Maintenance Upgrade to Notes R8.

5 Business Case

ABC Pty Ltd.

Prepared by: Kevin J Wilson Lotus Upgrade Specialist IBM Corporation Prepared on: 15 April, 2009

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Table of Contents
Business Case Template Usage Guide...... .......... ........... ........... .......... ........... ...... 1 ................ ...................... ..................... ..................... ..................... ................. Executive Summary................................................................................................ 2
IT Challenges:.............................................................................................................................2
Main Challenges............. ......... ........ ......... ........ ......... ........ ......... ........ ......... ........ ......... ........ ..... 2

The options:.................................................................................................................................3
Option 1 (Recommended) – Upgrade to Lotus Notes and Domino R8.5 .......... ...... ....... ...... ...... .... 3 Option 2 – Buy more Hardware (for increased Storage and Performance only) ............................ 5 [Optional Section] Option 3 – Migrate to MS Exchange/Outlook .................................................. 6 Option 3 – Do nothing......... ...... ...... ...... ...... ........... ...... ...... ...... ...... ...... ........... ...... ...... ...... ...... ... 6 Other Considerations.......... ...... ...... ...... ....... ...... ...... ...... ....... ...... ...... ...... ...... ....... ...... ...... ...... .... 7

Why Upgrade now?.....................................................................................................................9 Recommendations:.....................................................................................................................9

Detailed Analysis......... ................ ................ ................ ................ ................ ......... 10 ......................... ................................ ................................ ................................ ................................ .........................
ABC's challenges:.....................................................................................................................10 Option 1 – Upgrade to Lotus Notes and Domino 8.5...............................................................11 Option 2 – Buy more Hardware................................................................................................26 Option 3 – Do nothing...............................................................................................................26 [Optional Section] Option 3 – Migrate to MS Exchange/Outlook.............................................27 What about premises based vs. SaaS/Cloud based computing?...........................................30 Maintaining ABC's investment in Lotus....................................................................................32 Optional (interoperabilty between Notes and Exchange)........................................................32 i Typical Roles and responsibilities – ABC, IBM Software Group, IBM Services/IBM Business Partner.......................................................................................................................................35

Maintenance Upgrade to Lotus Notes v8.5 Business Case

Business Case Template Usage Guide
This business case template can be used by anyone that needs to justify an upgrade to Notes/ Domino R8.5. IBM Sales IBM Services or IBM Business partners can use this document to , assist their clients write their business case. Ideally, IBM/IBM business part er will work n together with the client to complete the case. Here are some points to note: 1. If you are a service provider, create a PDF copy and show the PDF to the client. If they want more, then work with the client to get the data and deliver in a Sympony 2. Replace ABC in this document with the clients company name 3. Do a find and replace for all words 'xxx' and 'yyy' with actual facts from the clients organisation 4. There are a number of charts that need to be altered to reflect the true position of the company. 5. Make an effort to understand the clients true pain points and document 6. The business case contains more information than is required as most clients respond differently to what impacts them the most. Go through the document and delete the information that is not relevant to the clients specific needs. Feel free to add more information where it is relevant for the specific client. 7. Remove information on Migrating to Microsoft if it is not relevant 8. Localise and add local $$ figures, local client references, etc. 9. Help the client do a DAOS estimator to understand how much Disk space the client will save and document here. 10.Help the client do a productivity study to help quantify in $$ the costs saved. 11. The more facts you put in from the client, the more real it is for the client. 12. Ensure the client takes ownership of this document (or imports components into their own document) as soon as possible. This document will always remain a Draft Template. Only after the client takes ownership can it become a final business case document. 13.If you are from Services, you need to work with the client to prepare a rudimentary cost of upgrade and document here.

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Maintenance Upgrade to Lotus Notes v8.5 Business Case

Executive Summary
Messaging and collaboration services (including Lotus Notes based applications such as xxx, yyy running on Lotus Domino) have and will continue to be a mission critical component of [ABC]'s existing IT systems. To help ensure ongoing business improvement along with employee productivity and job satisfaction and to support the longevity of ABC's IT investment, upgrading business critical software platforms such as the corporate messaging and collaboration system are seen as an essential component. How ever, upgrading should not be undertaken simply for the sake of upgrading, but after careful consideration to ensure that any upgrade decision is based on need, impact and financial benefit to ABC. If an upgrade does not result in ABC gaining measurable benefit then there is little business justification for the upgrade. Having regard to ABC’s current position, upgradingto Lotus Notes and Domino R8.5 (ND8.5) is essential in that it will bring benefit in terms of improved functionality, usability, employee productivity, capacity overload avoidance and cost savings. [Optional: Indeed moving to alternative e-mail, messaging and collaboration from other vendorscan also potentially increase functionality/usability and potentially some cost savings.] This business case demonstrates the compelling reasons to upgrade to Lotus Notes and Domino R8.5 (ND8.5) as well as providing a realistic review of other alternativ es.

IT Challenges:
There are a number of challenges that face ABC today as well as a number of mprovements i that could be made to enhance business productivity and lower costs.

Main Challenges
[Examples below… ask the client what issues they have with their current e-mail system. What will make users happy?]  Helpdesk Support Calls: The number and frequency of support calls to the help desk Calls: around e-mail is high. Support calls typically require user password resets. The observations from ABC’s IT have shown that during the month of March 2009, there were xxx calls for password resets. A total duration of up to xxx minutes in most cases is required to resolve these issues. Users perception of Lotus Notes is that it is not contemporary: ABC's current e-m ail/ Users perception ceptio Lot ote contempo ntempor calendaring infrastructure does not have contemporary interfaces to leverage consumer based expertise and allow for better collaboration and productivity with and between staff. Capacity: In line with industry trends ABC’s email volume including attachments has grown Capaci cit to the extent that to ensure continued operatons an increase in storage will be required. i ABC’s current expectation is that storage volumes will be compromised by xxx 2009. I n order to prevent this, a decision regarding and approval of a recommended option must be made by xxx 2009.

