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RSM McGladrey:

Can Lotus Domino and

Exchange CoExist?

Presented by Mary Lou LaBore

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

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

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

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)

6/2005:

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.

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

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

Communication Components

 Server

 Microsoft Exchange Server 2003

 Client

 Outlook 2003 in cached mode

 Outlook Web Access

 Outlook Mobile Access

Assessment

Microsoft Consultants and

Partner Firm

Completed an assessment

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

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.

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.

We Have Lift-off!

Mid-August, 2005

RSM McGladrey Approves

Microsoft Components and

The Deployment Schedule

Your Mission Should

YOU Choose to Accept it:

Migrate 7,000 Users To Exchange



YOU HAVE LESS THAN 3 MONTHS

TO ACCOMPLISH YOUR MISSION!

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

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

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

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…

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.

Estimated hours

Architecture

Before: 11/11/2007

Domino Messaging Environment

RSM McGladrey Domino and E-Mail Environment

4,500 users

Rev: 1.4 Internet

External





Firewall





DMZ





Tumbleweed North American Hub

Email Firewall Routing / Replication

2 clustered for RSM International

Spam, Virus Protection









Internal



· Role: SMTP in

· Role: SMTP out ·

· HW: 2 CPU, 2 GB Role: BlackBerry

· HW: 2 CPU, 2 GB ·

· SW: Ex Std 2003 SP1 HW: 2 CPU, 2GB

· SW: Ex Std 2003 SP1 ·

· Name: xxxSMTP01 SW: Assentor

· Name: xxxSMTP02 ·

· IP: xxx Name: xxxBES01 EMC Email archive –

· IP: xxx · IP:xxx Centera compliance server









· Role: User Mailbox - Cluster

· Role: User Mailbox - Cluster

· HW: 4 CPU, 2 GB

· HW: 4 CPU, 2 GB

· SW: Lotus Domino R5.10

· SW: Lotus Domino R5.10

· Name: xxxBE02

· Name: xxMS01

· IP: xxx

· IP: xxx

Before: 11/11/2007

Domino Messaging Environment

After 10/1/2007:

Exchange Messaging Environment





Laptop Kiosk



Front-end Desktop



Internet

Firewall

MessageLabs Firewall



SMTP Mailbox server





ISA





BlackBerry Laptop









Laptop Smart Phone

TumbleWeed

After 10/1/2007:

Exchange Messaging Environment

RSM McGladrey Exchange and E-Mail Environment

Rev: 1.4 Internet

External

MessageLabs

AntiSpam, AntiVirus, Dark Traffic, LDAP





Firewall





·

·

Role: Server publishing for:

ActiveSync, OWA, OMA, RPC/HTTPS

DMZ

· HW: 2 CPU, 2 GB

· SW: ISA ENT

· Name: xxxx

· IP: xxxx

ISA ISA · Port: 443, 80 (Port 80 redirects to 443)

· NLB IP: xxxx









Internal



Mom

Server mgmt and monitoring

· Role: Front-end (OWA, RPC/ · Role: Front-end (OWA, RPC/ · Role: Front-end (OWA, RPC/ · Role: Public Folder & · Role: SMTP in · Role: SMTP out · Role: MIIS · Role: BlackBerry

HTTP, OMA) HTTP, OMA) HTTP, OMA) Resource Mailbox · HW: 2 CPU, 2 GB · HW: 2 CPU, 2 GB · HW: 2 CPU, 2 GB · HW: 2 CPU, 2GB

· HW: 2 CPU, 2 GB · HW: 2 CPU, 2 GB · HW: 2 CPU, 2 GB · HW: 2 CPU, 2 GB · SW: Ex Std 2003 SP1 · SW: Ex Std 2003 SP1 · SW: MIIS, SQL · SW:

· SW: Ex Std · SW: Ex Std 2003 SP1 · SW: Ex Std 2003 SP1 · SW: Ex Enterprise 2003 SP1· Name: xxxSMTP01 · Name: xxxSMTP02 · Name: xxxINT01 · Name: xxxBES01

· Name: xxxFE01 · Name: xxxFE02 · Name: xxxFE03 · Name: xxxPF01 · IP: xxx · IP: xxx · IP: xxxx · IP:xxx

· IP: xxx · IP: xxx · IP: xxx · IP: xxx

Tumbleweed

Email Firewall

NLB IP: xxx 2 clustered servers

(Spam/Virus)



150 MB Mailbox Quota



EMC – SAN

125GB/S.G

x4 S.G./V.S.

Lotus Notes SMTP

x3 V.S.

