16134350 business case to upgrade to notes domino v85

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Prepared by: Kevin J Wilson Lotus

Upgrade Specialist IBM Corporation

Prepared on: 15 April, 2009

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Table of ContentsTable of ContentsTable of ContentsTable of ContentsTable of ContentsTable of Contents

Business Case Template Usage GuideBusiness Case Template Usage GuideBusiness Case Template Usage GuideBusiness Case Template Usage GuideBusiness Case Template Usage GuideBusiness Case Template Usage Guide ...................................................................................................................................................................................................................................................................................................................................................................................................... 111111

Executive SummaryExecutive SummaryExecutive SummaryExecutive SummaryExecutive SummaryExecutive Summary ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 222222

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 AnalysisDetailed AnalysisDetailed AnalysisDetailed AnalysisDetailed AnalysisDetailed Analysis ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 111111000000

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 (interoperability between Notes and Exchange) ........................................................ 32

Typical Roles and responsibilities – ABC, IBM Software Group, IBM Services/IBM BusinessPartner.......................................................................................................................................35

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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 toassist their clients write their business case. Ideally, IBM/IBM business partner will worktogether 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 wantmore, then work with the client to get the data and deliver in a Sympony

2. Replace ABC in this document with the clients company name3. Do a find and replace for all words 'xxx' and 'yyy' with actual facts from the clients

organisation4. 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 theinformation that is not relevant to the clients specific needs. Feel free to add moreinformation where it is relevant for the specific client.

7. Remove information on Migrating to Microsoft if it is not relevant8. 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. Onlyafter 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 ofupgrade and document here.

2/06/09 ABC/IBM Confidential

Maintenance Upgrade to Lotus Notes v8.5 Business CaseMaintenance Upgrade to Lotus Notes v8.5 Business CaseMaintenance Upgrade to Lotus Notes v8.5 Business CaseMaintenance Upgrade to Lotus Notes v8.5 Business CaseMaintenance Upgrade to Lotus Notes v8.5 Business CaseMaintenance Upgrade to Lotus Notes v8.5 Business Case

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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 withemployee productivity and job satisfaction and to support the longevity of ABC's IT investment,upgrading business critical software platforms such as the corporate messaging andcollaboration system are seen as an essential component. However, upgrading should not beundertaken simply for the sake of upgrading, but after careful consideration to ensure that anyupgrade decision is based on need, impact and financial benefit to ABC. If an upgrade does notresult in ABC gaining measurable benefit then there is little business justification for theupgrade.

Having regard to ABC’s current position, upgrading to Lotus Notes and Domino R8.5 (ND8.5) isessential in that it will bring benefit in terms of improved functionality, usability, employeeproductivity, capacity overload avoidance and cost savings. [Optional: Indeed moving toalternative e-mail, messaging and collaboration from other vendors can also potentially increasefunctionality/usability and potentially some cost savings.] This business case demonstrates thecompelling reasons to upgrade to Lotus Notes and Domino R8.5 (ND8.5) as well as providing arealistic review of other alternatives.

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There are a number of challenges that face ABC today as well as a number of improvementsthat could be made to enhance business productivity and lower costs.

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[Examples below… ask the client what issues they have with their current e-mail system. Whatwill make users happy?]

Helpdesk Helpdesk Helpdesk Helpdesk Helpdesk Helpdesk SSSSSSupport Callupport Callupport Callupport Callupport Callupport Calls:s:s:s:s:s: The number and frequency of support calls to the help deskaround e-mail is high. Support calls typically require user password resets. Theobservations from ABC’s IT have shown that during the month of March 2009, there werexxx calls for password resets. A total duration of up to xxx minutes in most cases isrequired to resolve these issues.

UserUserUserUserUserUsers s s s s s perperperperperpercecececececeptioptioptioptioptioption n n n n n of Loof Loof Loof Loof Loof Lottttttus us us us us us NNNNNNototototototeeeeees is s is s is s is s is s is tttttthathathathathathat it is not coit is not coit is not coit is not coit is not coit is not contntntntntntemememememempopopopopoporrrrrraaaaaary:ry:ry:ry:ry:ry: ABC's current e-mail/calendaring infrastructure does not have contemporary interfaces to leverage consumerbased expertise and allow for better collaboration and productivity with and between staff.

CapaCapaCapaCapaCapaCapacicicicicicitttttty:y:y:y:y:y: In line with industry trends ABC’s email volume including attachments has grownto the extent that to ensure continued operations an increase in storage will be required.ABC’s current expectation is that storage volumes will be compromised by xxx 2009. Inorder to prevent this, a decision regarding and approval of a recommended option must bemade by xxx 2009.



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Upgrade to Lotus Notes and Domino R8.5;

Add new server and / or storage hardware;

[optional] Investigate alternative messaging and collaboration systems; or

Do nothing.

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AdvantAdvantAdvantAdvantAdvantAdvantaaaaaaggggggeeeeees:s:s:s:s:s:

111111...... E-mailE-mailE-mailE-mailE-mailE-mail and Cand Cand Cand Cand Cand Caaaaaalelelelelelendndndndndndaaaaaarrrrrring perfing perfing perfing perfing perfing perfoooooorrrrrrmmmmmmanceanceanceanceanceance

Lotus Domino R8.5 includes performance enhancements improving I/O. IBM staIBM staIBM staIBM staIBM staIBM stattttttesesesesesesimprimprimprimprimprimproooooovevevevevevemmmmmmentententententents s s s s s of around of around of around of around of around of around 505050505050%.%.%.%.%.%. By combining the I/O benefits with reduced network traffic,mail and attachment storage and advanced replication, the upgraded performance of e-mail andcalendaring is expected to be substantial.