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Maintenance Upgrade to Lotus Notes v8.5 Business Case

The options:
    Upgrade to Lotus Notes and Domino R8.5; Add new server and / or storage hardware; [optional] Investigate alternative messaging and collaboration sys tems; or Do nothing.

Option 1 (Recommended) – Upgrade to Lotus Notes and Domino R8.5
Advantages: Advanta 1. E-mail and Calendaring performance Ca lend nda perfo Lotus Domino R8.5 includes perform ance enhancements improving I/O. IBM states stat improvements of around 50%. By combining the I/O benefits with reduced network traffic, improvements 50%. mail and attachment storage and advanced replication, the upgraded performance of e-mail and calendaring is expected to be substantial. 2. Help desk support call reduction red Notes R8.5 virtually eliminates support call related to password resets by providing a self help password reset option in the users login window. Helpdesk support calls could be virtually suppor calls could virtually eliminated resulting in over xx days of productivity saved each year. iminated ver producti year. 3. Substantially refreshed user interface Substant nti efre user inter Notes R8.5 client has been substantially refreshed and is easier and cleaner to use. The user interface provides substantal productivity improvements meaning that tasks related to e-mail, i calendaring and collaboration occur much faster. By leveraging the experiences of users outside of the work place, the Notes client becomes an intuitive, fresh-looking tool that people can quickly pick up and use. 4. Reduced storage requirement Lotus Domino 8.5 provides technology to reduce storage by 25% based on Domino stor 8.compression as well as a 15% to 50% reduction in attachment storage using the Domino 50% re uction att chment sto tta 8.5 Attachment and Object store (DAOS). As a result backup storage is also significantly stor also significantly reduced. uced Other Benefits: Other Benef Server consolidation meaningreduced HW and SW maintenance and reduces power uced maint ntenance pow consumption (less boxes to run and less cooling required). Whilst it may be impractical to reduce power and cooling, it does mean that ABC's existing facility will be able to expand without the need to add more power, cooling and/or rack space. 2/06/09 ABC/IBM Confidential 3 3 3 3

Maintenance Upgrade to Lotus Notes v8.5 Business Case

The application development features within Domino R8.5 have been modernised and updated for Web 2.0 with a full Eclipse version for the developer client released. This can lead to faster development times and a modern look and feel for applications. Currently, ABC does xxx days of development and maintenance of Domino applications. By deploying Domino R8.5 which utilises the new xPages development environment, IBM reports a xxx% reduction in typical development/maintenance times meaning ABC would improve development/maintenance productivity by xxx%; Includes a Lotus Sametime Limited Use Entitlement (and support) at no cost . Sametime increases the speed of communications and the dissemination of knowledge by acting as a clarifying agent to sometimes slow and murky email communications. Includes Lotus Quickr Entry (and support) at no cost Quickr provides a facility to . exchange business content in a collaborative way. Includes Traveler (and support) at no cost Traveler allows users to send and recei e . v e-mails via mobile devices. Includes Lotus Symphony – a professional grade Microsoft Compatible Office suite provided at no charge. Substantial savings meaning some 70% of staff could use Lotus Symphony instead of MS Office andsave at least 30-50% on ABC's yearly spend on existing Microsoft Enterprise Agreement payments Can be used by . staff at home for themselves or their family and friends at no cost and is a perpetual license regardless of whether they stay with ABC or not. Combined with ABC's antivirus software, this would make a good package for staff at home. Notes/Domino 8.5 has the ability to enhance existing Domino applications for delivery on mobile device (xpages). Considerations Consid ations: ABC needs to invest in education and training to maximise productiv benefits. Depending ity upon the specific improvement features that ABC would like to take advantage of, this training could be anywhere from 0 minutes to 2 hours from e-mail through to classroom education. Access to other Tools: ot Tool By deploying the R8.5 upgrade, ABCnow has the ability to take advantage of other tools that integrate with Notes. A good example is the SAP connector. This allows form approvals (such as a leave form) to be approved from within Notes rather than having to separately signon to SAP to approve. Cost: As ABC has current Lotus maintenance with IBM, there are no software or hardware costs required.

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Option 2 – Buy more Hardware (for increased Storage and Performance only)
Advantages: Advanta Short term fix to solve current and pending storage and performance issues. Considerations: Consid No negotiation power. Only addresses a very limited component of ABC's future IT requirements. Cost Cost: To support the business, we have estimated that the cost to procure relevant hardware would be $xxx.

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Maintenance Upgrade to Lotus Notes v8.5 Business Case

[Optional Section] Option 3 – Migrate to MS Exchange/Outlook
Advantages: Advanta 1. xxxxx; 2. xxxxx Considerations: Consid ations: There is nothing to be gained by migrating to MS Exchange/Outlook when compared to upgrading to Lotus Notes 8.5 as the user interface of Lotus Notes 8.5 (out-of-the-box) very similar in function and look as MS Outlook. Furtherm ore, Notes 8.5 provides increased functionality via a fully integrated client providing much more than the commoditised messaging and calendaring functons. See Option one (1) above. The cost to migrate just messaging and i calendaring functionality to MS Exchange/Outlook is significantly more than upgrading to the latest version of Notes and is estimated by Gartner at US$300 per user. Multiple products would need to be acquired and maintained to provide a similar level of functionality to support ABC's IT business requirements. There is significant risk as the migration to Exchange/Outlook is:   Complex and complexity increases risk Would require retraining of existing Domino Administrators as well as staff training for the new software meaning inexperience and potential productivity loss.

