used date
o Group by number of documents
Recommended filtering and/or list(s) of applications to include in
migrations
Business and technical classes with descriptions and number of
applications
Survey analysis (if performed)
o Use to support application analysis

Page 32 of 43
Migration Plan
Recommendations
Summary
o May require modification of filtering

Strategic recommendations
High-level migration plan
Roadmap
o 12 to 18 months
o Describe required changes to target environment
o Show migrations of group of applications by class
Target platform recommendations
List the recommendations from each of the sections above in an
organized structure
Summarize the findings and recommendations
Next steps should include a follow-up meeting to discuss how to
begin implementing the recommendations
Migration Plan
The migration of any Notes application environment is typically a complex process that requires careful
planning and project management. Even a high-level summary checklist of necessary tasks can be quite
long, and will expose a good number of details that must be addressed for a successful migration. The
"choreography" in the sequence, timing, and coordination of tasks is also important.
The complexity of most migration projects makes planning, foresight and communications critical to a
smooth migration. Halfway through the migration process is no time to discover that a neglected detail
or invalid assumption will cost dozens or hundreds of hours of user productivity, or cause unnecessary
aggravation for end users. Dell therefore recommends you develop a comprehensive written Migration
Plan before you begin any migration process.
Developing a Migration Plan is a valuable exercise that will lead you to consider and accommodate all of
the factors likely to affect an organization's migration. The first six sections of your Migration Plan
should characterize your primary needs, environment and strategies, as explained in the rest of this
chapter:
1.
2.
3.
4.
5.
6.
7.
Migration Scenario
Provision SharePoint / Office 365 Lists
Security Mapping
Link Tracking
Migration Scale
Test Migrations
End-User Education and Communications
After those first five sections, your Migration Plan should contain (at least) sections and subsections that
describe suitable choices for all relevant topics in the Other Strategic Planning Issues section of this
Planning Guide.
Migration Scenario
Unlike mail migration projects, Notes application migration projects do not all follow a similar basic
process. They may have significant variations to accommodate each organization's circumstances and
Page 33 of 43
needswhat we collectively call a scenario. It is critical that you understand and characterize your
scenario(s) before you begin your migration planning, because your scenario(s) will influence many
important decisions about the processes and methods you will use to accomplish the migration. You
may find that you have more than one scenario to manage migrations of Notes applications to different
target application platforms. The key components of a scenario are:
Migration Destination (the target application platform):

o On-Premise SharePoint servers have hardware and software are wholly under the
control of the migrating organization. Ordinarily this is a local SharePoint environment
on the same premises as the Domino servers, or at least near enough to use highperformance network cables. But a proprietary SharePoint target may also reside in a
different location from the Notes applications.
o Office 365 has hardware and software owned and controlled by a third party
(Microsoft). The hosting entity sells, as a service, access to disk space and the Office 365
software features.
o Other platforms may be considered.
Notes application content can be archived to PDF documents into a customconfigured folder structure to a local or network drive.
Notes application content can be migrated to SQL tables.
Notes application content may be migrated to another application platform that
a customer uses for HR or Sales specific content.
Some Notes application content may not be migrated or archived at all.
Pre-Migration State of Existing Local Active Directory (if any): Part of the migration process
depends on whether your organization already has a local Active Directory running for login and
security purposes and, if so, the state of any objects already provisioned there.
o If migrating to a proprietary SharePoint environment: Do you already have an Active
Directory up and running? If an existing AD has already been provisioned, are the Notes
user accounts and groups migrated?
o If migrating to Office 365: Will you synchronize your Active Directory with Office 365?
Will you permit single sign-on, also called identity federation, so users can access Office
365 services with the same corporate credentials (user name and password) they use
for the local Active Directory?
Provision SharePoint / Office 365 Lists

You must provision SharePoint sites prior to the migration. MNSP can provision the SharePoint list(s) as
part of the migration job.

Page 34 of 43
You can also configure the migration job to use a specific list template and content type.
Security Mapping
How do you plan to map the Notes application Access Control List to SharePoint? Typical security
mappings are displayed below.