222222...... Help Help Help Help Help Help ddddddeeeeeesk sk sk sk sk sk supportsupportsupportsupportsupportsupport callcallcallcallcallcall rerererereredddddductionuctionuctionuctionuctionuction

Notes R8.5 virtually eliminates support call related to password resets by providing a self helppassword reset option in the users login window. Helpdesk Helpdesk Helpdesk Helpdesk Helpdesk Helpdesk supposupposupposupposupposupporrrrrrtttttt cacacacacacalls lls lls lls lls lls cocococococould be viuld be viuld be viuld be viuld be viuld be virrrrrrtualltualltualltualltualltuallyyyyyyeeeeeelllllliminateiminateiminateiminateiminateiminatedddddd resulting in resulting in resulting in resulting in resulting in resulting in ooooooveveveveveverrrrrr xx days xx days xx days xx days xx days xx days oooooof prf prf prf prf prf prooooooductductductductductductiiiiiivity saved vity saved vity saved vity saved vity saved vity saved eeeeeeach ach ach ach ach ach yeyeyeyeyeyear.ar.ar.ar.ar.ar.

3.3.3.3.3.3. SubstaSubstaSubstaSubstaSubstaSubstantntntntntntiiiiiiaaaaaally lly lly lly lly lly rrrrrrefrefrefrefrefrefreeeeeeshed useshed useshed useshed useshed useshed userrrrrr inte inte inte inte inte interrrrrrfacefacefacefacefaceface

Notes R8.5 client has been substantially refreshed and is easier and cleaner to use. The userinterface provides substantial productivity improvements meaning that tasks related to e-mail,calendaring and collaboration occur much faster. By leveraging the experiences of usersoutside of the work place, the Notes client becomes an intuitive, fresh-looking tool that peoplecan quickly pick up and use.

444444...... Reduced storage requirementReduced storage requirementReduced storage requirementReduced storage requirementReduced storage requirementReduced storage requirement

Lotus Domino 8.5 provides technology to rrrrrreeeeeedddddduceuceuceuceuceuce sto sto sto sto sto storrrrrrage age age age age age bbbbbby 25%y 25%y 25%y 25%y 25%y 25% based on Domino8.compression as well as a 1111115%5%5%5%5%5% to to to to to to 50 50 50 50 50 50%%%%%% r r r r r reeeeeedddddductiouctiouctiouctiouctiouction n n n n n in ain ain ain ain ain attttttttttttaaaaaachmechmechmechmechmechmentntntntntnt ststststststoooooorrrrrraaaaaaggggggeeeeee using the Domino8.5 Attachment and Object store (DAOS). As a result bbbbbbaaaaaackup stockup stockup stockup stockup stockup storrrrrrage age age age age age is is is is is is alalalalalalsosososososo si si si si si siggggggnificanificanificanificanificanificantlyntlyntlyntlyntlyntlyrrrrrreeeeeedddddduceuceuceuceuceucedddddd......

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Server consolidation meaningServer consolidation meaningServer consolidation meaningServer consolidation meaningServer consolidation meaningServer consolidation meaning rrrrrreeeeeedddddduceuceuceuceuceucedddddd HW and HW and HW and HW and HW and HW and SSSSSSW maiW maiW maiW maiW maiW maintntntntntntenanceenanceenanceenanceenanceenance and reduces poand reduces poand reduces poand reduces poand reduces poand reduces powwwwwwererererererconsumptionconsumptionconsumptionconsumptionconsumptionconsumption (less boxes to run and less cooling required). Whilst it may beimpractical to reduce power and cooling, it does mean that ABC's existing facility willbe able to expand without the need to add more power, cooling and/or rack space.



4444

The application development features within Domino R8.5 have been modernised andupdated for Web 2.0 with a full Eclipse version for the developer client released. Thiscan lead to faster development times and a modern look and feel for applications.Currently, ABC does xxx days of development and maintenance of Dominoapplications. By deploying Domino R8.5 which utilises the new xPages developmentenvironment, IBM reports a xxx% reduction in typical development/maintenance timesmeaning ABC would improve development/maintenance productivity by xxx%;ABC would improve development/maintenance productivity by xxx%;ABC would improve development/maintenance productivity by xxx%;ABC would improve development/maintenance productivity by xxx%;ABC would improve development/maintenance productivity by xxx%;ABC would improve development/maintenance productivity by xxx%;

Includes a Lotus Sametime Limited Use Entitlement (and support) at no costIncludes a Lotus Sametime Limited Use Entitlement (and support) at no costIncludes a Lotus Sametime Limited Use Entitlement (and support) at no costIncludes a Lotus Sametime Limited Use Entitlement (and support) at no costIncludes a Lotus Sametime Limited Use Entitlement (and support) at no costIncludes a Lotus Sametime Limited Use Entitlement (and support) at no cost.Sametime increases the speed of communications and the dissemination ofknowledge by acting as a clarifying agent to sometimes slow and murky emailcommunications.

Includes Lotus Quickr Entry (and support) at no costIncludes Lotus Quickr Entry (and support) at no costIncludes Lotus Quickr Entry (and support) at no costIncludes Lotus Quickr Entry (and support) at no costIncludes Lotus Quickr Entry (and support) at no costIncludes Lotus Quickr Entry (and support) at no cost. Quickr provides a facility toexchange business content in a collaborative way.

Includes Traveler (and support) at no costIncludes Traveler (and support) at no costIncludes Traveler (and support) at no costIncludes Traveler (and support) at no costIncludes Traveler (and support) at no costIncludes Traveler (and support) at no cost. Traveler allows users to send and receivee-mails via mobile devices.