There are IBM customer examples of clients moving to Exchange/Outlook and reverting back to Domino/Notes. ABC has been told these company names cannot be released without the express permission from their client. Cost:    Estimates based on analysts put migration at between $xxx to $xxx. Risk Education

Option 3 – Do nothing
Advantages: Advanta No cost to upgrade/migrate Considerations: Consid

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Maintenance Upgrade to Lotus Notes v8.5 Business Case

   

Does not address any of ABC's existing requirements; New functionality (advanced collaboration) that ABC could use from an upgrade is unavailable, hence would need to spend money for new functionality; Expenses are increasing due to e-mail storage size expanding. At the current rate, new storage will be required by xx/xx/xx costing $xxx; IT expenses will continue to climb due to cost of supporting dated software (in general… not just messaging software). Eventually, the operating sys tems and hardware used may not able to support the software environment; Current version user interface seen as antiquated compared to cont mporary e-mail/ e calendaring software. Staff complain about lack of functionality to get things done; Difficulty recruiting new talent with antiquated IT systems.

Cost: None required.

Other Considerations
[Optional] Domino Applications. ABC has a significant investment in Domino applications (xxx pplications. app, yyy app) that are required to support the business. These applications are conveniently accessible from within the Notes environment. U pgrading to Domino/Notes would enhance that accessibility and provide more interoperability to advanced collaboration. A move aw from ay Lotus Notes would destroy this accessibility and reduce productivity. Any move away from Lotus Notes would require a significant rewrite of existing Domino Applications and provide no increased functionality to ABC. Infact, it would increase the TCO as these applications would typically be harder and more complex to m aintain. The rapid application development environment that is the Notes/Domino infrastructure would be lost, adding resource and opportunity costs to future IT projects. [OPTIONAL – Only add in for clients who have a dual messaging environment… ie, OPTIO OPTION Only ad clients who have messaging envir nme ie, Company X buys Company Y using a different messaging system] Company Com differe messag Dual Messaging Environments. Lotus Notes calendaring is significantly richer in function to essag Outlooks calendaring. Domino R8.5 has a switch to allow Lotus Notes calendaring to be 'dumbed down' to support Outlook clients. This significantly improves interoperability between Lotus Notes and Outlook users. For all intents and purposes within ABC, moving to a single mail/calendaring program within the greater organisation would:  Be of no significant value to end users as the difference in unctionality between Note and f Outlook specifically for e-mail and calendaring are marginal. Have an impact on expense as migration and TCO based on ABC's requirements would favour an Upgrade/Migration to Lotus Notes e-mail and collaboration. Having said that, a ABC/IBM Confidential 7 7 7 7

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Maintenance Upgrade to Lotus Notes v8.5 Business Case

dual e-mail/calendaring and collaboration strat gy (provided good interoperability) would e have the lowest TCO as the 'benefit' of a single mail/calendaring strategy is negated by: The cost to migrate The number of administrators required to maintain a dual e-mail/calendaring strategy would be identical under a single strategy (provided the num of users is > 1000). ber The reason being is that more than 1 administrator would be required to maintain the environment (especially in the case of Exchange). A single Domino administrator could support more users.

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Maintenance Upgrade to Lotus Notes v8.5 Business Case

Why Upgrade now?
ABC is currently facing a series of issues that could be resolved by the upgrade. From a timeframe perspective, ABC needs to have implemented the upgrade by xxx of xxx, 2009 to avoid further hardware and software spend as ouranalysis has shown that ABC will have reached maximum capacity by xxx 2009 (after which no more e-mails could be sent or received). Risk factors Between 30-50% of IBM clients have already upgraded to Notes 8.5 from Notes 7.03 (which ABC is currently on). Examples are: The Australian Bureau of Statistics, Hyatt Hotels, IBM and many others. It should be noted that these clients have found the upgrade strai htforward and g there is no requirement to migrate data from the current release to the new release.

Recommendations:
After carefully considering the options, we believe it is mandatory that ABC will need to take action. Based on our analysis the most cost effective mechanism is to upgrade to Lotus Notes 8.5 to support ABC's current IT business objectives and continued mail operation. All other alternatives either do not meet ABC's objectives or require a substantial investment to achieve the same or similar result to upgrading to Notes 8.5. Upgrading to Notes 8.5 means an overall financial saving. This includes infrastructure optimisation as well as the ability to leverage new technology. This is expected to enhance ABC's internal efficiencies resulting in happier and more productive staff. Taking the financial savings in isolation, the per year savings by deploying Notes R8.5 total approximately $xxx. In addition, features such as DAOS, I/O savings, xxx means a deferment of spend on xxxx. Based on a cost to upgrade being approximately $xxx, the upgrade would pay for itself within xx months. ABC needs this business case approved now in order for ABC's IT division to start the planning and impl mentation process well before we exceed capacity e (xxx 2009) which will have a crippling effect on our business as no further e-mails could be sent or received.

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Detailed Analysis
This section provides a detailed analysis of the current or near term potential challenges that ABC will face around ABC's current messagingand collaboration infrastructure. In addition, this section will cover the solutions available, which solution will best fit the needs of ABC and a business justification as to why ABC should approve and deploy the chosen solution within the next three (3) months. The first observation to note is that the challenges described below are not product specific but general challenges that relate to messaging and collaboration sys tems regardless of product. ABC’s IT department currently has several areas of focus to provide useful and timely IT services to support ABC’s business needs. These include:      Improve the availability and speed of messaging (e-mails, IM) and collaboration; Reduce costs; Improve productivity; Maintain and increase staff job satisfaction; and Improve collaboration both internally and with ABC's clients and partners

In doing so, it is not unreasonable to expect that money needs to be spent on maintaining critical systems.

