Lessons Learned

AD & Exchange Migration

LATAM IT Meeting in Vina del Mar

Oct 26-28, 2010

 AD & Exchange Migration Program Imperative Solutions Delivery
PM in Charge: Wanda Pinzon Delayed
Date: 10/15/2010 Project Type Support & Run

Objective/ Purpose of the Program Risks & Concerns

The primary purpose is to build out the Active Directory for Tech Resources limitations in countries with knowledge and
LATAM Countries based on the Active Directory design that was time
completed and approved by Global IT. This program also Technical inventory is not available and needs to be updated
standardize email platform in LATAM to Outlook 2007 and uses Countries can not move forward, they have other priorities
the EPO solution in RDC in Panama
Failure with the MPLS is high risk. Contingency DC is required
Projects: to assure business services.
Brinks Panama and EPago Done
Brinks Venezuela Jul 2010 JAN 2011 Program Costs: (2010)
Brinks Chile Aug 2010 JAN 2011 Country % Travel Licenses Brinks Local Total
Brinks Colombia Nov 2010 Pilot MAR 2011 Labour Consultans

#
1 Argentina 5% $ 9,297 $ 49,439 $ 14,580 $ 17,390 $ 90,706
Brinks Argentina Dec 2010 Planning
2 Bolivia 0% $ 5,611 $ 20,426 $ 15,360 $ 20,000 $ 61,398
Brinks Peru 2011 3 Brazil 0% $ 7,750 $ 161,639 $ 15,360 $ 50,000 $ 234,748
Brinks Brazil, Bolivia 2011 4 Chile 45% $ 9,105 $ 79,772 $ 14,580 $ 18,960 $ 122,417
5 Colombia 15% $ 8,440 $ 150,847 $ 14,160 $ 40,300 $ 213,747
6 Epago 100% $ 80,000
Expected Outcome 8 Panama 100% $ 96,000
• Take advantage of the hardware infrastructure in the Regional 9 Peru 0% $ 7,750 $ 79,490 $ 15,360 $ 51,820 $ 154,420

Data Center to lower costs. • Improved performance • Improved 10 Venezuela 70% $ 9,363 $ 125,701 $ 14,580 $ 27,053 $ 176,697

Mobile Device support • Share Outlook Calendar

Total 37% $ 57,316 $ 667,314 $ 103,980 $ 225,523 $ 1,230,132

Issues During Month/Quarter LATAM Expenses:

Finish Venezuela, follow up on Chile and Colombia‘s progress.
Finish detailed planning for Argentina. Train a new technician to
have more LATAM resources available
Get quotes for the rest of the countries from contractors
10/1/2010 Licenses Quest for Exchange to Exchange US$24,400
9/27/2010 50 Blackberry Enterprise CAL $3,122.75
9/14/2010 VNZL Consein Payment 50% uS$9,100
9/30/2010 CHI Intergrupo Payment 40% Payment - US$7,584.00
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 LATAM AD & Exchange -Project Timelines
Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3
2009 2009 2010 2010 2010 2010 2011 2011 2011

- Panama
- ePago
- Venezuela
- Chile
- ePago
- Bolivia
- Venezuela
- Colombia
- Chile
- Argentina
- Argentina
- Peru
- Bolivia
- Brazil
- Peru
- Brazil
- ePago - Colombia
- Venezuela
- Chile
- Colombia
- Peru
- Argentina
Latam Resources - Brazil
Latam Resources + Contractor - Bolivia

Actual

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Review and Prepare Domain Controllers (DC)
At least 2 months before project start the Country should assess the
status of their Domain Controllers (to be compared with Global
standards), below minimum specifications:
1 Windows server 2008 std 4GB RAM, 2 x 146GB disk RAID 1 for OS, 1 proc of
4 cores, or 2 proc of 2 cores, to be the DC, DHCP, DNS and WINS.
If the current DC server of each site doesn’t support virtualization, then
we must consider upgrading or even replacing the server before starting
the project.

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 Get Quotes from Local Providers
A local provider helps migration team, lower implementation time.
To get a proposal we need to send the providers:
Total of mailboxes and users per location
Bandwidth of the location
Servers per location
Participate in local providers interviews, technical evaluation calls
and knowing the migration methodology

Users AD or Nro usuarios Lotus Notes

Company Location City State Conection BW (Kbps) Subnet Workgroup (Domain only) users
Brinks Antioquia ARMENIA Antioquia Domain Controler 200 10.64.36.50/24 13 13 8
Brinks Norte BARRANQUILLA Cundinamarca Domain Controler 300 10.64.41.50/24 66 66 40
Brinks Centro BOGOTA-CALLE19 Cundinamarca Domain Controler 6M 10.64.19.50/24 830
Brinks Centro BOGOTA-CALLE23 Cundinamarca Domain Controler 15M 10.64.26.50/24 0 830 390
Brinks Centro BOGOTA-TELMEX Cundinamarca Domain Controler 20M 10.64.7.50/24 0
Brinks Antioquia BUCARAMANGA Antioquia Domain Controler 300 10.64.39.50/24 40 40 20
Brinks Valle CALI Valle Domain Controler 600 10.64.30.50/24 105 105 52
Brinks Norte CARTAGENA Norte Domain Controler 300 10.64.42.50/24 43 43 15
Brinks Antioquia CUCUTA Antioquia Domain Controler 128 10.64.38.50/24 16 16 10
Define a Project Team Project Manager
To report progress and asses risks
To keep the project progressing as
(Example) W. Pinzon
planned