Includes Includes Includes Includes Includes Includes Lotus SymphonyLotus SymphonyLotus SymphonyLotus SymphonyLotus SymphonyLotus Symphony – a professional grade Microsoft Compatible Office suite– a professional grade Microsoft Compatible Office suite– a professional grade Microsoft Compatible Office suite– a professional grade Microsoft Compatible Office suite– a professional grade Microsoft Compatible Office suite– a professional grade Microsoft Compatible Office suiteprovided at no charge.provided at no charge.provided at no charge.provided at no charge.provided at no charge.provided at no charge. Substantial savings meaning some 70% of staff could useLotus Symphony instead of MS Office and save at least 30-50% on ABC's yearlysave at least 30-50% on ABC's yearlysave at least 30-50% on ABC's yearlysave at least 30-50% on ABC's yearlysave at least 30-50% on ABC's yearlysave at least 30-50% on ABC's yearlyspend on existing Microsoft Enterprise Agreement paymentsspend on existing Microsoft Enterprise Agreement paymentsspend on existing Microsoft Enterprise Agreement paymentsspend on existing Microsoft Enterprise Agreement paymentsspend on existing Microsoft Enterprise Agreement paymentsspend on existing Microsoft Enterprise Agreement payments. Can be used bystaff at home for themselves or their family and friends at no cost and is a perpetuallicense regardless of whether they stay with ABC or not. Combined with ABC'santivirus software, this would make a good package for staff at home.

Notes/Domino 8.5Notes/Domino 8.5Notes/Domino 8.5Notes/Domino 8.5Notes/Domino 8.5Notes/Domino 8.5 has the ability to enhance existing Domino applications for delivery onmobile device (xpages).

ConsiConsiConsiConsiConsiConsiddddddeeeeeerrrrrrationsationsationsationsationsations:

ABC needs to invest in education and training to maximise productivity benefits. Dependingupon the specific improvement features that ABC would like to take advantage of, this trainingcould be anywhere from 0 minutes to 2 hours from e-mail through to classroom education.

Access to oAccess to oAccess to oAccess to oAccess to oAccess to otttttther Tooher Tooher Tooher Tooher Tooher Toolllllls:s:s:s:s:s:

By deploying the R8.5 upgrade, ABC now has the ability to take advantage of other tools thatintegrate with Notes. A good example is the SAP connector. This allows form approvals (suchas a leave form) to be approved from within Notes rather than having to separately signon toSAP to approve.

Cost:Cost:Cost:Cost:Cost:Cost:

As ABC has current Lotus maintenance with IBM, there are no software or hardware costsrequired.



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Short term fix to solve current and pending storage and performance issues.

ConsiConsiConsiConsiConsiConsiddddddeeeeeerrrrrrations:ations:ations:ations:ations:ations:

No negotiation power. Only addresses a very limited component of ABC's future ITrequirements.

CostCostCostCostCostCost:

To support the business, we have estimated that the cost to procure relevant hardware wouldbe $xxx.



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1. xxxxx;

2. xxxxx

ConsiConsiConsiConsiConsiConsiddddddeeeeeerrrrrrationsationsationsationsationsations::::::

There is nothing to be gained by migrating to MS Exchange/Outlook when compared toupgrading to Lotus Notes 8.5 as the user interface of Lotus Notes 8.5 (out-of-the-box) verysimilar in function and look as MS Outlook. Furthermore, Notes 8.5 provides increasedfunctionality via a fully integrated client providing much more than the commoditised messagingand calendaring functions. See Option one (1) above. The cost to migrate just messaging andcalendaring functionality to MS Exchange/Outlook is significantly more than upgrading to thelatest version of Notes and is estimated by Gartner at US$300 per user. Multiple products wouldneed to be acquired and maintained to provide a similar level of functionality to support ABC's ITbusiness 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 thenew software meaning inexperience and potential productivity loss.

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


Estimates based on analysts put migration at between $xxx to $xxx.

Risk

Education

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No cost to upgrade/migrate




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Does not address any of ABC's existing requirements;

New functionality (advanced collaboration) that ABC could use from an upgrade isunavailable, hence would need to spend money for new functionality;

Expenses are increasing due to e-mail storage size expanding. At the current rate, newstorage will be required by xx/xx/xx costing $xxx;

IT expenses will continue to climb due to cost of supporting dated software (in general… notjust messaging software). Eventually, the operating systems and hardware used may notable to support the software environment;

Current version user interface seen as antiquated compared to contemporary e-mail/calendaring software. Staff complain about lack of functionality to get things done;

Difficulty recruiting new talent with antiquated IT systems.


None required.

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[Optional] DDDDDDoooooominominominominominomino AAAAAApplipplipplipplipplipplications.cations.cations.cations.cations.cations. ABC has a significant investment in Domino applications (xxxapp, yyy app) that are required to support the business. These applications are convenientlyaccessible from within the Notes environment. Upgrading to Domino/Notes would enhance thataccessibility and provide more interoperability to advanced collaboration. A move away fromLotus Notes would destroy this accessibility and reduce productivity. Any move away fromLotus Notes would require a significant rewrite of existing Domino Applications and provide noincreased functionality to ABC. Infact, it would increase the TCO as these applications wouldtypically be harder and more complex to maintain. The rapid application developmentenvironment that is the Notes/Domino infrastructure would be lost, adding resource andopportunity costs to future IT projects.

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Dual Dual Dual Dual Dual Dual MMMMMMessaessaessaessaessaessagggggging Environments.ing Environments.ing Environments.ing Environments.ing Environments.ing Environments. Lotus Notes calendaring is significantly richer in function toOutlooks calendaring. Domino R8.5 has a switch to allow Lotus Notes calendaring to be'dumbed down' to support Outlook clients. This significantly improves interoperability betweenLotus Notes and Outlook users. For all intents and purposes within ABC, moving to a singlemail/calendaring program within the greater organisation would:

Be of no significant value to end users as the difference in functionality between Note andOutlook specifically for e-mail and calendaring are marginal.