ABC's challenges:
 E-mail and calendaring performance: Currently users are experiencing delays in cale nda ring performance: processing e-mails and calendar invites. In some extreme cases, users are waiting 10 minutes to process an e-mail transmission. Assuming an average of 1 minute productivity loss per message, 20 messages per day per user, and 6000 users, this is equivalent to 55,000 days per year of lost productivity. Further analysis has shown that extremely high I/ O on a specific server is the key suspect causing these delays. Helpdesk Support Calls: Email systems are the leading generators of help desk support Calls: calls, and a good percentage of these calls are related to forgotten passwords. Support calls typically require user password resets. The observations from ABC’s IT have shown that during the month of March 2009, there w 132 calls for password resets. Actioning ere these requests take up to xx minutes to complete. This is costing ABC nearly $xxk per

month or $xxxk per year (at the fully burdened rate of 1 FTE). There has also been xx requests to move mail id’s to new machines or locations as well as new passwords (for new accounts). This also takes up to xx minutes to complete.  Users perception of Lotus Notes is that it is not contemporary. ABC's current e-mail/ Users perception ceptio Lot ote contempo ntempor calendaring infrastructure does not have contemporary interfaces to allow better collaboration and productivity with and between staff. Storage: As with any email system, more emails are generated/received than are deleted Sto leading to continuous growth in storage requirements, which in turn leads to requirements for increased storage capacity. Increased storage requires incr ases in backup capacit and e y duration and an increase in network traffic.

Current Storage – A pril ’09 Current Ap ’09

Current Storag e Growth – Dec‘09 Cur urrent Sto age Dec‘ ec‘09

To address these challenges, the business can choose to do one ofthe following options:     Upgrade to Lotus Notes and Domino R8.5; Add new server and / or storage hardware; [optional] Investigate alternative messaging and collaboration sys tems; or Do nothing and probably see business productivity decline over time.

Option 1 – Upgrade to Lotus Notes and Domino 8.5
ABC's Challenges Addressed Challe nge Addressed:

   

Data storage shortage Improve e-mail and calendaring performance Helpdesk call reductions Improved collaboration/producti vity

Additional benefits: nefits fits:   Reduce costs Improve morale

Data centre costs Dat cost
Currently, the data centre at AB is experiencing a x% increase in data s C torage.

The above pie chart s hows the anticipated reduction in storage requirements post R8.5 implementation. In addition, growth will have slowed by approximately xx% meaning xx years before a hardware upgrade will be required. Lotus Domino 8.5 provides technology to reduce storage by 25% based on Domino 8 stor compression as well as 30-50% reduction in attachment storage totals in Domino 8.5 30-50% re ucti in att tta stor Attachment and Object store (DAOS). ABC's figures shown above were derived from analysis using the IBM supplied DAOS calculator.

Mail Users per CPU Domino 6.5 Domino 8.5 900 1300

Number of Servers 6 4

Server Savings N/A 2

Mail Quota

500 500

Equivalent Disk Space Used (Gb) 4547 2728

Disk Space Savings 0 1818

The graphic below d emonstrates how attachment storage is saved.
IBM Software Group | Lotus software

 with enhancements like Domino Attachment and Object Storage in 8 .5
Domino
•Bigfile.xls •Hugefile.ppt •Podcast.mp3 •Bigfile.xls •Hugefile.ppt •Podcast.mp3 •Bigfile.xls •Hugefile.ppt •Podcast.mp3

Samantha.nsf Mike.nsf Ted.nsf

Domino 7

Domino

Domino 8.5 with DAOS
9

E-mail and Calendaring perfor ance m E-mail
Lotus Domino R8.5 includes perform ance enhancements improving I/O. IBM states stat improvements of around 50%. improvements 50% From IBM:

“One of the primary performance goals for Lotus Domino is to reduce the total cost of the disk infrastructure needed. In addition to reducing the total volume of disk space needed via features such as DAOS and document compression, we also aim to reduce the number of Disk I/O operations per second, along with the volume of data being read from and written to disk. These Disk I/O optimizations reduce the number of unique disk drives (spindles) needed to sustain the same Domino server load. The Disk I/O reductions come from many improvements to Lotus Domino, both in the processing performed in response to user actions (sending and reading email, for example) as well various background activities and maintenance operations performed on the server. In addition to the natural reduction in Disk I/O operations as a result of DAOS and document compression, improvements in the processing of the Schedule Manager task and the Rooms and Resource Manager task significantly improve their performance under normal operations. Also, these tasks now impose a significantly lighter load on the Domino server during startup, and overnight during daily housekeeping processing.”

Help desk support call reduction educti
Notes R8.5 virtually eliminates support call related to password resets by providing a self hel p password reset option on the users login window. Helpdesk support calls could be virtually cal virt eliminated resulting in over $xx, iminated ver 000 saved each year in support save each year suppor ved calls cal ls.

Reduced CPU Utilisation: CP Ut
Advances in IBM Lotus technology mean that ND8.5 has reduced C utilisation by up to 30% PU over R6.5/7 offering the opportunity for server consolidation. This means that ABC could:    Provide increased performance to users with the existing hardware; Consolidate existing Domino servers; Redeploy servers freed up by the consolidation to other uses;

while delivering a higher level of service to ABC. Server consolidation means less server hardware, reduced power requirements, less maintenance, fewer software licenses, reduced rack space requirem ents and more.

Contemporary user interface Contemporary use
The Lotus Notes client will improve productivity and improve end user satisfaction over ABC’s existing X.X client X.X cli ent.

Typically, productivity is hard to measure. IBM has developed a bus iness tool to demonstrate productivity savings in real dollars. Each productivity benefit in isolation adds a component of productivity saving. When looki g at n the benefits as a whole, the savings are substantial .

Productivity Savings roducti ity Sav tiv

Based on ABC's standard SOE (example only… fill in actual details from client):
Times Times feature feature used (per (per day) 5 10 5 Savings Saving Number of (minutes users users per User) 1 1 0.5 5000 3 5000

Old

New

Total

Telephone – Phone tag

Sametime Awareness

25000 30 12500

Phone helpdesk for Password reset Lotus ID Vault (self reset) Read, check, accept calendar entry Read/Accept directly switching between e-mail and from Calendar calendar Open an attachment Modify a file – Open an Office Application, edit and save. Total time saved per day Total time saved per year Open directly in Lotus Notes tab

5

0.25 0.5

5000 5000 117 days 23,450 days

6250 12500

Open directly in Lotus 5 Notes tab, edit and save.

