NotesPower migration suite

Client:

The Client is a Global Engineering and Construction Company based out of USA.

Area of Engagement

• Corporate Application – Lotus Notes to SharePoint and Power Platform Migration

Business Objective

• To reap the benefits of cloud (SaaS/PaaS)
• Provide better user experience to internal users
• Minimize technology risks associated with legacy technology (e.g. availability, scalability, security)
• Minimize Support Cost

Scope of work

• Modernize legacy ~300 Notes Applications
• Decommission Notes footprint to minimize license cost.
• Migration to SaaS platform to get many modern features out of the box

Challenges

• Extremely legacy UI & UX
• Unwanted license cost
• End-user acceptance and adoption
• High TCO - Hard to maintain because of resource unavailability

Technology Spread

• SharePoint Online
• Dataverse, Power App, Power Automate

HCLTech Solution

• Keeping in mind customer’s need of a seamless experience HCLTech proposed modern M365 based platform with Power Platform.
• HCLTech used its IP NotesPower Migration Suite (NPMS) to migrate data from legacy Lotus Notes to Dataverse.
• Each application is treated as new application development, and it follows proper SDLC process.
• 8-member squad developed business functionalities using Power App and Power Automate using scrum based agile project management methodology.
• Forms are developed using Power App and Workflows are developed using Power Automate.
• Simpler backend JOBs are developed using Power Automate
• Complex backend JOBs are developed using Azure Web JOB.
• Migration Factory model established that addressed customer’s quick rollout need.

Lessons Learnt

• If datastore is likely to hold more than 500 records Dataverse should be target instead of SharePoint list as it gives best performance with frontend Power App.
• Initial identification of possible technical risks and POCs to address security and performance concerns in the first 3-4 months ensured a smooth journey in the following phases of the project.

Client Benefits

• Cost Savings in terms of maintain servers and Lotus Notes licenses. Target is to decommission all Lotus notes servers in future at the end of the program.
• Modern features and improved UX resulted in better end user satisfaction.
• Lower and easier maintenance
• Cost savings via using NPMS (HCLTech IP) compared to other market tools
• IT gained end user trust via rolling out Pilot and publishing success stories
• NPMS addressed few major customer specific needs and concerns. Since this is HCLTech IP, HCLTech managed to implement these few customer specific changes in the tool.

Client:

The Client is currently a member of the World Federation of Exchanges and the Asian and Oceania Stock Exchanges Federation. It is Second Listed Exchange in Asia-Pacific. It has £51.7 billion assets under management. It is One of the Asia's largest and fastest investment holding company, providing different services related to securities and derivatives trading and others and has around 774 listed companies with a combined market capitalization of S$650 billion.

Area of Engagement

• Corporate Application – Lotus Notes to SharePoint 2010 Migration

Solution Approach

• Assessment of their current landscape
• Solution framework design to categorize the applications
• Decommission & Archival candidates; Collaboration platform & Custom application candidates
• Data migration approach for all the above categories
• Application architecture approach for custom applications
• Effort and schedule estimates
• Define the migration program roadmap
• Business case with direct and indirect benefit analysis
• Execute Migration – 3 possible options chosen to migrate data:
  • Option 1 – Decommission of certain applications
  • Option 2 – Convert inactive Lotus documents into PDF and archive on discs
  • Option 3 – Use NPMS for migrating Lotus document into SharePoint lists & lib
• Categorized all 271 lotus applications into 4 categories:
  • Data Locations – SharePoint Lists & Custom SQL Server Table
  • User Interface – InfoPath customizations & Custom Telerik interface

Customer Benefits

• All corporate applications under a common collaborative web-based platform
• Return on investment to be realized within 2 years of start of the program
• Direct benefits from decommissioning Lotus Environment (Infra and Licenses)
• Reduction in migration cost to 1/5th through assessment approach
• Reduced support cost due to homogenous IT Landscape and reduction in ticket volume
• Projected Increase adoption by 50%

Client:

The Customer is a Global Insurance Giant having 152,000 Employees and supporting 75 Million Customers through offices in 70 Countries with the total revenue of 97.4 Billion till Fiscal 2009.