Have an impact on expense as migration and TCO based on ABC's requirements wouldfavour an Upgrade/Migration to Lotus Notes e-mail and collaboration. Having said that, a



8888

dual e-mail/calendaring and collaboration strategy (provided good interoperability) wouldhave 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 strategywould be identical under a single strategy (provided the number of users is > 1000).The reason being is that more than 1 administrator would be required to maintain theenvironment (especially in the case of Exchange). A single Domino administrator couldsupport more users.



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ABC is currently facing a series of issues that could be resolved by the upgrade. From atimeframe perspective, ABC needs to have implemented the upgrade by xxx of xxx, 2009 toavoid further hardware and software spend as our analysis has shown that ABC will havereached maximum capacity by xxx 2009 (after which no more e-mails could be sent orreceived).

Risk factorsRisk factorsRisk factorsRisk factorsRisk factorsRisk factors

Between 30-50% of IBM clients have already upgraded to Notes 8.5 from Notes 7.03 (whichABC is currently on). Examples are: The Australian Bureau of Statistics, Hyatt Hotels, IBM andmany others. It should be noted that these clients have found the upgrade straightforward andthere is no requirement to migrate data from the current release to the new release.

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After carefully considering the options, we believe it is mandatory that ABC will need to takeaction. Based on our analysis the most cost effective mechanism is to upgrade to Lotus Notes8.5 to support ABC's current IT business objectives and continued mail operation. All otheralternatives either do not meet ABC's objectives or require a substantial investment to achievethe same or similar result to upgrading to Notes 8.5.

Upgrading to Notes 8.5 means an overall financial saving. This includes infrastructureoptimisation as well as the ability to leverage new technology. This is expected to enhanceABC'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 totalapproximately $xxx. In addition, features such as DAOS, I/O savings, xxx means a defermentof spend on xxxx. Based on a cost to upgrade being approximately $xxx, the upgrade wouldpay for itself within xx months. ABC needs this business case approved now in order for ABC'sIT division to start the planning and implementation process well before we exceed capacity(xxx 2009) which will have a crippling effect on our business as no further e-mails could be sentor received.



DDDDDDeeeeeettttttaaaaaaiiiiiilllllleeeeeedddddd AAAAAAnnnnnnaaaaaallllllyyyyyyssssssiiiiiissssssThis section provides a detailed analysis of the current or near term potential challenges thatABC will face around ABC's current messaging and collaboration infrastructure. In addition, thissection will cover the solutions available, which solution will best fit the needs of ABC and abusiness justification as to why ABC should approve and deploy the chosen solution within thenext three (3) months.

The first observation to note is that the challenges described below are not product specific butgeneral challenges that relate to messaging and collaboration systems regardless of product.

ABC’s IT department currently has several areas of focus to provide useful and timely ITservices 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 maintainingcritical systems.

AAAAAABBBBBBCCCCCC''''''ssssss cccccchhhhhhaaaaaalllllllllllleeeeeennnnnnggggggeeeeeessssss::::::

E-mailE-mailE-mailE-mailE-mailE-mail and caland caland caland caland caland caleeeeeendndndndndndaaaaaariririririringngngngngng perfo perfo perfo perfo perfo perforrrrrrmancemancemancemancemancemance:::::: Currently users are experiencing delays inprocessing e-mails and calendar invites. In some extreme cases, users are waiting 10minutes to process an e-mail transmission. Assuming an average of 1 minute productivityloss per message, 20 messages per day per user, and 6000 users, this is equivalent to55,000 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 Helpdesk Helpdesk Helpdesk Helpdesk Helpdesk SSSSSSupport Callupport Callupport Callupport Callupport Callupport Calls:s:s:s:s:s: Email systems are the leading generators of help desk supportcalls, and a good percentage of these calls are related to forgotten passwords. Supportcalls typically require user password resets. The observations from ABC’s IT have shownthat during the month of March 2009, there were 132 calls for password resets. Actioningthese 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 xxrequests to move mail id’s to new machines or locations as well as new passwords (for newaccounts). This also takes up to xx minutes to complete.

UserUserUserUserUserUsers s s s s s perperperperperpercecececececeptioptioptioptioptioption n n n n n of Loof Loof Loof Loof Loof Lottttttus us us us us us NNNNNNototototototeeeeees is s is s is s is s is s is tttttthathathathathathat it is not coit is not coit is not coit is not coit is not coit is not contntntntntntemememememempopopopopoporrrrrraaaaaary.ry.ry.ry.ry.ry. ABC's current e-mail/calendaring infrastructure does not have contemporary interfaces to allow bettercollaboration and productivity with and between staff.

StStStStStStoooooorrrrrraaaaaaggggggeeeeee: : : : : : As with any email system, more emails are generated/received than are deletedleading to continuous growth in storage requirements, which in turn leads to requirementsfor increased storage capacity. Increased storage requires increases in backup capacity andduration and an increase in network traffic.

To address these challenges, the business can choose to do one of the following options:

Upgrade to Lotus Notes and Domino R8.5;

Add new server and / or storage hardware;

[optional] Investigate alternative messaging and collaboration systems; or

Do nothing and probably see business productivity decline over time.

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ABC's ChallABC's ChallABC's ChallABC's ChallABC's ChallABC's Challeeeeeengngngngngngeeeeees Addresseds Addresseds Addresseds Addresseds Addresseds Addressed:

CurrenCurrenCurrenCurrenCurrenCurrentttttt Storage – A Storage – A Storage – A Storage – A Storage – A Storage – Apppppprrrrrril ’il ’il ’il ’il ’il ’09 C09 C09 C09 C09 C09 Cururururururrent Strent Strent Strent Strent Strent Stoooooorrrrrragagagagagage Growth –e Growth –e Growth –e Growth –e Growth –e Growth – D D D D D Dec‘ec‘ec‘ec‘ec‘ec‘090909090909

Data storage shortage

Improve e-mail and calendaring performance

Helpdesk call reductions

Improved collaboration/productivity

Additional Additional Additional Additional Additional Additional bbbbbbeeeeeenenenenenenefitsfitsfitsfitsfitsfits::::::

Reduce costs

Improve morale

DaDaDaDaDaDatttttta centrea centrea centrea centrea centrea centre coscoscoscoscoscostttttts s s s s s Currently, the data centre at ABC is experiencing a x% increase in data storage.

