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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

Develop a written Migration Plan

The migration of any enterprise 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. Quest 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:

After those first six sections, your Migration Plan should contain (at least) sections and subsections that describe suitable choices for all relevant topics in chapter 3 of this Guide: Other strategic planning issues.

Know your migration scenario

Virtually all migrations follow a similar basic process, with variations to accommodate each organization's circumstances and needs—what we collectively call a scenario. It is critical that you understand and characterize your scenario before you begin your migration planning, because your scenario will influence many important decisions about the processes and methods you will use to accomplish the migration. Most variations to the basic process result from:

Migration Destination (the Exchange "target" type):
A proprietary Exchange environment is one whose hardware and software are wholly under the control of the migrating organization. Ordinarily this is a local Exchange network—on the same premises as the Notes source, or at least near enough to use high-performance network cables. But a proprietary Exchange target may also reside in a different location from the Notes source.
A hosted Exchange platform is one in which the hardware and software are owned and controlled by a third party. The hosting entity then sells, as a service, access to disk space and the Exchange software features. This service model is also known as "cloud" computing. The overwhelming majority of migrations to a hosted Exchange are to Microsoft’s Office 365.
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.
If migrating to a proprietary Exchange: Do you already have an Active Directory up and running? If an existing AD has already been provisioned, are its objects already mail-enabled, mailbox-enabled, or neither?
If migrating to Office 365: Will you use a proprietary local Active Directory to provision the hosted environment and, if so, will you keep the local AD active after the migration? This method of provisioning permits 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. Alternatively, you could provision Office 365 without a local AD, by using Migrator for Notes to Exchange to provision Office 365 directly from the Notes/Domino source.

Different combinations of target types and states of an existing local AD (if any) produce an array of migration scenarios. The Migrator for Notes to Exchange Scenarios Guide describes all of these combinations, and explains the migration procedures for each:

The Scenarios Guide also describes three special-case scenarios, any of which would occur in combination with one of the above-listed scenarios:

Offline Migration: A strategy in which Notes source data that was previously extracted from Notes is migrated directly to the Exchange target. An offline strategy can be valuable:
Phased (Staged) Migration Options: A migration strategy in which all but the most recent source data is "pre-migrated" to Exchange while all users remain active in Notes, so that the remaining Notes data (a much smaller volume) can be migrated much faster—often so that all users can be migrated together in a final "cutover" migration. Users continue to receive and send mail and manage their calendars in Notes throughout the transition period, while their older data is migrated to Exchange. If the final cutover can be accomplished in a single day or weekend, this strategy can eliminate the need for email, calendar and free/busy coexistence.
Silent Mode Options: A strategy to configure Migrator for Notes to Exchange's SSDM (the per- desktop migration app) to hide some or all of its screens, and take all of its required entry values from values stored in its pre-configured .ini file, thus eliminating or minimizing any need for interaction with the end user.

Characterize your migration scenario in the first section of your Migration Plan.

Provisioning the target Active Directory

Different target types (a local Active Directory vs. Office 365) require different provisioning methods. A local Active Directory can be provisioned directly from the Domino source by Migrator for Notes to Exchange tools in combination with Quest’s CMN Directory Connector (or some other directory synchronizing method). For Office 365 you can use Microsoft’s AD sync tool to copy objects into the hosted AD from a local, proprietary AD (previously provisioned locally), or Migrator for Notes to Exchange tools can provision directly from Domino.

Provisioning includes mail-enabling and/or mailbox-enabling the objects in the target AD. An Active Directory object is said to be mail-enabled when the AD object record contains a forwarding address to which mail can be routed (i.e., to the user’s Notes address). An object is said to be mailbox-enabled when an Exchange mailbox is created for it.

Review the information below to determine your provisioning method, and note it in your Migration Plan.

Provisioning a local proprietary Active Directory

Migrator for Notes to Exchange tools can provision Active Directory from the Domino source. The typical and most direct method to provision a local AD begins with an Migrator for Notes to Exchange directory export, followed by a directory update by CMN’s Directory Connector, as illustrated here. Your organization may already have an Active Directory running for login and security purposes, and if so Migrator for Notes to Exchange can synchronize the existing AD objects with the Domino objects, and mail-enable the AD objects. In either case, this provisioning step is necessary before any users are migrated.

In many organizations the migrating users are already using AD security objects for network authentication prior to the migration project. In that case, or in any case where Notes users already exist as user objects in Active Directory, CMN’s Directory Connector (and other directory-update tools) will produce duplicate entities in AD. But Migrator for Notes to Exchange includes a Provisioning Wizard that can merge the contact information into the original AD object record, and then delete the contact, leaving a single mail-enabled object in Active Directory. Other Migrator for Notes to Exchange wizards can then mailbox-enable the AD accounts and provision groups in AD.

When provisioning a local Active Directory, be sure to provision all Notes users into AD as mail-enabled objects, without Exchange mailboxes, before you migrate the first user. Provisioning mail-enabled objects into AD will facilitate Exchange-to-Notes mail forwarding, to correctly route mail that arrives (or originates) in Exchange for not-yet-migrated Notes recipients. But Exchange mailboxes would disable Exchange-to-Notes free/busy queries: Exchange cannot send free/busy queries to an external server for a user who already has an Exchange mailbox.

This Exchange free/busy restriction becomes irrelevant if you defer creating users’ mailboxes until just prior to their migration, several steps later. Our standard scenario procedures (in chapter 2 of the Migrator for Notes to Exchange Scenarios Guide) follow this approach for provisioning a local proprietary Active Directory.

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