To solve problems
To make important SPP TI Brinks Technical related to Global
decisions Management Leader Infrastructure
To monitor the project M. Gil L. Bell
To prepare servers
To monitor the
Contractor

To define users migration lists SPP TI Infrastructure

Management
To notify problems to PM Morán

IT Infrastructure team: To install and configure

Assign full time local IT J. Rodríguez Consein Quest tools
resources R. Abogado implementation
team
To do the pilot
1st Level Support Z. Córdova
To do the migration of
To notify users when they J. Pérez
AD and Exchange
are going to be migrated M. Fernández
To configure and help users R. Malpa
To migrate BB R. Machado
A. López
M. Peña
 Review Project Budget and Costs
• Licenses are provided by the Region
• Training costs are covered by the Country
• Depending on the consultancy, Region and Country will share the
expenses
AD&EXCHANGE MIGRATION FOR BOLIVIA

Costs
# Detail Quantity Days Unit Cost Total Allocated to
1 Travel expenses
Airfare Larry Bell 1 $1,538.34 $1,538.34 Region
Airfare Wanda Pinzon (shared) 1 $513.06 $513.06 Region
Airfare Juan Carlos Lopez (shared) 1 $500.00 $500.00 Region
Hotel 18 $120.00 $2,160.00 Region
Review ROI
Food and Transportation 18 $50.00 $900.00 Region excel to
2 Hardware and Software Quantity Unit Cost Total
Quest licenses for AD 183 $9.75 $1,784.25 Global
agree on
Quest licenses for Exchange 161 $9.75 $1,569.75 Country costs
BES licenses 9 $53.00 $477.00 Global
Outlook licenses + SW Assurance 161 $101.40 $16,325.40 Global
SCOM license $709.00 $0.00 Global
SCCM agent licenses $12.36 $0.00 Global
Webex connect licenses 10 $27.00 $270.00 Global
3 Other $0.00

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 Review the Policies

Examples:
Up to 120 days of email will be migrated
Mailboxes up to 200MB for users and 300MB for
managers can be migrated with Quest easier and without
problems
Generic mailboxes and distribution list groups
Email users rights, example: to send/receive emails from
non Brink’sa

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 Review the Policies

Examples:
Up to 120 days of email will be migrated
Mailboxes up to 200MB for users and 300MB for
managers can be migrated with Quest easier and without
problems
Generic mailboxes and distribution list groups
Email user rights, example: to send/receive emails from
non Brink’s domains, Internet access, etc.

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 Blackberrys (BB)
Change current BIS plan to BES for all BBs
Only Brink’s owned BBs are included
Do backups of BB info prior to migration
Assure you have internal or local knowledge in the BB’s
migration procedure.

10
 Prepare for the Pilot
Define users that will participate in the pilot: Range of 15-
30 IT users, include regional coordinators and at least one
Blackberry.
Agree on pilot dates (+/- 2 weeks). Region personnel and
contractor will be onsite.
Review SLA draft for AD & Exchange
Ask for Service Now accounts for Country Help Desk and Webex
Connect accounts
Ask for OWA users

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 Plan and Budget Training

Evaluate if you need local training or support (outlook)

Get local providers quotes and to be budget approved by
GM
Review Outlook PDF Quick Guides and training material
prepared by country (VNZLA)

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 Migration Plan
Prepare and agree with Region a detailed migration plan
indicating dates, users and locations:
Example 3 days a week, MON, WED, FRI, 25 users each day
Indicate users that will go in each batch. Coordinate with user training if
required

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 Agree on a Communications Plan
Define the email to communicate migration to users
Example of Communications Plan for Migration:
Día de Migración 8:00am CST, INTERGRUPO envía el email confirmando los que serán migrados ese
día dirigido a Enrique con copia a Wanda, Larry, Juan, Víctor Méndez.
Día de Migración 9:00am CST Wanda enviar correo a HELP DESK (IT LATAM) para registrar
blackberries en BES y comunicarle al HELP DESK CHILE que están creados y cuáles son las claves
Día de Migración 12:00pm SCL, Mandar el correo a los usuarios que serán migrados esa noche.
Noche de la Migración 8:00pm CST. INTERGRUPO enviara un correo comunicando los resultados.
Día Siguiente a la Migración 8:30am – 9:30am SCL. Pruebas de correo localmente en Chile para ver
si rebotan o tienen problemas.
9:30 am – 5:00pm SCL. Juan migra Blackberrys y contacta al HELP DESK para interconectarlos al BES
Día Siguiente 12:00pm SCL. Juan enviara un correo detallando problemas.
Día Siguiente 2:00pm CST Revisar problemas y detectar soluciones, Carlos y Larry revisaran temas
pendientes.
 Participate in the Project
• Assure that you assign local IT resources with enough time
and knowledge required
• Attend weekly meetings and report issues timely
• Maintain an adequate level of expectations from business
areas:
Migration process is not perfect, and projects always have issues and risks
Viruses, bandwidth, status of servers, workstations, and many other issues
affects project
• Decision making is key when having problems

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 Others
• Address book synchronization
• Address book filtering
• In our case we need to have by default countries’ language
• Agenda synchronization (Microsoft Transporter Suite)
• Defined rules regarding users with the same name

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Questions?