The above pie chart shows the anticipated reduction in storage requirements post R8.5implementation. In addition, growth will have slowed by approximately xx% meaning xx yearsbefore a hardware upgrade will be required.

Lotus Domino 8.5 provides technology to rrrrrreeeeeedddddduceuceuceuceuceuce sto sto sto sto sto storrrrrrage age age age age age bbbbbby 25%y 25%y 25%y 25%y 25%y 25% based on Domino 8compression as well as 30-5030-5030-5030-5030-5030-50%%%%%% r r r r r reeeeeedddddductuctuctuctuctuctiiiiiioooooon in in in in in in an an an an an attttttttttttaaaaaachment stochment stochment stochment stochment stochment storrrrrraaaaaaggggggeeeeee totals in Domino 8.5Attachment and Object store (DAOS). ABC's figures shown above were derived from analysisusing the IBM supplied DAOS calculator.

Mail Users perCPU

Number ofServers

ServerSavings

Mail Quota EquivalentDisk SpaceUsed (Gb)

Disk SpaceSavings

Domino 6.5 900 6 N/A 500 4547 0

Domino 8.5 1300 4 2 500 2728 1818

The graphic below demonstrates how attachment storage is saved.

IBM Software Group | Lotus software

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•Bigfile.xls•Hugefile.ppt•Podcast.mp3



Domino

Domino

Mike.nsf

Samantha.nsf

Ted.nsf

Domino 8.5 with DAOS

Domino 7

with enhancements like Domino Attachment and Object Storage in 8.5

E-E-E-E-E-E-mmmmmmaiaiaiaiaiaillllll and Calendaring perfor and Calendaring perfor and Calendaring perfor and Calendaring perfor and Calendaring perfor and Calendaring performmmmmmanceanceanceanceanceance

Lotus Domino R8.5 includes performance enhancements improving I/O. IBM staIBM staIBM staIBM staIBM staIBM stattttttesesesesesesimprimprimprimprimprimproooooovevevevevevemmmmmmentententententents s s s s s of around of around of around of around of around of around 505050505050%%%%%%.

From IBM:

“One of the primary performance goals for Lotus Domino is to reduce the total cost of thedisk infrastructure needed. In addition to reducing the total volume of disk space neededvia features such as DAOS and document compression, we also aim to reduce thenumber of Disk I/O operations per second, along with the volume of data being read fromand 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 comefrom many improvements to Lotus Domino, both in the processing performed in responseto user actions (sending and reading email, for example) as well various backgroundactivities and maintenance operations performed on the server. In addition to the naturalreduction 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 andResource Manager task significantly improve their performance under normal operations.Also, these tasks now impose a significantly lighter load on the Domino server duringstartup, and overnight during daily housekeeping processing.”

Help desk support callHelp desk support callHelp desk support callHelp desk support callHelp desk support callHelp desk support call rrrrrreducteducteducteducteducteductiiiiiionononononon

Notes R8.5 virtually eliminatessupport call related to passwordresets by providing a self helppassword reset option on the userslogin window. Helpdesk supportHelpdesk supportHelpdesk supportHelpdesk supportHelpdesk supportHelpdesk supportcacacacacacallllllls couldls couldls couldls couldls couldls could be virbe virbe virbe virbe virbe virttttttuallyuallyuallyuallyuallyuallyeeeeeelllllliminateiminateiminateiminateiminateiminatedddddd resulting in resulting in resulting in resulting in resulting in resulting in ooooooveveveveveverrrrrr $xx, $xx, $xx, $xx, $xx, $xx,000 sa000 sa000 sa000 sa000 sa000 savevevevevevedddddd eaeaeaeaeaeach ch ch ch ch ch yeayeayeayeayeayearrrrrr in in in in in in supposupposupposupposupposupporrrrrrttttttcacacacacacalllllllslslslslsls.

Reduced CReduced CReduced CReduced CReduced CReduced CPPPPPPU UU UU UU UU UU Uttttttiiiiiillllllisation: isation: isation: isation: isation: isation:

Advances in IBM Lotus technology mean that ND8.5 has reduced CPU utilisation by up to 30%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 serverhardware, reduced power requirements, less maintenance, fewer software licenses, reducedrack space requirements and more.

ContContContContContConteeeeeemporamporamporamporamporamporaryryryryryry us us us us us useeeeeer interfacer interfacer interfacer interfacer interfacer interface

The Lotus Notes client will improve productivity and improve end user satisfaction overimprove productivity and improve end user satisfaction overimprove productivity and improve end user satisfaction overimprove productivity and improve end user satisfaction overimprove productivity and improve end user satisfaction overimprove productivity and improve end user satisfaction overABC’s existingABC’s existingABC’s existingABC’s existingABC’s existingABC’s existing X.X.X.X.X.X.XXXXXX cl cl cl cl cl cliiiiiientententententent.

Typically, productivity is hard to measure. IBM has developed a business tool to demonstrateproductivity savings in real dollars.

Each productivity benefit in isolation adds a component of productivity saving. When looking atthe benefits as a whole, the savings are substantial.