Example producti ity savings using Sametime to check if a colleague is available for discussion: v

YOU: Get an e-mail from Jane. You need clarification and need to talk to Jane. YOU (traditionally): Enter the phonebook application, look up Jane's phone extension, ring Jane. Jane is not there. You try Jane's mobile. Jane is not there. You leave a message. At worst, you reply to Janes e-mail and wait hours or possibly days for a response… which may not even clarify the original message! Or YOU (with Sametime and presence awareness): noticed that on the e-mail you got from Jane, Sametime has displayed a presence awareness icon showing that Jane is in a meeting. You leave a Sametime message that will appear on her PC screen when she returns or, you decide to leave the phone call till her presence awareness icon changes to being available. YOU: Just saved 1 minute (or more)!

Do that 10 times a day and multiply by 1000 staff and that's 10,000 minut s... or 23 days of e productivity gained per day! Whilst productivity savings can be subjective, there is enough evidence from individual productivity savings as measured by ABC above to indicate a real return. Even if we factor in only 50% of the above savings, this amounts to 12,000 days per year saved for the organisation. Productivity Savings with Integrated Instant Messaging Producti Sa Int ntegrated Instant essag The Notes V8 and Domino Web Access V8 client license include the limited-use integrated instant messaging and presence awareness unctionality. The limited-use instant messaging f and presence awareness functionality includes the following capabilities:
Capability Presence Presence Instant Messaging chat Ins tant Messag hat N-way chat cha Sort contact list Sort conta tact Show short names Sho ame Show online only Sho nline only Time stamps stam Chat history Rich text Emoticons Emo ticon Emoticon palettes Emo ticon pal Business card display ispl Contact type ahead Conta type tact Spell Check Spe Chec Desc ription scri ription Exchange typed chat messages with one or more chat partners N/A Start an instant meeting with one or more chat partners N/A N/A N/A Indicate when you and your chat partner(s) sent your messages View and work with your chat history, a record of all your saved chat transcripts Options for changing text font, color, size, and emphasis, such as bold or italic and highlighting selected text Static, animated, and text emoticons, including custom emoticons that you create N/A Display your chat partner's picture and pertinent information, such as their department and telephone number N/A Check the spelling of chat message text that you enter

Productivity Savings with Office Productivity tools Producti Sa Of Product vit ucti Upgrading to Lotus R8.5 includes MS Office compatible Lotus Symphony at no additional cost. Substantial savings meaning some 70% of staff could use Lotus Symphony instead of MS Office and save at least 30-70% on ABC's yearly spend on existing Microsoft Enterprise Agreement payments. Agreem ABC's current Microsoft agreement consists of xxxx licenses of MS Office Professional 20xx costing $xxx per year in maintenance. At least 90% of staff do no use the full capabilities of MS Office Professional nor do they use the full capabilities of Office Standard.

Microsoft Compatible Productivity Editors (IBM Lotus Symphony) Micr soft Co cro Productivit (IBM Lo Sympho phony) According to IBM:

IBM Lotus Symphony Productivity Editors provide powerful methods for integrating work across platforms. Using these tools, you can easily combine work in one of the editors with the results of work in another. The productivity tools can also import and edit Microsoft Office documents and export those documents in Open Document Format (ODF). ODF provides the ability to access, use and maintain documents over the long term, without being locked into one particular vendor or maintaining software licenses. The productivity editors include the following editors that help you complete your work more quickly and easily.”
1. IBM Lotus Documents provides the ability to create simple or highly structured documents, graphics, tables, charts, and spreadsheets. A number of features provide a fine degree of control over the formatting of text, pages, sections of documents, and entire documents. You can save the documents in the following formats.
OpenDocument Text OpenDocument Text Template IBM Word Processing Document IBM Word Processing Document Template Microsoft Word 97/2000/XP Microsoft Word 97/2000/XP Template Microsoft Rich Text Format Text .odt .ott .sxw .stw .doc .dot .rtf .txt

1. IBM Lotus Spreadsheetsprovides the ability to perform standard and advanced spreadsheet functions to calculate, analyse, and manage your data. New functions increase the power of the editor. You can save the spreadsheets in the following formats.
OpenDocument Spreadsheet OpenDocument Spreadsheet Template IBM Spreadsheet IBM Spreadsheet Template Microsoft Excel 97/2000/XP Microsoft Excel 97/2000/XP Template Text CSV .ods .ots .sxc .stc .xls .xlt .csv

2. IBM Lotus Presentations provides the ability to create professional screen shows that include charts, drawing objects, text, multimedia, and more. Lotus Presentations provides a variety of templates that can help you produce professional presentations quickly. You can save the presentations in the following formats.
OpenDocument Presentation OpenDocument Presentation Template IBM Presentation IBM Presentation Template Microsoft PowerPoint 97/2000/XP Microsoft PowerPoint 97/2000/XP Template .odp .otp .sxi .sti .ppt .pot

Aside from the obvious cost savings, the productivity savings from using Lotus Symphony include predictive typing (such as when typing a SMS text message on a mobile phone). This could potentially reduce key strokes by as much as 20% w hen typing text.

