RSM Mc Gladrey Can Lotus Domino and Exchange

RSM Mc. Gladrey: Can Lotus Domino and Exchange Co. Exist? Presented by Mary Lou La. Bore

About RSM Mc. Gladrey, Inc. l l l A wholly owned subsidiary of H&R Block Headquartered in Bloomington, MN One of the world’s largest provider of financial and business services to midsized companies Over 600 offices in 70 countries More than 7, 000 employees

History of Lotus Notes/Domino l Email l Local replicas No web mail access Collaboration Auditor Assistant - a tool for conducting and reviewing audits. l EA Systems (Engagement Automation) - tool to automate and streamline the collection and processing of audit engagement workpapers. l EMS (Engagement Management System) - used by consultants to manage engagements l STP (Success Through People) - performance management system that contains components to help employees manage goals and provides for annual performance evaluations. Other l Audit, consulting, tax manuals l Much more…. Over 50, 000 databases l

1/2005: Evaluation of Current Solutions l IT department began conducting field studies, observing the company’s professional services staff and how the staff used the existing technologies in day-to-day work l l 85% of employees are mobile most of the time At customer’s site, 50/50 change of connecting to our office due to l l Client firewall restrictions VPN client issues

1/2005: Evaluation of Current Solutions l l l An aging Lotus Notes mail solution did not meet the needs of a growing mobile force More seamless solution for email addressing and calendaring with our parent company H&R Block and subsidiaries. Move applications towards flexible and friendly web-based interfaces Anyplace, Anytime access to email New generation recruits more familiar with Microsoft products Potentially more hooks into Microsoft with 3 rd party software. l Interwoven (Document Management System)

6/2005: Evaluation of Current Solutions l Concurrent with the field studies, RSM Mc. Gladrey spent several months examining alternate products l Considered and rejected the newest release of Notes / Domino l Determined Notes / Domino would become increasing complex l Market for Notes / Domino developers scarce and expensive Notes helped make us the successful company we are today, … however, its development features were not scalable or flexible enough for what we wanted to do.

6/2005: Solution l RSM Mc. Gladrey completed research and defined the next generation IT architecture based on Microsoft products. l l l Move to. net Move to Share. Point Move email to Exchange 2003

Infrastructure Components l l Microsoft Windows Server 2003 Active Directory service l l Microsoft Identity Integration Server (MIIS) l l Needed for Exchange Stores and integrates identity information for organizations with multiple directories Microsoft Internet Security and Acceleration (ISA), application-layer firewall, virtual private network (VPN) and Web cache solution

Communication Components l Server l l Microsoft Exchange Server 2003 Client l l l Outlook 2003 in cached mode Outlook Web Access Outlook Mobile Access

Assessment Microsoft Consultants and Partner Firm Completed an assessment

7/2005: Transition Assessment l Scope l l l Mail, calendar and scheduling as in Lotus Notes Work off-line with Local replicas Add web mail Add support for mobile devices Use public folders only for resources and Sharepoint for any other need Guiding Principles l l l Minimize impact on desktop Maintain availability of mail and applications Reuse existing investments where possible l Tumbleweed, Active Directory, DNS

7/2005: Transition Assessment l Mail enabled applications l l l Remote Time and Expense (RTE) STP (Success Through People) EMS (Engagement Management System) EA Systems (Engagement Automation) Special attention required: l Mail enabled applications (above) l l Support doc links and database links in Outlook. l l Solution: Genii Software- Coex. Links Solution: Grey. Duck’s ‘Mail Doc Links / Mail Database Links’ agents Mail routing to international users sharing the rsmi. com domain. l l Exchange: ‘Smarthost’ forwards any mail addressed to rsmi. com users not in Active Directory to Lotus Domino SMTP server. The SMTP server has email address validation and will refuse the message if the user is not in the Lotus Domino Directory. Lotus Domino: ‘Smarthost’ forwards any mail addressed to rsmi. com users not in the Lotus Domino Directory to ‘Message. Labs’ > Exchange. Message. Labs will refuse the message if the user is not in the LDAP Directory.

7/2005: Transition Assessment l l l Add-on Tools – 3 rd party tools used by Domino l Black. Berry Server l i. Lumin’s Assentor l Symantec Antivirus l Tivoli Storage Manager Fax and Voicemail: l ‘unified message with voicemail (Vo. IP). l Fax to / from Outlook solution Other Address Books Synchronization using MIIS l Active Directory Address Book GAL synchronization with H&R Block. (using MIIS) l Lotus Domino RSMi PAB integration with GAL. l Other subsidiaries.

We Have Lift-off! Mid-August, 2005 RSM Mc. Gladrey Approves Microsoft Components and The Deployment Schedule

Your Mission Should YOU Choose to Accept it: Migrate 7, 000 Users To Exchange YOU HAVE LESS THAN 3 MONTHS TO ACCOMPLISH YOUR MISSION!