PPPPPProducroducroducroducroducroductitititititivvvvvvitititititityyyyyy Sa Sa Sa Sa Sa Savvvvvvingsingsingsingsingsings

Based on ABC's standard SOE (example only… fill in actual details from client):

OldOldOldOldOldOld NewNewNewNewNewNew

TimeTimeTimeTimeTimeTimessssssfeatufeatufeatufeatufeatufeaturererererere

uuuuuussssssed ed ed ed ed ed (p(p(p(p(p(pererererererday)day)day)day)day)day)

SavinSavinSavinSavinSavinSavinggggggssssss(minutes(minutes(minutes(minutes(minutes(minutesper User)per User)per User)per User)per User)per User)

Number ofNumber ofNumber ofNumber ofNumber ofNumber ofuseuseuseuseuseusersrsrsrsrsrs

TTTTTTooooootaltaltaltaltaltal

Telephone – Phone tag Sametime Awareness 5 1 5000 25000

Phone helpdesk for Password reset Lotus ID Vault (selfreset)

10 1 3 30

Read, check, accept calendar entryswitching between e-mail andcalendar

Read/Accept directlyfrom Calendar

5 0.5 5000 12500

Open an attachment Open directly in LotusNotes tab

5 0.25 5000 6250

Modify a file – Open an OfficeApplication, edit and save.

Open directly in LotusNotes tab, edit and save.

5 0.5 5000 12500

Total time saved per day 117 days

Total time saved per year 23,450 days

Example productivity savings using Sametime to check if a colleague is available for discussion:

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, ringJane. 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… whichmay not even clarify the original message!

Or

YOU (with Sametime and presence awareness): noticed that on the e-mail you got fromJane, Sametime has displayed a presence awareness icon showing that Jane is in ameeting. You leave a Sametime message that will appear on her PC screen when shereturns or, you decide to leave the phone call till her presence awareness icon changes tobeing available.

YOU: Just saved 1 minute (or more)!

Do that 10 times a day and multiply by 1000 staff and that's 10,000 minutes... or 23 days ofproductivity gained per day!

Whilst productivity savings can be subjective, there is enough evidence from individualproductivity savings as measured by ABC above to indicate a real return. Even if we factor inonly 50% of the above savings, this amounts to 12,000 days per year saved for theorganisation.

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The Notes V8 and Domino Web Access V8 client license include the limited-use integratedinstant messaging and presence awareness functionality. The limited-use instant messagingand presence awareness functionality includes the following capabilities:

CapabilityCapabilityCapabilityCapabilityCapabilityCapability DDDDDDeeeeeescscscscscscririririririptionptionptionptionptionption

PresencPresencPresencPresencPresencPresenceeeeee Exchange typed chat messages with one or more chat partners

InInInInInInsssssstantantantantantant t t t t t MessaMessaMessaMessaMessaMessagggggging ing ing ing ing ing cccccchahahahahahatttttt N/A

N-way chN-way chN-way chN-way chN-way chN-way chaaaaaatttttt Start an instant meeting with one or more chat partners

SoSoSoSoSoSort rt rt rt rt rt conconconconconcontatatatatatact ct ct ct ct ct llllllistististististist N/A

ShShShShShShoooooow w w w w w sssssshort hort hort hort hort hort nnnnnnamamamamamameeeeeessssss N/A

ShShShShShShoooooow w w w w w oooooonlinnlinnlinnlinnlinnlineeeeee onl onl onl onl onl onlyyyyyy N/A

TimeTimeTimeTimeTimeTime stastastastastastammmmmmpspspspspsps Indicate when you and your chat partner(s) sent your messages

Chat history Chat history Chat history Chat history Chat history Chat history View and work with your chat history, a record of all your saved chattranscripts

Rich textRich textRich textRich textRich textRich text Options for changing text font, color, size, and emphasis, such as bold oritalic and highlighting selected text

EmEmEmEmEmEmooooooticoticoticoticoticoticonnnnnnssssss Static, animated, and text emoticons, including custom emoticons thatyou create

EmEmEmEmEmEmooooooticoticoticoticoticoticonnnnnn pa pa pa pa pa pallllllettesettesettesettesettesettes N/A

Business card Business card Business card Business card Business card Business card ddddddispispispispispispllllllayayayayayay Display your chat partner's picture and pertinent information, such astheir department and telephone number

ConConConConConContatatatatatact ct ct ct ct ct tytytytytytype pe pe pe pe pe aaaaaaheadheadheadheadheadhead N/A

SpSpSpSpSpSpeeeeeell Chell Chell Chell Chell Chell Checccccckkkkkk Check the spelling of chat message text that you enter

PrPrPrPrPrProoooooductductductductductductiiiiiivity Svity Svity Svity Svity Svity Saaaaaavings with Ovings with Ovings with Ovings with Ovings with Ovings with Offfffffice Prodfice Prodfice Prodfice Prodfice Prodfice Productuctuctuctuctuctiiiiiivivivivivivitttttty y y y y y ttttttooooooolsolsolsolsolsols

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 MSOffice and save at least 30-70% on ABC's yearly spend on existing Microsoft Enterprisesave at least 30-70% on ABC's yearly spend on existing Microsoft Enterprisesave at least 30-70% on ABC's yearly spend on existing Microsoft Enterprisesave at least 30-70% on ABC's yearly spend on existing Microsoft Enterprisesave at least 30-70% on ABC's yearly spend on existing Microsoft Enterprisesave at least 30-70% on ABC's yearly spend on existing Microsoft EnterpriseAgreeAgreeAgreeAgreeAgreeAgreemmmmmmentententententent payments.payments.payments.payments.payments.payments.

ABC's current Microsoft agreement consists of xxxx licenses of MS Office Professional 20xxcosting $xxx per year in maintenance. At least 90% of staff do no use the full capabilities of MSOffice Professional nor do they use the full capabilities of Office Standard.

