This presentation shows the challenges of an Office 365 migration during a merger between two global enterprises.
The situation described is a real-world example. The company names used are fictional.
5. Pre Merger Landscape
Business Organization Overview
Active Directory Landscape
Exchange Server Landscape
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6. Business Organization Overview
Group of Companies covering different business lines
3 Business Lines
3 IT Departments
3 Helpdesk Implementations (1 partially)
Multiple Data Center Locations
Externally hosted Services
WAN Infrastructure provided by various Network Providers
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7. Business Organization Overview
VARUNA Group
Setebos AG
Germany
IT HQ
Hamburg
DC
Hamburg
Ixion, Inc.
UK
IT HQ
London
DC
London
DC
Birmingham
DC
Houston
Sedna Ltd.
UK
IT HQ
Cardiff
DC
Cardiff
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8. Technical Overview
VARUNA Group
Setebos AG
2 Active Directory Forests (2003)
1 Exchange 2003 Organization
1 Exchange 2007 Organization
Cancelled AD Migration
6000 users globally
800 users in partially migrated domain
BlackBerry Enterprise Server
14 SMTP Domains
Ixion, Inc.
3 Internal AD Forests (2003)
2 External AD Forests
2 Internal Exchange 2003
Organizations
1 External Exchange 2007
Organization
2000 users globally
BlackBerry Enterprise Server
13 SMTP Domains
Sedna, Ltd.
14 Active Directory Forests (2000,
2003)
1 Exchange 2003 Organization
1500 Users Globally
BlackBerry Enterprise Server
20 SMTP Domains
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11. Exchange Server Landscape
Hamburg Singapore London Birmingham
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Setebos AG Ixion, Inc Sedna, Ltd.
External ISP
Seoul Shanghai
Hamburg Copenhagen
Cardiff
Regions served
- Europe
- MEA
- APAC
- Americas
Regions served
- UK
- Americas
Houston
Regions served
- MEA
- APAC
Regions served
- Europe
- MEA
- APAC
- Americas
12. Additional Messaging Services
Regional Offices without Company Data Center hosted email services
- Hosted Exchange Mailboxes with regional ISPs
- Hosted POP3/IMAP Mailboxes with regional ISPs
- On-Premise Linux POP3/IMAP Mailboxes
Additonal SMTP Domains
- ~ 15 unknown SMTP Domains
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16. Target IT Infrastructure – Proteus SA
4 Global Data Centers
- Copenhagen, Houston, Shanghai, Singapore
Single Global WAN Provider
Single Active Directory Forest
Structured Network Services
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17. Project Timeline
Merger announced late 2012
Merger not approved until Summer 2013
- FTC US, EU, China
No official communication between merging parties until official approval
Official information exchange started July 2013
Scheduled Go-Live of Phase 1 on January 1st 2014
Scheduled End of Phase 1 June 30th 2014
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19. Goals Phase 1
Client Migration to new hardware platform
- Windows 7, Office 2010, Lync 2013, including Data Migration
Application Adjustments
- Changes in Server and Network Infrastructure
Migration of all Offices to new Private LAN Standards
- Firewall, WAN Accelerators, Internet Services, Wireless Services
Implementation of new Remote Access Solution
- Direct Access
Resolving of IP Address and Routing Conflicts
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20. Goals Phase 1
Implementation of Active Directory Services
- Migration of User Accounts
Implementation of File & Print Services
- Data Migration, Logon Scripts, Drive Mappings, Shares, GPOs
Implementation of New Software Rollout and Patch Management Infrastructure
Migration of Exchange Mailboxes to Office 365
- Multi-Exchange to Single Office 365 Tenant
- Access to on-Premise Public Folders
Migration of BlackBerry Services to Exchange Active Sync
- Global Rollout of New Devices
IT Security Compliance
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21. Project Timeline and Project Constraints
Scheduled End of Phase March 31st 2014
Single SMTP Namespace across ALL Exchange Forests by December 1st 2014
Lack of Documentation resulted in design delays
Steady flow of new Infrastructure findings in the regions
No Piloting Phase due to required High Level Design changes
Internal staff occupied with daily operations
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22. Active Directory Consolidation
User Account Cleansing
- Disabling and removal of stalled user accounts
- Reconfiguration of synchronization jobs
- Preparation of account exports for HR
Active Directory Attribute Cleansing
- Check and modification of email addresses
- Check and modification of user principal names
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23. Exchange Server Consolidation
Introduction of a single SMTP Namespace
- New email address for all users: @proteus-varuna.com
- Global configuration across all messaging infrastructures on a single weekend (Marketing Requirement)
Reduction of Exchange Servers
- Licensing costs
- Maintenance
- Removal of EOL hardware
Office 365 Hybrid Preparation
- Introduction of Exchange Server 2010 CAS endpoints
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24. Client Migration
Global rollout of new client hardware
- Internal hardware order and procurement process
- New hardware for all Varuna Group user
- Rollout plan part of office consolidation
Global End User Training
- On-Site end user training
- Global Training registration process
Data Migration
- Global coordination of IT engineer teams
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26. Migration
Get Well Activities – Varuna Group
Exchange Server Upgrades
Single Email Namespace
Active Directory Account Migration
Network Infrastructure Deployment
Office 365 Hybrid Configuration – Proteus SA
On-Premise Configuration – Varuna Group
Forefront Identify Manager Implementation
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27. Get Well Activities – Varuna Group
General IT Infrastructure Cleanup
- File data consolidation to reduce the overall number of servers
- Upgrade to most recent software versions to support data migrations
Backup, Archive, File Servers, etc.