Mid August 2005: HELP! l Team RSM Mc. Gladrey l l l Team Microsoft l l l Members: Mary Lou, Dave, Eric, Roger, Bill, Dar, Bobbi, Todd, Marilyn, Task: Plan, Design, Build, Implement, Deploy, Train, Support Members: Ash, Greg, John Task: Lead, Plan, Architect, Design, Build, Redesign, Build Binary Tree l l Members: Chad and ‘CMT (Common Migration Tool)’ Task: Plan, Design, Test, Migrate… Messages, Calendars, Tasks, Distribution Lists, … l Binary Tree software was used by firm for years to migrate other mail types to Notes Bring in additional Calvary l Grey. Duck l l Members: John, Keith Task: Review, Design… ‘Mail Doc/Database Link’ l l Granite Software l l Members: Coex. Links Task: email Notes links to non Lotus Notes mail users l l Continue to use Grey. Duck for other Notes development projects Could have used this software years ago MIIS (Microsoft Identity Integration Server) l Task: automate l l l AD user create/manage/delete using People. Soft as source Notes user create/manage/delete, email Notes id to user Provision Exchange mailbox based on user’s office location

The ‘TBS’ Mission: 1 st 6 week phase: beginning NOW and ending 10/2/2007, migrate approx 2, 500 users of newly acquired firm from Lotus Notes to Exchange. 8: 00 am cst, Monday, October 3, 2007: We’re LIVE

TBS Assumptions l l l l l October 1, 2005 migration date Approx 2, 500 users No local replicas of Lotus Notes mailboxes Centralized mail server located in Phoenix, AZ l Need server and Notes admin added to ACL with Manager access Move TBS mailboxes to server in RSMM l Lock down access to Reader only l Grant access to mailboxes with new MP/RSMi Notes id Mailbox sizes to 5 GB l Users not allowed to delete messages Migrate the last 30 days of mail Personal Address Books are not stored on the Domino server Users currently have web access to mail Over 100 other databases Over 650 mail lists Generic mailboxes Black. Berry users Sametime users Treo (PDA) users Active Directory – join to RSMM forest Lotus Notes R 5. 12 client Create new MP/RSMi Notes ids and send to users Users need location / connection documents for MP/RSMi Users have Windows XP and Outlook 2003

Challenges l Cannot do ‘dry run’ on TBS mailboxes l l Cannot contact users until days before migration l l Time zone issue – Chad will discuss Sending user new Notes id, address book information (Binary. Tree – Chad will discuss) Users must be in our HR System before we can create Notes ids. l An automated solution created, depending on Notes mail… l And issues with the ‘list’ of employees… l The cards come tumbling down…

Mission: 2 nd 6 week phase beginning 10/3/2005: Prepare to migrate Lotus Notes mail to Exchange and deploy Outlook 2003 to 5, 000 users. Migration date: 5: 00 pm cst, 11/11/2005. Completion: 6: 00 am cst, 11/14/2005.

Estimated hours

Architecture

Before: 11/11/2007 Domino Messaging Environment

Before: 11/11/2007 Domino Messaging Environment

After 10/1/2007: Exchange Messaging Environment

After 10/1/2007: Exchange Messaging Environment

Exchange Back End Cluster (User Mailbox Store determined by office location)

Outlook Client Environment

Estimated Hardware/Software Costs

Total Costs Estimated $214 per user

challenges / opportunites l Applications integrated with Lotus Notes email l l l People. Soft RM (Resource Management) RTE (Real Time/Expense) Assentor (email archive for compliance (Sarbanes Oxley) Black. Berry Fax servers (relay mail) Domino applications l l EA Systems EMS (Consulting Engagement Management System) Mail-in-databases Success through People - l rsmi. com domain shared by Exchange and Lotus Notes Database / doc links Migrating mailboxes / calendar l Migrating Personal address books l Migrating mail lists l l l l Binary Tree IBM ‘Personal NAB Import / Export’ tool TBS RSMM – 2, 200 Migrating generic mailboxes / assessing rights Migrating group calendars Resources RSMi PAB users H&R Block addresses SEC Correspondence addresses Custom Notes features l l l Business and reference links in Navigator pane Disclaimer Brand messages External Internet mail identified by ‘world globe’ icon Mailbox size in Navigator pane

Coexistence

Coexistence l We have coexistence between Lotus Domino applications and Exchange email l Thanks to: l l l MIIS – address books synchronization Grey. Duck – ‘Mail Doc Link’ and ‘ Mail Database Link’ agents Genii Software – ‘Coex. Links’ allows us to rather seamlessly use Microsoft Exchange/Outlook for mail, and Lotus Domino/Notes for applications with ‘Lotus Notes Connectors’ which was not recommended as a long term solution. Binary Tree – ‘Smarthost’ solution – for sharing the rsmi. com name space between RSM Mc. Gladrey Exchange mail users and RSM International Lotus Domino mail users.

After 1+ Years A Success Story…. Picture of happy workers

Making a difference to the end user l l l Web-mail access (OWA) PDA, Smartphone email support (OMA) Global Address Book that contains l l Soft delete feature l l l Allows user to restore deleted messages within 7 days Query-based lists l l H&R Block, RSM International, other addresses l Detailed information about user, function, level, office location, phone numbers, etc Always current, always correct Drag and drop email into other applications MIIS

Exchange Administrator perspective l l Stability – excellent Performance – excellent l l l Users work in ‘cache’ mode MIIS Quotas Query-based lists Mailbox / single message restore l l Using Kroll Ontrack Power. Controls Email discovery by mailbox store

What I miss l Lotus Domino audit ability l Active Directory objects l l Users Distribution lists

If we had more time l We had an incredible team of talented, motivated individuals from our firm, Microsoft, Binary Tree, Grey. Duck … that were on fire to succeed. l What would I have done differently? l NOTHING!. . Well, ok… l It’s about those mail (distribution) lists… § l l Over 3, 000 lists migrated to Active Directory And, Exchange has this really COOL ability to support ‘query-based’ lists…. And, I wish we had the time to convert as many as possible You have all been there with managing mail (distribution) lists.