Area of Engagement

• Lotus Notes to SharePoint 2010 Migration

Technology Scope

• SharePoint 2010
• SQL Server 2012
• Visual Studio 2010
• Windows 2008 Server
• AppFabric
• WF 4.0

Solution Approach

• Moving from Client Server based Lotus Notes and employ an enterprise platform like SharePoint
• Using latest Workflow interface in form of WF 4.0 on AppFabric
• Integration with Remedy through Web Services and with Domino Emails through SMTP configurations
• SharePoint WF was base for Workflows
• Usage of custom views
• Version control was required
• Extensive usage of Visual Web Parts

Customer Benefits

• An automated web based solution for Hardware-Software and ID Request
• SLA based workflow and follow-up notifications
• Catching up the application while using a simple TeamSite
• A smart UI with latest UI techniques
• Intuitive and User Friendly DMS
• Easily amendable workflow

Client:

The Client is an Ireland based Leading Bank, having it’s operations globally. The Client offers a full range of personal and corporate banking services. The Client Capital Markets is the division of the company that offers international banking and treasury operations. The bank also offers a range of general insurance products such as home, travel, and health insurance. It offers life assurance and pensions through its wholly owned subsidiary, Ark Life Assurance.

Technology Scope

• SharePoint 2013; SharePoint 2010; MOSS 2007
• Confluence
• File Share
• Lotus Notes/Domino; Lotus Quick Place
• ALIMAIL

Solution Approach

• HCLTech Migration team designed logical architecture of new SharePoint 2013 platform for Client requirements and implemented migration strategy to migrate Client legacy contents from Confluence, File Share, Lotus Notes, Domino Intranet, ALIMAIL, MOSS 2007 and SP 2010 to SharePoint 2013 platform
• Third party tool Metalogix for SharePoint migration and Quest for Lotus Notes and Confluence migration
• Proven migration strategy approach was: Assessment, Design (using Migration tools), Test and Cut-Over strategy, Proof of Concept, Migration, Test, Handover
• Page designs based on Client approved User Interfaces

Customer Benefits

• Migration of existing Client & EBS Domino Intranet to new platform with collaboration and social features of SharePoint 2013
• Migration of fragmented Client & EBS File Share data to SharePoint 2013 platform
• Migration of Lotus Notes DB’s to SharePoint 2013
• Enterprise core services farm: Single deployment with availability across all other farms
• End user improvements that lead to increased productivity and adoption
• Social improvements proving to be a significant driver
• Search features are much better and include a set of tools with more capabilities
• Business intelligence enable the users to analyze a large amount of data and information at any given time ensuring quicker decision making

Client:

The Client is a leading Government arm, South-East Asia.

Area of Engagement

• Document Management

Project Size

• 65 Person Months

Technology Scope

• SharePoint 2007
• JAVA/J2EE
• Lotus Domino
• SQL Server
• Kofax Ascent Capture
• WebSphere Application Server

Solution Approach

• Implementation of business services based on open standards (HTTP / SOAP) to access services of department
• Migration of existing data from Notes to MOSS 2007
• Separation of concerns provided through custom interface layer and business services
• Implement a centralized content repository with efficient content categorization
• Provide capability to route and allocate action items to users based on correspondence
• Integration over web services layer with country level archival body. Transport of data from department to archival body for record keeping

Customer Benefits

• Removal of dependency on Notes formatted content
• Consolidation of all data repositories (SAROS, Notes, WANG) into single content store (MOSS 2007)
• Efficient governance of action items and greater accountability of tasks
• Build customer profile to handle different tiers of service level agreements with customers

Client:

The Client is a leading Multinational Corporation headquartered in Zurich, Switzerland, operating in robotics and mainly in the power and automation technology areas.

Technology Scope

• Microsoft SharePoint

Solution Approach

• HCLTech is performing Assessment exercise for assessment of 37000+ Lotus Notes application
• Discovery, Assessment and Analysis
  • Gather all necessary information regarding the Lotus Notes application portfolio
  • Build up a full Lotus Notes application information repository
  • Take into account current implementation of target platforms
  • Ongoing alignment and validation with customer’s stakeholders
• Migration and Consolidation Service
  • Forecast and plan out the work needed to move the Lotus Notes Applications to their desired end state solution
  • Plan include all applications and will include clauses for those applications that are archived, eliminated, migrated and consolidated or require a bespoke work
• Pilot Migration
  • Execute applicable migration and consolidation plans to agreed cost, quality and time targets for a small fixed set of applications
  • Lessons learned from the execution of early application migrations are fed back into execution plans

Customer Benefits

• Process streamlining
• Decision making made clear
• Flexible support to meet dynamic changes to requirements
• Provide integrated, high quality services to the business
• Alignment to client’s technology standards
• Consolidated & standardized applications. Optimization of application inventory bases on its functional or business classification

Client:

The Client is an American international automotive supplier headquartered in Southfield, Michigan, USA. The company designs, engineers, manufactures and distributes technologies designed to improve fuel economy, reduce emissions, and enhance vehicle safety. It supplies original equipment manufacturers of automotive, commercial, aerospace, marine, rail and off-road vehicles; and industrial, agricultural and power-generation equipment. In addition, the Client develops and distributes products under more than 20 brands in the automotive aftermarket, including ANCO wiper blades; Bentley-Harris, Champion spark plugs, wipers and filters; Fel-Pro, Goetze, Glyco and Payen engine products; MOOG chassis parts; and Ferodo and Wagner brake products.

