ISSUES TO CONSIDER

If you are either being 'encouraged' to look at SharePoint as a potential alternative to Lotus Domino, or positively welcoming the opportunity, although we would say 'all things are possible', we would temper that with 'but not all things are good for you'. Using SharePoint and other Microsoft technologies such as InfoPath and Word etc., it is possible to create applications which have both similar look and feel and functionality to those previously prepared using Lotus Domino. But just because you have that capability, doesn't mean you should always employ it - if systems have been in place for a number of years they sometimes need both refreshing and rebuilding to make them match a current set of requirements. Bearing this in mind, below are some of the things you should be considering if a migration from Lotus Notes to SharePoint is on the cards.

Outline v Detailed plans

Migration projects are never simple and Lotus Notes to SharePoint migrations are not without pitfalls - specifically in relation to Rich Text content within Domino 'nsf' databases. If you try and plan in detail, although you might think you have every aspect considered and planned, you probably won't and even if you add extra time on to take care of the unexpected, it generally isn't enough. Planning in outline for the whole process, and in more detail for just the stage or phase in hand is therefore much more useful. Basically if the User is convinced that they need something done in order for the system to work, then they will want it done, and planning won't alter that!

Setting up the SharePoint environment

Rather than have the risk of not getting it correct, use a specialist MS trained expert to set up your SharePoint environment. This person can also be involved in the migration of the Lotus Notes mailboxes, can establish base rules for users, can understand and integrate the existing Network access and help resolve any niggles in creating both Live and Test SharePoint areas

Preparing for the Migration tasks

Notes to SharePoint Migration means moving the data and rebuilding the 'forms' within which it is handled. Much needs to be looked at here, and below are some of the key topics that we have identified as areas for discussion and consideration before the first steps are taken.

  • Migrations become enhancements become rebuilds become new systems - how will you manage this
  • How many Lotus Notes databases do you really have
  • Which databases are actively used to record / manage data
  • Is there an agreed Priority order
  • Does a database have to be migrated or could it be Archived "as is"
  • Does the data need to be just viewable, or does it need to workable
  • How much data is in each database (number of documents, total Mb space used)
  • How 'clean' is the data
  • How many different forms are used in each database
  • Is there common 'Keyword' data for list of departments, Users, Locations etc
  • Is there simple or complicated workflow on each document
  • Does the data need to be presented in Views and on documents in a particular way - does it need a certain style
  • Do you have possible use of applications like MS Word and InfoPath as well as native SharePoint
  • Do you have time constraints for completion of certain databases and systems in SharePoint
  • Is the data complicated, are there lots of calculations, is much 'work' happening on the forms
  • Are there complex relationships between Lotus Notes documents

Other Aspects to consider

  • Is there any SharePoint experience in house - what level of involvement will they have
  • What is driving you to move into SharePoint, have you other systems planned or in mind
  • If your e-mail systems are to be migrated from Lotus Notes into MS Outlook and Exchange, what plans are in place for this
  • Training - Systems Administrators, Developers, Application Managers and End-Users will all need to know how to use both SharePoint itself and the specific rebuilt solutions
  • Testing prior to final release - who has been allocated to do this, how, when, what happens if problems are identified, how will sign-off be recorded
  • Are you having a 'Front End' to the rebuilt data libraries and lists - how is that to be presented to the users, who will design and build it, what involvement is expected of System Managers
  • Backups, restores, security, accessibility - what is in place to cover these needs?

Conclusions

Migration of data from Lotus Notes databases into SharePoint Libraries and List gives an organisation a potential release from the stranglehold that the '.NSF' file structure of Lotus Notes means. Although a very close match can be made between the before and after, this might not be the best that can be achieved so consider aiming for simpler systems.

Browser based approaches make it easier for end-users to understand what and how they go about tasks - they can be taught how to use a browser in 10 minutes.

SharePoint and MOSS 2007 based technologies are here for the long term - take advantage of them sooner rather than later!

We welcome an opportunity to discuss your specifics and how we can add value.