Page 35 of 43
How do you plan to map your Domino users to SharePoint / Active Directory? MNSP includes multiple
user mapping configurations:
Treat input as login name

Use Domino Directory lookup
Use Notes Database lookup
Use ADSI/LDAP lookup
Use Text File lookup
Will you need to create a User Mapping file? A typical user mapping file appears below.
Link Tracking
The Link Tracking Service allows Notes DocLinks to be migrated as dynamic links instead of direct links.
As you click dynamic links, they are automatically redirected to the current location of the target
documents regardless if it has been migrated or not.

Page 36 of 43
To enable link tracking, select the Enable the Dell Link Tracking Service check box. You can also perform
the Link Tracking Finalizer/Updater operations from the Console rather than from the Migrator for
Notes to SharePoint Services configuration page.
You can configure link tracking to run as a service on SharePoint. The service will manage the updating
of DocLinks as more Notes databases are migrated to SharePoint. This is a very robust solution; but it
requires the configuration of a Link Tracking database on a SQL Server and additional configuration on
SharePoint. See Installing the Import and Link Tracking Services on a SharePoint Server
http://dell.to/1Ag8xUr.
Alternatively, you can configure a Redirector page with a local copy of link tracking. The links on
SharePoint will not be updated until you finalize them. You can use a local copy of SQL Server and
configure a redirector page on SharePoint. It is easier to manage; but the links to migrated Notes
documents are not automatically updated. See Notes Migration Tips and Tricks - How to Implement
Link Tracking with a Redirector Page http://dell.to/1vSy6qH.
Migration Scale
The scale of a migration project is a critical planning factor because it determines the total required
effort of resources. The scale of a migration is determined primarily by the processing time required to
move all of the data from Notes to SharePoint or Office 365. If the scale of your migration lets you move
all of your users and their data from one environment to the other in a single weekend, then you can
probably get along without any accommodations for coexistence. So how do you assess your migration
scale, to determine whether you will need coexistence?
The two most important factors that affect migration processing time are data volume, and the number
of migration workstations / servers that will be used to migrate the data.
Data "geography" and bandwidth are the most significant factors affecting the rate of data migration.
Second is migration workstation / server hardware (memory, number and speed of CPUs, and disk
speed). Third is the Notes application content and the migration job. For example, it takes longer to
migrate a Notes document with dozens of fields and multiple file attachments than it does for a simple
Notes document with no file attachments. Looking up users as part of user mapping can also take longer
Page 37 of 43
to process. The first lookup for a user takes the longest. Thereafter, the result is cached for the
migration job.
If the data to be migrated is distributed among workstations / servers in dispersed geographic locations,
and if the bandwidth among these servers is problematic, then the throughput rate will likely be at the
lower end of that range. On the other hand, a higher migration rate is likely if the source data is
centralized and the bandwidth is very good.
For migration performance metrics, see:
Performance Testing - Migrating Large Lotus Notes Databases to Office 365 http://dell.to/1skCpvs
Performance Testing - Migrating Large Lotus Notes Databases to SharePoint 2013 http://dell.to/1iStnxl
Test Migrations
Any full-scale production migration should be preceded by test migrations to confirm that your
Migration Plan and procedures will accommodate the organization's requirements.
Dell Software can do a sample migration of one or a few of your applications. This can show how your
data may be migrated in SharePoint. Depending on the data several target scenarios may be covered.
The purpose is to demonstrate that different types of Notes databases can be migrated to SharePoint
using Migrator for Notes to SharePoint, to review the results and discuss expectations. The purpose is
also to demonstrate and raise awareness that it is important to select maybe design the
appropriate target in SharePoint (depending on the data in the source and how it is used) to best fit your
business needs.
Dell Software can install Migrator for Notes to SharePoint into your target environment and show it can
connect to Lotus Notes and SharePoint, and specific content can be migrated from source to target. If
certain functionality is really important for your project, this can be demonstrated with samples of your
data, e.g. permissions can be migrated or some content can be modified in the migration job to better
fit the SharePoint target. This is a Proof of Functionality (PoF).
For a Proof of Concept (PoC), conceptual work needs to be done first: How will end users work with the
data in SharePoint, what are the exact data structures and functions required for this (leading to a
design of the SharePoint target), and how should data be mapped from source to target. While Dell
Software can help with a PoC, the conceptual work should be carried out by a partner or an internal
project team.
Contact your Dell Sales Representative for a copy of Starting your Notes-to-SharePoint migration
project. This document recommends a project approach to migrate Notes applications to SharePoint
and describes the differences between sample migrations, Proof of Functionality (PoF), and Proof of
Concepts (PoC).
Any test migration can be repeated as often as necessary at no "cost" to your production license key,
since remigrations do not count in the metered use of a production license. That is, Dell applications
recognize already-migrated Notes databases and do not count them toward your license limit, so you
can repeat a test multiple times to refine your Migration Plan, and every Notes database in the test will
be counted only once.