Area of Engagement

• To define a strategy for migrating all the business applications running on Lotus Notes to SharePoint 2010
• To define a High Level Implementation Roadmap for the Migration Process

Solution Approach

• HCLTech’s 4A’s (Assess, Analyse, Articulate and Architect) consulting methodology was employed to drive this exercise which included:
  • Current state assessment of Lotus Notes environment; to identify applications that need to be migrated to SharePoint 2010, Archived, and Decommissioned
  • High Level analysis of content and applications that needs to be migrated to SharePoint where the assessment parameters may include complexity of databases, volume of documents to be migrated; type of content to be migrated – documents, workflows, security settings etc.
  • Define a Strategy and Roadmap for Migration implementation and submit a SOW for the Requirements Gathering for first phase

Customer Benefits

• Proper categorization of the existing Lotus Notes inventory by classifying the same into Migrate, Archive and Decommission categories based on their usage and business importance
• Huge reduction in migration costs as only 32% of the total notes inventory was identified as candidates for migration based on the analysis
• Adoption of right fit Migration strategy
• Huge reduction in IT Licence costs due to consolidation and retirement of Obsolete systems

Client:

The Client is an American clothing and accessories retailer based in San Francisco, California and founded in 1969. The Client remains the largest specialty apparel retailer in the U.S., though it has recently been surpassed by the Spanish-based Inditex Group as the world's largest apparel retailer.

Technology Scope

• SharePoint 2010
• Onsite – 2
• Offshore – 6

Area of Engagement

• Collaboration – Lotus Notes Retirement
• Consulting, Migration

Pain Areas

• Lot of customizations increased the complexity and maintenance
• No proper governance model
• Absence of knowledge on the different applications hosted on the Notes server as most of these are in a Archive/decommissionable state

Solution Approach

• Scope for Content Migration
  • Content migration (Including document and metadata) of identified lotus notes databases and corresponding application from Lotus Notes to SharePoint 2010
  • Detailed Database Profiling was done through our tools and frameworks
  • Total content migrated from Lotus Notes was 25,356 documents/files
  • Provided reconciliation reports to support the validation of the migrated content
• Consulting Services
  • HCLTech followed the AAAA’s Approach (Assess, Analyze, Articulate and Architect) for this assignment
  • Current State Assessment of Lotus Notes Environment; content and applications that needs to be migrated to SharePoint. Assessment parameters included volume of documents to be migrated; type of content to be migrated – documents, workflows, security settings etc.
  • High-level Requirement Definition for Migration of Content and Application from Lotus Notes to SharePoint such as need for viewer, integration needs, any other custom application etc.
  • High-level Migration Strategy
  • Implementation Roadmap Definition & SP 2010 on strategic roadmap of organization

Customer Benefits

• Detailed information collection from content and application migration prospective
• Detailed content and application migration design
• Test case for application and content migration
• SharePoint site setup and configuration of NPMS Migration Tool
• Real Content Migration on production and migration monitoring reports
• HCLTech provided a complete profiling to help identify which databases will be required in future

Client:

The Client is a financial services company headquartered in Dallas, Texas, and strategically aligned by three business segments: The Business Bank, the Retail Bank, and Wealth Management. Client has reported total assets of over $65.2 billion.

Technology Spread

• Microsoft SharePoint 2010

Area of Engagement

• Lotus Notes to SharePoint Migration; Workflow; Collaboration; Content Management

Solution Approach

HCLTech helped to migrate Lotus notes application & content to SharePoint. The migration was done in two phases:

• Phase 1 (Creation of Application in SharePoint)
  • Create New Site & sub-site for corresponding Lotus Notes Application
  • Creation of custom lists with customized InfoPath forms
• Phase 2
  • Data Migration with CASHAL tool
  • Based on SharePoint platform, an application landscape comprising OOTB site templates & list templates. As per Client guideline all the application needs to be migrated with 0% customization means all SP OOTB features

Customer Benefits

• Information Discovery
  • Easier file sharing and removing network access issues
  • Improved search across knowledge and documents by bringing them together under one central location
  • Faster access to information through SharePoint search
• Collaboration and Knowledge Sharing
  • Improved Knowledge Sharing and transfer of knowledge with colleagues
  • User Profiles, skill search, people search, integration with office
  • Central access point for items such as forms and knowledge
  • Creation of an improved ideas forum– Imagination
• Process Efficiency and Administrative Gains
  • Effort reduction in routine processes
  • Improved and near real time Reporting

Client:

The Client is a leading provider of specifically insurance, inspection services and engineering consulting that set the standard for excellence worldwide. They offers a range of engineered lines and technology risk coverages to manage hazards in a complex and evolving world.