With Lotus Notes v8, Microsoft Office compatible Lotus Symphony is auto deployed along with a standard Notes upgrade to R8.5. Lotus Symphony is no charge MS Office compatible software provided and supported by IBM. Having reviewed the Lotus Symphony product, it would appear that Lotus Symphony would suffice for approximately 90% of ABC's staff meaning ABC's Microsoft Software agreement could be reduced by $$$ annually. As a side benefit, Lotus Symphony could be used by staff at home for themselves or their famiy and friends at no cost l and is a perpetual license regardless of whether they stay with ABC or not. Combined with ABC's antivirus software, this would make a good package for st ff at home. a

Reduced Domino Application Development creation and Reduc duced pplication crea maintenance maintena nance
The application development features within Domino R8.5 has been significantly improved over previous versions of Notes meaning faster development times and less maintenance. Currently, ABC does xxx days of development and maintenance of Domino applications. By deploying Domino R8.5 which utiises the new xpages development tool, IBM reports a x reduction in l x% typical development/maintenance times meaning ABC would improve development/ woul impro devel pme uld maintenance productivity by xx%. In addition, xpages includes t e ability to generate Web h maint ntenance productivit xx%. 2.0 applications allowing typical heavy client applications to be deployed on the web. Programmers can now code in either JavaScri t, DOJO (programming language for deploying p WEB 2.0 applicatons) or LotusScript meaning access to more programmers with Javascript and i DOJO skills. Xpage can be used to generate small form factor applications that can be deployed to mobile users on their Blackberry and other mobile devices. Domino 8.5 also comes wth modernised templates for web application creation, r ducing the time needed to develop a e modern looking application.

Access to other Tools: Acce other ools:
By deploying the R8.5 upgrade, ABCnow has the ability to take advantage of other tools that integrate with Notes. A good example is the SAP connector. This allows form approvals (such as a leave form) to be approved from within Notes rather than having to separately signon to SAP to approve. Effectively, the form is routed to the Managers Notes environment where the Manager can r eview, approve and send back to SAP to continue its workflow process.

Risk to Upgrade
Low risk. Many IBM client have already upgraded to Notes 8.x from previous versions of Notes (ABC is currently on vx.x). It should be noted that these clients have found the upgrade straightforward and there is no requirement to migrate data from the current release to the new release.

Other Organisations who have upgraded to v8.x Organisati upgrade to v8. ded
International Organisations Inter Organisations sations:

Referenceable IBM clients that have upgraded to Notes 8. Image sourced from IBM (May 2009).

Local Australian Organisations: Australi Or nisat Canberra Client Canberr lie The Australian Bureau of Statistics have rolled out Lotus Notes v8 to its staff. The ABS has over 3000 staff members.

South Australian Client Austral lie This customer migrated Notes client to V8.01 over a period of two weeks without any services assistance from external service providers. O person gave group training whilst a technical ne person upgraded their PC's to v8.01. Over 900 end users were upgraded. Client performed the upgrade using in-house technical staff. Information sourced from IBM Australia Ltd. Victorian Client lie

This IBM customer has 3200 seats and has migrated to v8.01 using in-house technical staff. They also moved 400 Outlook clients to Lotus Notes. Information sourced from IBM Australia Ltd.

Cost to Upgrade: Cost to
There are no license costs to upgrade as ABC currently have Lotus Notes/Domino maintenance.

Steps to Upgrade: pgrade de:
1. Plan for the division of the Sydney hub server into two separate servers: This will reduce the load on the current server to enable the replication from domestic regional servers to complete within the allotted time. The 2nd server will also perform the role of AdminP and SMTP routing, further freeing up the main hub for replication tasks. The indexer task can also be turned off on this server as no databases are accessed directly and continuous indexing is not required.    Rep hub for all Aus servers AdminP, SMTP, rep Hub for rest of world (possibly leave AdminP on current hub to make it easier - discuss) Plan for protection of app servers from 8.5 design update (except directory)

Run DAOS Estimator on prod servers with server off-line if possible. This will give ABC an accurate assessment of how much disk space Test ID Store - to allow ABC to develop support desk doco for the ID vault and understand its functionality Plan for re-config of Syd mail server and hub servers with:     Channel 1 RAID 1: OS, Win Cache, LO G.NSF Channel 2 RAID 1: Trans Logs SAN RAID 5/10: Domino Data The re-config will produce better performance of the servers as they conform to best practices

Divide and upgrade Hubs to 8.5 Push out 8.5 directory design - required for the AdminP server and supported on R7 servers

Re-configure and upgrade SYD mail server upgrade regional / international mail servers Implement DAOS - allowing for disk reduction of 30-50% - freeing up system resources, reducing replication time sand volume and reducing backup time Test apps with R8.5 client - required before 8.5 client rollout. IBM Best Practice dictates testing applications on Domino 8 before upgrading production application servers. As part of the planning discovery, the upgrade team should engage with the Business Application Owners and collect information about the applications. Using this information, testing can be targeted appropriately and cost-effectively. Rollout 8.5 client using Smart upgrade – Implement ID Vault - reduce helpdesk calls by up to xx%

Mandatory Costs Mandator ndatory
Considerations Consid

Optional costs ptional costs
Training Tra To maximise productivity gains, education on the new version is advised. IBM's Multimedia Library for Lotus contains more than 1,000 short video clips which will quickly teach ABC's employees the essential skills they need to be successful with Lotus Notes. New employees will learn key tasks, like archiving and calendaring, and seasoned em ployees will learn new features and productivity tips. “What’s New” tutorials teach valuable skills and benefits of new features. For helpdesk support, consulants can e-mail or provide an intranet link to these clips to t demonstrate how to do a paricular task. This saves helpdesk support ti e and provides a t m better and more helpful experience for the end user. The IBM Multimedia Library for Lotus costs AU$16,129 for 5000-9,999 users.