“RSMMS01"

· Role: User Mailbox - ACTIVE =1500GB total storage

· Role: User Mailbox - ACTIVE Smart Host for rsmi.com

· HW: 4 CPU, 4 GB Port: 25

· HW: 4 CPU, 4 GB

· SW: Ex Enterprise

· SW: Ex Enterprise

· Name: xxxBE02

· Name: xxxBE01

· IP: xxx

· IP: xxx · VS01: xxxVS01 IP: xxx

· VS02: xxxVS02 IP: xxx

· VS03: xxxVS03 IP: xxx

· VS04: xxxVS04 IP: xxx Lotus Notes

· VS08: xxxVS08 IP: xxx Mail servers for

RSM International









· · Role: User Mailbox - PASSIVE

Role: User Mailbox - ACTIVE · Role: User Mailbox - ACTIVE Assentor

· · HW: 4 CPU, 4 GB

HW: 4 CPU, 4 GB · HW: 4 CPU, 4 GB EMC Email archive –

· · SW: Ex Enterprise

SW: Ex Enterprise · SW: Ex Enterprise Centera compliance server

· · Name: xxxBE08

Name: xxxBE03 · Name: xxxBE04

· · IP: xxx

IP: xxx · IP: xxx

Exchange Back End Cluster

(User Mailbox Store determined by office location)



Assumptions from Exchange Storage Calculator

· 3000 Mailboxe per Active Exchange Server

· 150MB storage limit per mailbox

Virtual Server Storage Group Name LUN's Size GB Mount Point

· 4 Storage Groups per server EXCHVS01 EXCHVS1-SG1 5 125 X:\MDBDATA\SG1

· 4 Database per Storage Group EXCHVS01 EXCHVS1-SG2 5 125 X:\MDBDATA\SG2

· All drives 146GB (133 formatted) 15K RPM 180 IOPs per drive EXCHVS01 EXCHVS1-SG3 5 125 X:\MDBDATA\SG3

· Storage calculator calls for 9 drives per server for a total of 27 EXCHVS01 EXCHVS1-SG4 5 125 X:\MDBDATA\SG4

EXCHVS02 EXCHVS2-SG1 5 125 X:\MDBDATA\SG1

EXCHVS02 EXCHVS2-SG2 5 125 X:\MDBDATA\SG2

EXCHVS02 EXCHVS2-SG3 5 125 X:\MDBDATA\SG3

EXCHVS02 EXCHVS2-SG4 5 125 X:\MDBDATA\SG4

EXCHVS03 EXCHVS3-SG1 5 125 X:\MDBDATA\SG1

EXCHVS03 EXCHVS3-SG2 5 125 X:\MDBDATA\SG2

EXCHVS03 EXCHVS3-SG3 5 125 X:\MDBDATA\SG3

EXCHVS03 EXCHVS3-SG4 5 125 X:\MDBDATA\SG4



Totals 60 1500

Mail Databases LUN Size = 25GB 495GB Remaining



Exchange Cluster This assumes all drives 146GB-15K RPM

Five 3+3 Raid-10 Groups @ 399GB Each

16 available LUNs per Raid Group = 80 total

30 total drives = 5400 IOPs available, storage calculator ~ 4800 IOP's required

Hold 6 drives in reserve for capacity and performance upgrades through Busy Season









Transaction Logs

Virtual Server Storage Group Name LUN's Size GB Mount Point

EXCHVS01 EXCHVS1-SG1 2 20 L:\MDBDATA\SG1

EXCHVS01 EXCHVS1-SG2 2 20 L:\MDBDATA\SG2

EXCHVS01 EXCHVS1-SG3 2 20 L:\MDBDATA\SG3

EXCHVS01 EXCHVS1-SG4 2 20 L:\MDBDATA\SG4

EXCHVS02 EXCHVS2-SG1 2 20 L:\MDBDATA\SG1

EXCHVS02 EXCHVS2-SG2 2 20 L:\MDBDATA\SG2

EXCHVS02 EXCHVS2-SG3 2 20 L:\MDBDATA\SG3

EXCHVS02 EXCHVS2-SG4 2 20 L:\MDBDATA\SG4

New ‘Active’ Exchange server added to the Cluster 5/2006, EXCHVS03 EXCHVS3-SG1 2 20 L:\MDBDATA\SG1

not included in this diagram EXCHVS03 EXCHVS3-SG2 2 20 L:\MDBDATA\SG2

+ 1 Passive Server EXCHVS03 EXCHVS3-SG3 2 20 L:\MDBDATA\SG3

EXCHVS03 EXCHVS3-SG4 2 20 L:\MDBDATA\SG4

5 total servers

Totals 24 240

LUN Size = 10GB 26GB Remaining



This assumes all drives 146GB-15K RPM

Create two mirrored sets @ 133GB Each

13 available LUNs per Raid Group = 26 total

Each 20GB Volume can accommodate ~4000 transaction log files

4 total drives = 720 IOPs available, storage calculator ~ 720 IOPs required

Hold 2 drives in reserve for capacity and performance upgrades through Busy Season

Outlook Client Environment





Synchs Address Book with

End user synchs Email / Calendar / Tasks with Exchange Server Global Directory Catalog server









Uses Outlook 2003 in cache mode

150 MB Mailbox Quota

Can always receive mail

Cannot send mail if mailbox size is

at/over 150 MB l







Moves messages

into local archive (pst file).

.pst files are typically not backed

up.

Estimated Hardware/Software Costs

Total Costs

Estimated $214 per user

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

Coexistence

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.

After 1+ Years

A Success Story….

Picture of happy workers

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

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

What I miss



 Lotus Domino audit ability

 Active Directory objects

 Users

 Distribution lists

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. 