Global IT Inventory
- No proper and reliable IT inventory data available
- Site visits required as data provided was lacking critical information
Consolidation of archived Data
- Archived emails (non PST) of existing employees re-imported into user mailboxes
- Email emails of leavers exported and archived as encrypted PST files (if required)
- File data exported to new file servers
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28. Exchange Server Upgrades – Varuna Group
Upgrade of internal Exchange Server to Exchange 2010
- Server hardware EOL/EOS
- Data storage hardware EOL/EOS
- Faulty backup solution (Immediate Risk Mitigation Required)
Mailbox Consolidation
- Duplicate mailbox for a larger number of users
Load Balancing Required
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29. Single Email Namespace
Introduction of a new SMTP Namespace
- New Email Address for all Users: @proteus-varuna.com
- Primary SMTP namespace hosted in Office 365
- Global configuration across all messaging infrastructures on a single weekend (Marketing Requirement)
Re-Configuration of Active Directory Synchronizations
Short Test Period
Global Migration Team
Established Escalation Plan
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30. Active Directory Account Migration
Synchronization of User Accounts across AD Forests required
- Users need to access resources in different IT infrastructures
- Users experience should be as seamless as possible
Introduction of Forefront Identity Manager (FIM)
- Ability to synchronize a number of source Active Directories with Proteus SA AD
Avoidance of unnecessary load for helpdesk teams
- Intranet based Self Service Portal
- Extensive documentation for helpdesk personnel
- Established Knowledge Base process to accumulate and share information gathered during migration
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31. Network Infrastructure Deployment
New Internet and VPN Connection to Offices required before end user migration
- User hardware rollout required new network topology
- New hardware only connects to new network topology
- Some locations required design exceptions due to line costs
IP Addresses
- New IP Address schema required re-addressing of some office networks for co-existence
Routing
- Global network routing required consolidation of routing tables
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32. Office 365 Hybrid Configuration – Proteus SA
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AD Federation
Exchange Server 2010
DirSync AD Federation
Exchange Server 2010
FIM
Data Center A Data Center B
33. Exchange Mailbox Migration
Staged Mailbox Migration
- All user mailboxes internal to Varuna Group IT Infrastructure
- Migration batches configured in alignment to hardware rollouts and end user trainings
- With new hardware users accessed Office 365 the migrated mailbox
Manual PST Imports
- All user mailboxes external to Varuna Group IT Infrastructure
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34. On-Premise Configuration – Varuna Group
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Setebos AG
Staged Mailbox Migration
Multiple Manual Endpoints
Ixion, Inc Sedna, Ltd.
Hamburg
Singapore
London
Shanghai
Seoul
Houston Cardiff
35. Forefront Identify Manager Implementation
Centralized Synchronization between Proteus domains and Varuna Group domains
Filtering and Manipulation of Active Directory Attributes
- Alignment User Principal Names
- Add/Remove SMTP addresses
- Remove unnecessary addresses
Account Blacklist
- Service accounts, aged accounts, disabled accounts, etc.
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36. Forefront Identify Manager Implementation
Seoul
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Copehagen
Setebos AG Ixion, Inc Sedna, Ltd.
Hamburg
Singapore Shanghai London
Houston Cardiff
38. Real World Final Status – May 2014
13.000 end users migrated to Office 365
95% of end uses equipped with new hardware
95% of global offices migrated
75% of file data migrated
Excluded from Phase 1
- Public folder migration
- File data migration from major data centers
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