[Optional] Domino Applications
ABC has a significant investment in Domino applications (xxx app, yyy app) that support core business functions. These applications are conveniently accessible from within the Notes environment. Upgrading to Domino/Notes would enhance that accessibility and provide more

interoperability with advanced collaboration. Lotus Domino has a strong record of continued compatibility between versions without the necessity to rewrite applications. This upgrade will enable ABC to leverage new application development functionality available with Domino 8. A move away from Lotus Notes would destroy this accessibility and reduce productivity. Any move away from Lotus Notes would require a significant rewrite of existing Domino Applications and provide no increased functionality to ABC. Infact, it would increase the TCO as these applications would typically be harder and mor complex to maintain. e

Option 2 – Buy more Hardware
Advantages: Advanta Short term fix to solve current and pending issues

Considerations Consid ations: No negotiation power. Only addresses a very limited component of ABC's future IT requirements.

Cost: To support the business, we have estimated that the cost to buy more hardware would be $xxx.

Option 3 – Do nothing
Advantages: Advanta No cost to upgrade/migrate

Considerations: Consid    Does not address any of ABC's existing requirements. New functionality (advanced collaboration) that ABC could use from an upgrade is unavailable, hence would need to spend money for new functionality Expenses are increasing due to e-mail storage size expanding. At current rate, new storage will be required by xx/xx/xx costng $xxx. i

 

IT expenses will continue to climb Current version user interface seen as antiquated compared to cont mporary e-mail/ e calendaring software. Staff complain about lack of functionality to get things done.

[Optional Section] Option 3 – Migrate to MS Exchange/ Outlook
Advantages: Advanta   Contemporary user interface. Improve staff morale

Considerations: Consid There is nothing to be gained by migrating to MS Exchange/Outlook when compared to upgrading to Lotus Notes 8.5 as the user interface of Lotus Notes 8.5 is customisable to be very similar in function and look as MS Outlook. Furthermore, Notes 8.5 provides increased functionality that would be of benefit to ABC. See Option 2 above. Cost to migrate to Exchange/ Outlook is significantly more expensive than upgrading to the latest version of Notes. Multiple products would need to be acquired and maintained to support ABC's IT business requirements. There is significant risk as the migration to Exchange/Outl ok is: o  Complex and complexity increases risk

Would require retraining of existing Domino Administrators as well as staff training for the new software meaning inexperience and potential productivity loss Users share one data store (single point of failure), causing all users to be affected when one user is affected Recovery is time consuming

Some Facts:  Leading analysts (Gartner, Ovum, Ferris) all agree that the cost to migrate from one email system to another ranges from USD$200-$300per mailbox. Our experience indicatesthat migration of collaboration applications costs a minimum of twice as much as email . The same analysts estmate Notes upgrade costs at just USD$50-75 per mailbox. i The difference in i dependently measured TCO between Exchange and Notes is .54 per n user, per month (Notes USD$153.16, Exchange USD$153.70)

 

<note> Use migration cost calcul ator for ABC to determine rough migration costs.

There are IBM customer examples of clients moving to Exchange/Outlook and reverting back to Domino/Notes. ABC has been told these company names cannot be released without the express permission from their client. What Exchange/Outlook clients are saying:

Automotive Giant Continental Chooses IBM Lotus Software for Unified Messaging and Autom omotive Cont nental onti Lotus Uni nif Collaboration Over a four-month period, 40,000 Microsoft Outlook and Exchange software users were moved to the IBM platform. Continental also decided to deploy IBM Lotus Quickr and Sametime software as their collaboration and unified communications platform. The reasons for choosing IBM over Microsoft included lower licensing and operating costs as well as greater platform independence. Stuttgart 2nd April 2009 2009.
http://www-03.ibm.com/press/us/en/pressrelease/27136.wss

Suntel Ltd Suntel

"Moving to IBM Lotus Notes and Domino from Microsoft Exchange and Outlook reduced software licensing costs by about 50%. " - Dr. Tariq Marikar, Director, Product Development & CIO, Suntel Ltd.1st December 2008.
http://www-01.ibm.com/software/success/cssdb.nsf/CS/CCLE-7LWTWV? OpenDocument&Site=wp&cty=en_us

Cost to migrate migrate:    Estimates based on analysts put migration at between $xxx to $xxx. Risk Education

Conclusion: Conclusi usion: Complete replacement of an existing e-mail infrastructure is not a value-added activity or a good investment.

Other Considerations Other Consid [OPTIONAL] Lotus Notes calendaring is significantly richer in function when compar to ed Outlooks calendaring. Domino R8.5 has a switch to allow Lotus Notes calendaring to be 'dumbed down' to support Outlook clients. This significantly improves interoperability between Lotus Notes and Outlook users. For all intents and purposes withi ABC, moving to a single n mail/calendaring program within the greater organisation would:  Be of no significant value to end users as the difference in unctionality between Notes and f Outlook specifically for e-mail and calendaring are marginal. Have an impact on expense as migration and TCO based on ABC's requirements would favour an Upgrade/Migration to Lotus Notes e-mail and collaboration. Having said that, a dual e-mail/calendaring and collaboration strat gy (provided good interoperability) would e have the lowest TCO as the 'benefit' of a single mail/calendaring strategy is negated by the cost to migrate

The number of administrators required to maintain a dual e-mail/calendaring strategy would be identical under a single strategy (provided the number of users is > 1000). The reason bei g is n that more than 1 administrator would be required to maintain the environment (especially in the case of Exchange). A single Domino administrator could support more users.

