RSM McGladrey: Can Lotus Domino and Exchange CoExist?

1. RSM McGladrey: Can Lotus Domino and Exchange CoExist? Presented by Mary Lou LaBore

2. About RSM McGladrey, Inc. • 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

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

4. 1/2005: Evaluation of Current Solutions • 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 • 85% of employees are mobile most of the time • At customer’s site, 50/50 change of connecting to our office due to • Client firewall restrictions • VPN client issues

5. 1/2005: Evaluation of Current Solutions • 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 3rd party software. • Interwoven (Document Management System)

6. 6/2005: Evaluation of Current Solutions • Concurrent with the field studies, RSM McGladrey spent several months examining alternate products • Considered and rejected the newest release of Notes / Domino • Determined Notes / Domino would become increasing complex • 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.

7. 6/2005: Solution • RSM McGladrey completed research and defined the next generation IT architecture based on Microsoft products. • Move to .net • Move to SharePoint • Move email to Exchange 2003

8. Infrastructure Components • Microsoft Windows Server 2003 • Active Directory service • Needed for Exchange • Microsoft Identity Integration Server (MIIS) • 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

9. Communication Components • Server • Microsoft Exchange Server 2003 • Client • Outlook 2003 in cached mode • Outlook Web Access • Outlook Mobile Access

10. Assessment Microsoft Consultants and Partner Firm Completed an assessment

11. 7/2005: Transition Assessment • Scope • 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 • Minimize impact on desktop • Maintain availability of mail and applications • Reuse existing investments where possible • Tumbleweed, Active Directory, DNS

12. 7/2005: Transition Assessment • Mail enabled applications • Remote Time and Expense (RTE) • STP (Success Through People) • EMS (Engagement Management System) • EA Systems (Engagement Automation) • Special attention required: • Mail enabled applications (above) • Solution: Genii Software- CoexLinks • Support doc links and database links in Outlook. • Solution: GreyDuck’s ‘Mail Doc Links / Mail Database Links’ agents • Mail routing to international users sharing the rsmi.com domain. • 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 ‘MessageLabs’ > Exchange. MessageLabs will refuse the message if the user is not in the LDAP Directory.

13. 7/2005: Transition Assessment • Add-on Tools – 3rd party tools used by Domino • BlackBerry Server • iLumin’s Assentor • Symantec Antivirus • Tivoli Storage Manager • Fax and Voicemail: • ‘unified message with voicemail (VoIP). • Fax to / from Outlook solution • Other Address Books Synchronization using MIIS • Active Directory Address Book GAL synchronization with H&R Block. (using MIIS) • Lotus Domino RSMi PAB integration with GAL. • Other subsidiaries.

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

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

16. Migration Team War Room The 'Think Tank' Capital of the World, Davenport, IA

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

18. The ‘TBS’ Mission: 1st 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

19. TBS Assumptions • October 1, 2005 migration date • Approx 2,500 users • No local replicas of Lotus Notes mailboxes • Centralized mail server located in Phoenix, AZ • Need server and Notes admin added to ACL with Manager access • Move TBS mailboxes to server in RSMM • Lock down access to Reader only • Grant access to mailboxes with new MP/RSMi Notes id • Mailbox sizes to 5GB • 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 • BlackBerry users • Sametime users • Treo (PDA) users • Active Directory – join to RSMM forest • Lotus Notes R5.12 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

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

21. Mission: 2nd 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.

22. Estimated hours

23. Architecture

24. Before: 11/11/2007Domino Messaging Environment

25. Before: 11/11/2007Domino Messaging Environment

26. After 10/1/2007:Exchange Messaging Environment

27. After 10/1/2007:Exchange Messaging Environment

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

29. Outlook Client Environment

30. Estimated Hardware/Software Costs

31. Total Costs Estimated $214 per user

32. challenges / opportunites • Applications integrated with Lotus Notes email • PeopleSoft RM (Resource Management) • RTE (Real Time/Expense) • Assentor (email archive for compliance (Sarbanes Oxley) • BlackBerry • Fax servers (relay mail) • Domino applications • EA Systems • EMS (Consulting Engagement Management System) • Mail-in-databases • Success through People - • rsmi.com domain shared by Exchange and Lotus Notes • Database / doc links • Migrating mailboxes / calendar • Binary Tree • Migrating Personal address books • IBM ‘Personal NAB Import / Export’ tool • Migrating mail lists • 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 • Business and reference links in Navigator pane • Disclaimer • Brand messages • External Internet mail identified by ‘world globe’ icon • Mailbox size in Navigator pane

33. Coexistence

34. Coexistence • We have coexistence between Lotus Domino applications and Exchange email • Thanks to: • MIIS – address books synchronization • GreyDuck – ‘Mail Doc Link’ and ‘ Mail Database Link’ agents • Genii Software – ‘CoexLinks’ 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 McGladrey Exchange mail users and RSM International Lotus Domino mail users.

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

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

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

38. What I miss • Lotus Domino audit ability • Active Directory objects • Users • Distribution lists

39. If we had more time  • We had an incredible team of talented, motivated individuals from our firm, Microsoft, Binary Tree, GreyDuck … that were on fire to succeed. • What would I have done differently? • NOTHING!.... Well, ok… • It’s about those mail (distribution) lists… • 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 had the time to convert as many as possible • You have all been there with managing mail (distribution) lists. 