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Migrator for Notes to Exchange 4.16 - Pre-Migration Planning Guide

About the Migrator for Notes to Exchange documentation Introduction Critical considerations Other strategic planning issues Appendix A: Known limitations of the migration process

Other strategic planning issues

Desktop considerations

If user workstations will need Outlook installed or upgraded, you must determine before the first users are migrated how you will accomplish the installations or upgrades. Users in most organizations will be using the native Notes client, and will therefore need Outlook installed, although some organizations may be using a MAPI service that permits the use of Outlook to access Domino. Remember that installing Outlook requires administrator privileges on end users' machines. A configuration management program can be used to distribute and install Outlook at sites where that is necessary. New profiles can be defined during or after the Outlook installation.

Batch vs. per-desktop migration

Quest's Data Migration Wizard and the Self-Service Desktop Migrator both can migrate the same types of data, so the overall migration will usually be more efficient if an administrator can use the Data Migration Wizard to migrate all or most users in batches, called user collections. A user collection typically numbers a hundred or so users, all migrated together in a single program run. Your Migration Plan should specify whether you will migrate users in batches, or one at a time, or by some combination of the two.

Consider that the Data Migration Wizard can migrate user archives only if they reside in a single centralized location, or if their locations can be specified per user in the SQL Server database. Batch migration may therefore require that users copy their archives to a central location if they are not currently stored on a network drive, or an admin may have to manually add the per-user archive locations to the Migrator for Notes to Exchange database prior to running the Migration Wizard.

Alternatively, the Self-Service Desktop Migrator can be used to migrate archives, one user at a time, after the Data Migration Wizard has migrated the server-based data for a user collection. If user archives are not centrally accessible, or if some other local circumstance or preference makes batch migration impractical or inadvisable, the Self-Service Desktop Migrator is simple and intuitive enough that most end users will be able to run it uneventfully.

Some administrators prefer to visit select desktops personally, running the Self-Service Desktop Migrator on behalf of end users, to ensure a smooth transition for executives, or for users who may be uncomfortable attempting the tasks themselves.

If you intend to migrate any user data by user collections, your Migration Plan should note your requirements and preferences for these aspects of user grouping:

Grouping Method: Determine how you will group your users for migration. It is often helpful to migrate users in logical groups, related by business function or administrative entity, or by physical proximity, so users can support one another through the transition.
Optimum Number of Users Per Collection: The optimum number of users for a migration collection depends on the per-user data volume on the source server, the data geography (physical distribution) and bandwidth, and the capacities and configuration of the destination servers. The number of users per collection should also correlate to the capacity of your organization's Help desk, since you can assume that the transition will stimulate increased demand for Help resources. Consider also that the wizards’ log files will likely bloat to unwieldy sizes for collections much greater than 100 users if you ever need to set the logging to verbose mode.
Migration Scheduling: Determine how you will schedule collections for migration. This is often just a matter of avoiding each collection's critical dates on the calendar. For example, finance and accounting staff should not be disrupted at the beginning of the month when they are trying to close the books. Likewise, sales staff would prefer no interruptions near the end of a quarter when they are attempting to meet their quotas. Many organizations migrate their IS or Help Desk staff first, since they are typically the most savvy users and will likely help to support other users as the migration proceeds.

Location of Notes user data

The Notes Data Locator Wizard can locate data files in the Notes source for a particular user collection, and can be told to locate data by type (mail vs. PABs vs. archives) in any combination. The wizard can find data in a variety of locations in the Notes/Domino source environment, and asks you to specify which of these locations to include in its search:

Access by replicas on server: Tells the wizard to look for user data in replicas that have been uploaded to a particular location on a server. For this option the admin account specified on the Notes Login Information screen must be listed as a manager on all NSF files to be migrated. When Quest’s PAB Replicator is used, the admin account is automatically added as a manager when users copy their PABs to the server.
Access by file system, in specified directories: Tells the wizard to look for user data within a particular directory subtree. This option requires that all migrating users be logged off and their NSF files be closed at the time they are migrated.
Location specified by a column in the SQL Server database: Tells the program to determine the location of user data by looking in a column of the SQL Server database. The database table must be prepared with these values before the program is run.

The Data Migration Wizard also offers this fourth option for PABs (only):

PABs contained within server mail files: Tells the wizard to look for users’ PABs within users’ mail files, on the Domino server—a useful option when users with iNotes web access have their address books stored in their mail database files. The PAB can be migrated either via the Domino server or by file system access. If using the Domino server method, the admin account specified on the Notes Login Information screen must be listed as a manager on all NSF files to be migrated. If file system access is used, all users must be logged off and their NSF files must be closed at the time they are migrated.

The Data Migration Wizard can read source mail files from multiple paths in a single program run. Migrator for Notes to Exchange’s exported user data from Notes Person Documents include fields that identify the server and path where each mail file resides.

Since the various location options carry different prerequisites and implications for overall migration strategy, you should consider the implications and make your choices before running the Notes Data Locator Wizard.

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