Appendix A - Migration from IBM Domino to Exchange Online

Migration from IBM Domino to Exchange Online includes several important aspects, including what happens during the following phases:

Identities

You are responsible for creating and managing the identities (cloud only, synchronized, or federated with their on-premises Active Directory). You must complete the mapping of identities (if not already present) between Domino and the on-premises Active Directory or Azure AD during the early stages of onboarding.

Coexistence

The FastTrack Center Benefit for Office 365 provides bidirectional mail flow between the on-premises Domino environment and Exchange Online to all customers.

Migration

The standard FastTrack Center process for migration from Domino to Exchange Online involves pre-staging Domino data to Azure before migration to Exchange Online mailboxes. FastTrack migrations require activities to be performed at different stages of onboarding by FastTrack Center personnel and you. We cover these activities in the following sections.

Note

Data migrated through the FastTrack services may be transferred to, stored, and processed in the United States or anywhere that Microsoft maintains facilities. The FastTrack services aren't designed or intended for data subject to special legal or regulatory requirements.

Initiate phase

Key actions

  • Identify Domino as the source mail platform.
  • Determine whether the FastTrack Center performs the migration.

Customer responsibilities

  • Provide basic information about the source messaging platform, and confirm the migration intent with the FastTrack Center.
  • Participate in a walkthrough of the FastTrack Center Benefit processes.
  • Sign the FastTrack Services Agreement.

Assess phase

Key actions

  • The FastTrack Center conducts a migration workshop with the customer.
  • You complete the migration prerequisites, like the migration questionnaire and the provisioning of admin workstations.
  • Migration assessment for Domino is performed in your on-premises environment.

Customer responsibilities

  • Provision admin workstations that the FastTrack Center uses to administer onboarding and migration tasks, like assessment, replica creation, auditing, setting forwarding during migration, and so on.

    Note

    Assessment is critical for successful planning and execution of velocity migrations. It's performed by a migration architect who needs specific access to the Domino environment. Required admin workstation components include a Notes client configured to access all source Domino mail servers and the Azure Domino replica staging server.

  • Provide the migration team remote access to the admin workstations, accounts, and permissions for performing assessment and migration activities. This includes provisioning multiple accounts on-premises and in Exchange Online with administrative permissions needed for migration.
  • Open firewall ports. Outbound ports must be opened between the source Domino mail servers and the Azure staging server. Other ports for communication (like admin workstations, source Domino servers, and Exchange servers on-premises (if present)) must also must be opened.
  • Enable cross-certification between the source Domino environment and the Azure Domino staging server to facilitate replication. Cross-certification tasks are coordinated between the customer's Domino admin and the FastTrack Center.
  • Complete the migration questionnaire, which captures information required to configure the migration environment in Azure (like tools, scripts, and migration servers).
  • Ensure target mailboxes in Office 365 have Messaging Application Program Interface (MAPI) protocol enabled.

Note

Some Office 365 plans don't support MAPI protocol. In order to migrate data, mailboxes from these plans need to be converted to a plan that supports MAPI ahead of the migration event. Following migration, these plans can be changed back.

Remediate phase

Key actions

  • The FastTrack Center reviews the migration assessment report and tests the details that you supply using the questionnaire.
  • Remediation items suggested by the FastTrack Center must be completed by you.

Customer responsibilities

  • Remediate the Domino environment based on guidelines that the FastTrack Center provides (for example, setting any required permissions that are identified as missing in the mail files).
  • Ensure that Domino mailboxes are below the maximum size allowed through migration.

    Note

    Although FastTrack migrates mailboxes up to 85% of the total allowable target size, attempting to migrate mailboxes larger than 2 GB carries additional risks like:
    Lengthened duration of migrations.
    Using resources otherwise used for migrating other mailboxes.
    A considerable increase in error rates.

  • Prepare the mail-in databases and their access control lists (ACLs) for migration. You must perform some remediation steps to successfully migrate mail-in databases and their permissions to a shared mailbox in Exchange Online. A few of these steps are as follows:
    • Remove existing mail-in database entries in the Domino directory and create new Person records.
    • Create mail-enabled universal security groups in the on-premises Active Directory that are synchronized to Office 365 Azure AD and used to configure permissions on the shared mailbox in Exchange Online. This transfers the permissions set on the mail-in database over to the shared mailbox in Exchange Online.

Note

End-user readiness and training for the new messaging system and client can be started now.

Enable phase

Key actions

  • The FastTrack Center:
    • Sets up the migration environment in Azure.
    • Configures the migration tools on the on-premises admin workstations.
    • Configures and demonstrates how to use the Auto-Import tool.
    • Conducts validation of all migration components and performs test migrations.

Customer responsibilities

  • Your personnel in charge of scheduling mailbox migration must understand how to use the Auto-Import tool. You use this tool to import the migration schedule into the scheduling database which the FastTrack Center uses to perform pre-migration activities.
  • Perform pre-migration activities like importing user schedules, analyzing audit reports, remediating any issues, and reimporting user accounts with problems.

Pre-migration activities are coordinated between you and the FastTrack Center. Replication to Azure begins after the user migration schedule is imported.

Note

The time required to replicate depends on the amount of data. The FastTrack Center then performs auditing to determine migration readiness. Audit results are provided to you with the understanding that subsequent remediation is normally required. All of these steps are called "T-minus" activities because they must begin in advance of the users' scheduled migration.

Migrate phase

Key actions

  • The FastTrack Center:
    • Performs pilot and velocity migrations.
    • Performs migration events and T-minus activities.
    • Provides post-migration assistance.

Customer responsibilities

  • Identify and import migration schedules 21 days prior to migration.

    Note

    This task is critical because the pre-migration activities involve remediation and possible retries of replica creation at different stages before the actual migration day (T-0). While some mailboxes are migrating, T-minus activities are being performed on others. This makes proper planning and coordination a must.

  • Fix issues identified during T-minus activities.
  • Address and fix any Domino server issues that impact migration activities.
  • Conduct end-user communications about the upcoming migration date.
  • Conduct end-user readiness activities and training for the new messaging system and client.
  • Identify and report post-migration issues. The FastTrack Center provides post-migration assistance until T+5 days after migration, after which it becomes your responsibility. You can log post-migration tickets for issues like missing emails, calendar items, and contacts, or for duplicates in the mailbox.

The FastTrack Center doesn't cover deployment, license fees, or assistance related to directory preparation (including Domino-to-Active Directory directory synchronization), coexistence software add-ons for Notes application interoperability, self-service migration, or archive migration.