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According to IBM:

IBM Lotus Symphony Productivity Editors provide powerful methods for integrating workacross platforms. Using these tools, you can easily combine work in one of the editors withthe results of work in another. The productivity tools can also import and edit MicrosoftOffice documents and export those documents in Open Document Format (ODF). ODFprovides the ability to access, use and maintain documents over the long term, withoutbeing locked into one particular vendor or maintaining software licenses.

The productivity editors include the following editors that help you complete your workmore quickly and easily.”

1. IBM Lotus DocumentsIBM Lotus DocumentsIBM Lotus DocumentsIBM Lotus DocumentsIBM Lotus DocumentsIBM Lotus Documents provides the ability to create simple or highly structureddocuments, graphics, tables, charts, and spreadsheets. A number of features providea fine degree of control over the formatting of text, pages, sections of documents, andentire documents. You can save the documents in the following formats.

OpenDocument Text .odt

OpenDocument Text Template .ott

IBM Word Processing Document .sxw

IBM Word Processing Document Template .stw

Microsoft Word 97/2000/XP .doc

Microsoft Word 97/2000/XP Template .dot

Microsoft Rich Text Format .rtf

Text .txt

1. IBM Lotus SpreadsheetsIBM Lotus SpreadsheetsIBM Lotus SpreadsheetsIBM Lotus SpreadsheetsIBM Lotus SpreadsheetsIBM Lotus Spreadsheets provides the ability to perform standard and advancedspreadsheet functions to calculate, analyse, and manage your data. New functionsincrease the power of the editor. You can save the spreadsheets in the followingformats.

OpenDocument Spreadsheet .ods

OpenDocument Spreadsheet Template .ots

IBM Spreadsheet .sxc

IBM Spreadsheet Template .stc

Microsoft Excel 97/2000/XP .xls

Microsoft Excel 97/2000/XP Template .xlt

Text CSV .csv

2. IBM Lotus Presentations IBM Lotus Presentations IBM Lotus Presentations IBM Lotus Presentations IBM Lotus Presentations IBM Lotus Presentations provides the ability to create professional screen showsthat include charts, drawing objects, text, multimedia, and more. Lotus Presentationsprovides a variety of templates that can help you produce professional presentationsquickly. You can save the presentations in the following formats.

OpenDocument Presentation .odp

OpenDocument Presentation Template .otp

IBM Presentation .sxi

IBM Presentation Template .sti

Microsoft PowerPoint 97/2000/XP .ppt

Microsoft PowerPoint 97/2000/XP Template .pot

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

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

ReReReReReReducducducducducduced ed ed ed ed ed DDDDDDomino omino omino omino omino omino AAAAAApplpplpplpplpplppliiiiiicaticaticaticaticatication on on on on on DDDDDDeeeeeevelopmentvelopmentvelopmentvelopmentvelopmentvelopment crecrecrecrecrecreaaaaaation andtion andtion andtion andtion andtion andmamamamamamaiiiiiintentententententenanananananance nce nce nce nce nce The application development features within Domino R8.5 has been significantly improved overprevious versions of Notes meaning faster development times and less maintenance. Currently,ABC does xxx days of development and maintenance of Domino applications. By deployingDomino R8.5 which utilises the new xpages development tool, IBM reports a xx% reduction intypical development/maintenance times meaning AAAAAABBBBBBCCCCCC wowowowowowoululululululdddddd i i i i i immmmmmprprprprprprooooooveveveveveve deve deve deve deve deve develllllloooooopmpmpmpmpmpmeeeeeent/nt/nt/nt/nt/nt/maimaimaimaimaimaintntntntntntenanceenanceenanceenanceenanceenance productiviproductiviproductiviproductiviproductiviproductivitttttty y y y y y bbbbbby xx%y xx%y xx%y xx%y xx%y xx%...... In addition, xpages includes the ability to generate Web2.0 applications allowing typical heavy client applications to be deployed on the web.Programmers can now code in either JavaScript, DOJO (programming language for deployingWEB 2.0 applications) or LotusScript meaning access to more programmers with Javascript andDOJO skills. Xpage can be used to generate small form factor applications that can be deployedto mobile users on their Blackberry and other mobile devices. Domino 8.5 also comes wthmodernised templates for web application creation, reducing the time needed to develop amodern looking application.

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By deploying the R8.5 upgrade, ABC now has the ability to take advantage of other tools thatintegrate with Notes. A good example is the SAP connector. This allows form approvals (suchas a leave form) to be approved from within Notes rather than having to separately signon toSAP to approve. Effectively, the form is routed to the Managers Notes environment where theManager can review, approve and send back to SAP to continue its workflow process.

Risk to UpgradeRisk to UpgradeRisk to UpgradeRisk to UpgradeRisk to UpgradeRisk 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 upgradestraightforward and there is no requirement to migrate data from the current release to the newrelease.

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

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The Australian Bureau of Statistics have rolled out Lotus Notes v8 to its staff. The ABS hasover 3000 staff members.

South AustraSouth AustraSouth AustraSouth AustraSouth AustraSouth Australlllllian ian ian ian ian ian CCCCCClilililililieeeeeent nt nt nt nt nt

This customer migrated Notes client to V8.01 over a period of two weeks without any servicesassistance from external service providers. One person gave group training whilst a technicalperson upgraded their PC's to v8.01. Over 900 end users were upgraded. Client performed theupgrade using in-house technical staff. Information sourced from IBM Australia Ltd.

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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 AustraliaLtd.