Technology Spread

• Lotus Notes

Area of Engagement

• Lotus Notes Modernization Assessment

Business Challenges

• Engineering service based Domino apps and medium to Complex apps portfolio
• Domino apps has reached the end of its lifecycle
• Hard to scale due to tightly coupled architecture and domain driven apps
• Limited flexibility and optimization areas
• High maintenance and license cost
• 40 + Domino Apps need to be assessed
• Identify apps/databases which need to be decommissioned, Archived and migrated
• No mobility access in current engineering Domino Apps portfolio
• Lack of automation in Business Processes
• Lack of user experience and UI consistency
• Domino Application are scattered in different environments and servers

Customer Benefits

• End-to-end transformation roadmap for Domino applications which are right candidates for migration
• Best of breed identified target platforms aligned to customer future roadmap and technology stack
• Higher cost efficiency and end user improvements realization
• Flexible IT environment with new architectural paradigms such as service based, cloud enabled infrastructure
• Reduced migration cost through assessment exercise

HCLTech's Role

• Assessment of existing 40+ aging Domino Applications landscape from Engineering services
• Discovery, detailed Technical analysis and categorize the applications in to Decommission, Migration and Archival candidates (through NotesPower Discovery, Analyzer and ADT tools)
• Target platform fitment analysis based on application complexity and functions during discovery and analysis details
• Identified the As-Is migration, Capability based migration and Custom application candidates
• Identified best-fit target platforms as SharePoint (M365), Power Apps, Adobe Experience Manager, Azure PaaS (.NET core, API and Logic Apps) and Dynamic CRM for approximate 31 apps which were marked for migration
• Data migration approach and to-be architecture for all the identified categories
• Application architecture approach for custom or domain driven applications
• Defined the transformation roadmap with timelines and business case with direct and indirect benefit analysis

Client:

The Client is a leading engineering construction company headquartered in Irving, Texas, provides engineering, procurement, construction, maintenance and project management services around the world.

Technology Scope

• M365 - SharePoint and Power Platform

Solution Approach

• HCLTech initially Identified 70K+ LN applications out of which 810 LN applications marked as used and final aasessment is done on 529 unique LN applications
• Discovery, Assessment and Analysis
  • Gather all necessary information regarding the Lotus Notes application portfolio
  • 236 applications are identified for migration
  • Group applications that are required to be migrated based on Functional Similarities and Technical Similarities
  • Ongoing alignment and validation with customer’s stakeholders
• Migration and Consolidation Service
  • Based on the complexity and business criticality, HCLTech recommends to perform the migration Wave wise
  • Each Wave will be for 2 weeks and will include migration of a subset of applications of varied complexities over 4 Sprints.
• Pilot Migration
  • Perform actual migration of 10 applications
  • Recommendation is to select 4 simple, 4 medium and 2 complex category applications
  • Lessons learned from the execution of early application migrations are fed back into execution plans

Customer Benefits

• Process streamlining
• Decision making made clear
• Flexible support to meet dynamic changes to requirements
• Provide integrated, high quality services to the business
• Alignment to client’s technology standards
• Consolidated & standardized applications. Optimization of application inventory bases on its functional or business classification

Client:

A gas distribution major providing services across the UK

Technology Scope

• Lotus Notes to SharePoint Migration

Business Challenges

• National Grid (of the UK) and client were sister entities with shared IT applications and infrastructure
• De-merger of client and National Grid of the UK required them to split infrastructure and apps
• Client needed to move 22 LN applications (on LN 7) out of National Grid’s Infra on to its own
• Cloud hosting (IaaS on AWS) of LN Apps was decided on, to realize cloud benefits

Solution Approach

• HCLTech executed migration (to AWS IaaS) and Lotus Notes version upgrade (from Lotus Notes 7 to 9) of the 22 Apps
• Installed 4 Domino servers on cloud in accordance with IBM guidelines / recommendations
• Incorporated NFS files handed off by Nation Grid on Lotus Notes cloud Servers
• Refactored / reengineered Apps that weren’t LN 9 Compatible
• The migration was performed (end-to-end) in 8 months

Customer Benefits

• Delivered an upgraded Lotus Notes environment independent of National Grid’s infrastructure
• The migration delivered Cloud benefits of optimized Infra management / maintenance
• The version upgrade helped incorporate the latest of LN features
• Reengineering of apps helped improve usability and user satisfaction
• Increate application availability and accessibility on cloud.