Page 38 of 43
End-user Education and Communications

End-user communications is a critical but often neglected element of a smooth Notes application
migration. A user communications plan should be a central component of your migration planning, to
facilitate early and continuous communications with end users. The end users will need to know:
When and how their Notes applications will be migrated or archived.

How the migration will affect them.
What (if any) tasks will be required of them to complete the migration.
How to use SharePoint and / or Office 365 (end-user training).
Your Migration Plan should therefore explain how and when you will deliver this information to your
users. The types of items identified in the Communication Plan are listed below.
Audience For whom the communication is intended

Method How the communication is conducted (e.g. department meetings, staff presentations,
informal meetings, etc.)
Objective What is the purpose of the communication
Frequency How often the communication is executed
Owner Who is responsible for creating the communication
A sample Communication Plan appears below.

Audience
Introduction for Pilot
Selected
Pilot Group
Selection on Notes
App to SharePoint
Migration
Team
Application Schedule
Date
Migration
Team
T -7 Days from
Schedule Date
Migration
Team and
App Users
T -0 Days on
Schedule Date
Migration
Team and
App Users
Method
Objective
Frequency
Owner
Email
Notification of
requirements for
pilot of Application
Migration.
Once Two days

before sending to
selected pilot group.
When Notes
Application is
selected for pilot.
Project
Manager
Email
Notification of
Application Migration
Once When Notes

Application is
selected for
migration.
Project
Manager
Email
Notification of
scheduling with
target date.
Once When Notes

application is added
to the deployment
schedule.
Project
Manager
Email
One Week
Reminder of Apps
migration and date
Email
Same Day Reminder

of Apps migration.
Notification of
blackout period, if
any.
Once

One Week prior to the

deployment schedule
date.
Once
Same Day of roll out.
Project
Manager
Project
Manager
Page 39 of 43
Audience
Method
Objective
Frequency
Owner
Open Issues of App

Migration
ALL
Affected
Staff
Email
Notification of any
known app migration
issues.
As Needed
Project
Manager
Review Proposed
Target Design**
Application
Owner
Email
Notification of review
proposed target
design.
As Needed
TBD
Release of Application
for User Acceptance
Testing (UAT)
Application
Owner
Email
Notification of
release for migrated
application for UAT.
Once - Two days

prior to sending to
ALL affected Staff.
Project
Manager
Production Notification
Migration
Team and
App Users
Email
Notification migrated
application is in
production
Once Deployment
to production.
Project
Manager
Email
Notification to
archive Notes
Application.
Once After
application is
successfully deployed
to production.
Project
Manager
Archive Notes
Application
Migration
Team and
App Users

Page 40 of 43
MNSP Training Materials

For large engagements, Dell Software can work with you to provide training on Notes to SharePoint
migrations. Contact your Dell Sales Representative to discuss what will work the best for you.
We recently created a new series of short training videos for Migrator for Notes to SharePoint. The
videos will help users with their Notes application assessment projects. Many more videos are
forthcoming, but for now, we hope you find the videos helpful!
http://dell.to/17MM4SE
You can access the previous MNSP Partner Training Webinar Series here:
http://bit.ly/1CJ3Os6
Contact your Dell Sales Representative to access the documents titled Comparing SharePoint and IBM
Notes Document Libraries and What Cannot be Migrated from Lotus Notes Databases to SharePoint or
Office 365.
You can follow our MNSP blog at