What about premises based vs. SaaS/Cloud based computing?
From Ed Brill, IBM Worldwide Director for End-User Messaging and Collaboration. http://www.edbrill.com/ebrill/edbrill.nsf/dx/gartner-ibm-focuses-on-domino-cost-savings

March 2, 2009-

……1.1 Gartner: IBM Focuses On Domino Cost Savings ……1. Gar ner 1.1 Focuse cuses Sa ving ngs Gartner's Matt Cain examines new cost-saving features of Domino (mainly 8.5) and how they stack up. Some really strong recommendations around takingadvantage of Domino features to drive down costs, including DAOS, Domino Configuration Tuner, etc. Gartner also suggests that companies look at their Notes/Domino topology and whether there are opportunities to cut operational cost through redesign. We do this exercise regularly with customers and find that there are usually opportunities around consolidation of servers, bandwidth reduction, backup management, and other factors. Cain uses this some other recently-published reports to look at the cost of premisesuses recently-published cently-publishe loo premisesbased mail vs. SaaS/cloud-based approaches. I don't think the comparison is always apples based mai cloud ud-based to oranges (or even apples to carrots), since Domino is usually part of a larger collaboration implementation and not just a commodity mail server. In these reports, Gartner recognizes that today, larger organizatons continue to operate e-m (only) more efficiently on-premise than as i ail SaaS, and that there are many factors. Gartner go one important step further, hough t (emphasis mine): emphasis
We don't think premises-based Domino -- or, for that matter, premises-based Exchange -- can be driven down to (and under) $5 per seat per month where, eventually, Microsoft, Google and Cisco (and IBM with LotusLive) will price their SaaS offerings. These prices are for more generic services. More complex needs for services such as encryption, compliance, aggressive recovery time objectives and content control will push prices up. Ownership cost calculations need to include all duties related to e-mail, including user management, training, help desk, bandwidth, security and compliance.

Too often, I am hearing about competitive situations where the siren song of a fixed per-user per-month cost for cloud -based e-mail and calendar is luring IT management. Amazingly, in some cases the view is that a cloud-based service will completely off-load the IT organization's costs and burdens associat d with running e-mail. As Gartner says, there is more to the story e than the service cost from the cloud/SaaS provider. The right answer for most organizations today is "it depends". The nice thing from the IBM perspective is we offer the right solution regardless. Notes/Domino offers a very low-cost onpremise e-mail solution that also includes a full collaboration environment. LotusLive Notes (formerly Lotus Notes Hosted Messaging) offers a published fixed-cost, pay-as-you-go hosting model for Domino mail. And the LotusLive offerings announced at Lotusphere will expand further during 2009, with an e-mail only offering all the way through best-in-class cloud-based collaboration. Link: Gartner: IBM Focuses on Domino Costs Savings > (Subscriber access or for-fee report) Posted by Ed Brill at 10:20:00 PM Location: Highland Park, IL USA

Maintaining ABC's investment in Lotus
ABC investment in Lotus Software continues to besound. The following data from IBM indicates that ABC will also be well positioned with Lotus software over the next few years. IBM Lotus has over 40% market share in the messaging market (Gartner Dataquest, July 2008) Over 10,000 new customers have purchased Notes/Domino since the release of Notes/ Domino 8 The number of active maintenance end-user seats for Lotus Notes/DWA clients has been increasing Y2Y – IBM's client install base is growing. Overall, the Notes/Domino business has grown year-to-year in the last four years. IBM's investment in Notes/Domino is reflective of this growth IBM have over 800 people working on Notes/Domino products in our labs -- a significant financial investment in R&D, with comparable investment in sales and marketing Lotus Notes and Domino are supported by over 10,000 IBM Business Partners worldwide, with thousands of integrated solutions built on the Notes and Domino platform Lotus Notes and Domino has a consistent and reliable major upgrade release pattern of around 18 months and demonstrates a consistent decrease in TCO.

Optional (interoperability between Notes and Exchange)
Suntel moves from Exchange/Outlook to Lotus Domino/Notes Sunte http://money.cnn.com/news/ ewsfeeds/articles/marketwire/0471618.htm n Why?  Reduced SW licensing cos by 50% ts

Enhances staff productivity in one product with advanced collaboration and more effectively than Outlook and other separate MS products

Dual Infrastructures (Mail/Applications) nfrastruct uctures (Mail/Applicati Organizations have been unableto move Notes application business logic to our competitors platform resulting in continued Notes License & infrastructure cost customer examples include Accenture 1st migration and #1 reference (6+ years), Proctor & Gamble, and Home Depot Disruption to end users Migrations create abrupt changes for customer revenue generating business units.

Compliance and Export Requirements Complia Requirement nts Messaging migrations and shifts to “Cloud” computing typically do not take these historical documents into account. This may require a duplicate compliance environment for historical data.

E-Discovery Impact E-Di Im Capabilities may be different from current model.

Continuity Continuit Some vendors typically treat the “Cloud” is a flash cutover with an empty mailbox.

Integration & Customization Integ tion Customizati ustomizat Limited to no integration/customization with existing on premise investments.

The Right Fit for customer Rig Microsoft & other competitors offer only a pure Hosting model. A “one size fits all” may not be the lowest cost model for customer (Collaboration features, etc.)

Innovation Microsoft’s strategy has been to take their existing on-premise collaboration software and make it available as a set of online services unlike IBM's approach which was to create a social computing paradigm based onWeb 2.0.

Typical Roles and responsibilities – ABC, IBM Software Group, IBM Services/IBM Business Partner

ABC will:  own, manage and be responsible for the upgrade process f om concept to post r implementation

IBM Software will (at the request of ABC):      Provide presentations/demonstrations of Notes 8.5 Provide assistance in running the DAOS calculator Deliver a draft Maintenance Upgrade Busi ess Case (this business case) and provide some n analysis and results of the benefits ABC may achieve Provide a rudimentary guide to the upgrade actions required (and documented in the business case) Review Notes 8.5 upgrade plans

If IBM Software Services or an IBM Busi ess Partner is engaged: n  They will provide upgrade services at the request of ABC which may include just technical support or deliver plans, upgrade tests, perform the actual upgrade of all servers and clients.

Typical Upgrade Durat on i Whilst IBM cannot state upgrade times (due to the wide variety of client configurations), we can report that:

One South Australian client with 900 users upgraded their Notes clients to 8.01 in 2 week (including training and physical visi to desktops). They did this with two people internally ts without external assistance. Their upgrade was later checked with an IBM Business Partner who confirmed they had performed their upgrade correctly.

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