http://en.community.dell.com/members/dell_2d00_randy-r/blogs
The Migrator for Notes to SharePoint product site is here:

http://software.dell.com/products/migrator-for-notes-to-sharepoint/
You can search in and post your own community questions in the Notes to SharePoint Migration
community:
http://commweb-ps3.us.dell.com/techcenter/sharepoint-for-all/f/4800
Contact your Dell Sales Representative for a copy of Starting your Notes-to-SharePoint migration
project. This document recommends a project approach to migrate Notes applications to SharePoint
and describes the differences between sample migrations, Proof of Functionality (PoF), and Proof of
Concepts (PoC).

Page 41 of 43
Conclusion
The purpose of this document is to list and define the required activities for a successful assessment
project and to prepare. It will also help to ensure that the right actions are taken by both parties to have
a successful project. The final deliverables should include an Assessment Report and a Migration Plan. A
successful assessment project should help start a successful migration project.

Page 42 of 43
About Dell
Dell listens to customers and delivers worldwide innovative technology, business solutions and services they trust
and value. For more information, visit http://www.software.dell.com.
Contacting Dell
Technical Support: Online Support
Product Questions and Sales: (800) 306-9329
Email: info@software.dell.com
Technical support resources

Technical support is available to customers who have purchased Dell software with a valid maintenance contract and to
customers who have trial versions. To access the Support Portal, go to http://software.dell.com/support/.
The Support Portal provides self-help tools you can use to solve problems quickly and independently, 24 hours a day, 365 days a
year. In addition, the portal provides direct access to product support engineers through an online Service Request system.
The site enables you to:
Create, update, and manage Service Requests (cases)

View Knowledge Base articles
Obtain product notifications
Download software. For trial software, go to Trial Downloads.
View how-to videos
Engage in community discussions
Chat with a support engineer

Page 43 of 43

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Learn about product releases and betas before anyone else.

The Notes to SharePoint community is located at:

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Overcoming Challenges in Notes to SharePoint Migrations

Migrator for Notes to SharePoint

What is Migrator for Notes to SharePoint

Make use of native SharePoint features to migrate application content.

Reduce complexity by migrating Notes data to SQL Server tables.

Migrator for Notes to SharePoint

About Dell License Keys

Migrator for Notes to SharePoint

The License Status screen is displayed.

Migrator for Notes to SharePoint

Migrator for Notes to SharePoint

Migrator for Notes to SharePoint

Pre-Sales: The Initial Discussions about the Opportunity

Pre-Sales Probing Questions

Will a pilot be done?

Migrator for Notes to SharePoint

Number of Domino domains?

Number of Domino servers?

Which versions of Domino Server are installed?

Common Domino Server operating system(s)?

Total number of databases (best estimate)?

Topology? (e.g. Hub and spoke replication)

Additional information about your Domino Environment.

Lotus Notes Applications

Approximate number of Notes users using Lotus Notes mail?

Approximate number of Notes users using Lotus Notes client?

Do Lotus Notes users make local replicas of Lotus Notes applications?

What other collaborative technologies from IBM/Lotus do you

Migrator for Notes to SharePoint

Approximate bandwidth between Domino Servers (high 1GB, med

Approximate bandwidth between workstations and Domino Servers

Is the network accessible via remote access? VPN?

Access to Servers, Applications, and Network

When did you last run a Lotus Notes application scan?

Can you provide us with a copy of your change management

Can you grant us permission to make design-only copies of select

Migrator for Notes to SharePoint

Account and Access Setup and Configuration

Notes ID with the following permissions in all Notes databases (on

Reader access to all content in selected Notes databases

See MNSP release notes and prerequisites for additional details

Notes ID with the following permissions to the Corporate Name and

Editor access to all Group and Person documents (to quickly

Notes ID with the following permissions to the Corporate Name and

Editor access to all Group and Person documents (to quickly

Migrator for Notes to SharePoint

Active Directory in migration environment is joined to the

Service account in Active Directory must be created which acts as

This account should never expire.

The Local Administrators group on the SharePoint server should be