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

SSSSSStttttteps to eps to eps to eps to eps to eps to UUUUUUpgrapgrapgrapgrapgrapgradededededede::::::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 regionalservers to complete within the allotted time. The 2nd server will also perform the role ofAdminP and SMTP routing, further freeing up the main hub for replication tasks. Theindexer task can also be turned off on this server as no databases are accesseddirectly 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 tomake 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 anaccurate assessment of how much disk space

Test ID Store - to allow ABC to develop support desk doco for the ID vault andunderstand its functionality

Plan for re-config of Syd mail server and hub servers with:

Channel 1 RAID 1: OS, Win Cache, LOG.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 tobest practices

Divide and upgrade Hubs to 8.5

Push out 8.5 directory design - required for the AdminP server and supported on R7servers

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 dictatestesting applications on Domino 8 before upgrading production application servers. Aspart of the planning discovery, the upgrade team should engage with the BusinessApplication Owners and collect information about the applications. Using thisinformation, 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%

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To maximise productivity gains, education on the new version is advised. IBM's MultimediaLibrary for Lotus contains more than 1,000 short video clips which will quickly teach ABC'semployees the essential skills they need to be successful with Lotus Notes. New employees willlearn key tasks, like archiving and calendaring, and seasoned employees will learn new featuresand productivity tips. “What’s New” tutorials teach valuable skills and benefits of new features.For helpdesk support, consultants can e-mail or provide an intranet link to these clips todemonstrate how to do a particular task. This saves helpdesk support time and provides abetter 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[Optional] Domino Applications[Optional] Domino Applications[Optional] Domino Applications[Optional] Domino Applications[Optional] Domino ApplicationsABC has a significant investment in Domino applications (xxx app, yyy app) that support corebusiness functions. These applications are conveniently accessible from within the Notesenvironment. Upgrading to Domino/Notes would enhance that accessibility and provide more

interoperability with advanced collaboration. Lotus Domino has a strong record of continuedcompatibility between versions without the necessity to rewrite applications. This upgrade willenable ABC to leverage new application development functionality available with Domino 8. Amove away from Lotus Notes would destroy this accessibility and reduce productivity. Anymove away from Lotus Notes would require a significant rewrite of existing Domino Applicationsand provide no increased functionality to ABC. Infact, it would increase the TCO as theseapplications would typically be harder and more complex to maintain.

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Short term fix to solve current and pending issues

ConsiConsiConsiConsiConsiConsiddddddeeeeeerrrrrrationsationsationsationsationsations:

No negotiation power. Only addresses a very limited component of ABC's future ITrequirements.


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

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No cost to upgrade/migrate


Does not address any of ABC's existing requirements.

New functionality (advanced collaboration) that ABC could use from an upgrade isunavailable, hence would need to spend money for new functionality

Expenses are increasing due to e-mail storage size expanding. At current rate, new storagewill be required by xx/xx/xx costing $xxx.

IT expenses will continue to climb

Current version user interface seen as antiquated compared to contemporary e-mail/calendaring software. Staff complain about lack of functionality to get things done.

[[[[[[OOOOOOppppppttttttiiiiiioooooonnnnnnaaaaaallllll SSSSSSeeeeeeccccccttttttiiiiiioooooonnnnnn]]]]]] OOOOOOppppppttttttiiiiiioooooonnnnnn 333333 –––––– MMMMMMiiiiiiggggggrrrrrraaaaaatttttteeeeee ttttttoooooo MMMMMMSSSSSS EEEEEExxxxxxcccccchhhhhhaaaaaannnnnnggggggeeeeee//////OOOOOOuuuuuuttttttllllllooooooooooookkkkkk


Contemporary user interface.

Improve staff morale


There is nothing to be gained by migrating to MS Exchange/Outlook when compared toupgrading to Lotus Notes 8.5 as the user interface of Lotus Notes 8.5 is customisable to be verysimilar in function and look as MS Outlook. Furthermore, Notes 8.5 provides increasedfunctionality 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. Multipleproducts would need to be acquired and maintained 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 thenew software meaning inexperience and potential productivity loss

Users share one data store (single point of failure), causing all users to be affected whenone user is affected

Recovery is time consuming

Some Facts:

Leading analysts (Gartner, Ovum, Ferris) all agree that the cost to migrate from one emailsystem to another ranges from USD$200-$300 per mailbox.

Our experience indicates that migration of collaboration applications costs a minimum oftwice as much as email.

The same analysts estimate Notes upgrade costs at just USD$50-75 per mailbox.

The difference in independently measured TCO between Exchange and Notes is .54 peruser, per month (Notes USD$153.16, Exchange USD$153.70)

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

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

What Exchange/Outlook clients are saying:

AutAutAutAutAutAutomomomomomomotive otive otive otive otive otive GGGGGGiant Ciant Ciant Ciant Ciant Ciant Contontontontontontiiiiiinentnentnentnentnentnentalalalalalal Chooses Chooses Chooses Chooses Chooses Chooses IIIIIIBMBMBMBMBMBM LotLotLotLotLotLotus us us us us us Software for USoftware for USoftware for USoftware for USoftware for USoftware for Uninininininiffffffiiiiiied Messaging ed Messaging ed Messaging ed Messaging ed Messaging ed Messaging andandandandandandCollaborationCollaborationCollaborationCollaborationCollaborationCollaboration

Over a four-month period, 40,000 Microsoft Outlook and Exchange software users weremoved to the IBM platform. Continental also decided to deploy IBM Lotus Quickr andSametime software as their collaboration and unified communications platform. Thereasons for choosing IBM over Microsoft included lower licensing and operating costs aswell as greater platform independence. Stuttgart 2Stuttgart 2Stuttgart 2Stuttgart 2Stuttgart 2Stuttgart 2ndndndndndnd April 2009 April 2009 April 2009 April 2009 April 2009 April 2009.

http://www-03.ibm.com/press/us/en/pressrelease/27136.wss

SuntSuntSuntSuntSuntSuntelelelelelel Ltd Ltd Ltd Ltd Ltd Ltd

"Moving to IBM Lotus Notes and Domino from Microsoft Exchange and Outlook reducedsoftware licensing costs by about 50%. " - Dr. Tariq Marikar, Director, ProductDevelopment & CIO, Suntel Ltd. 111111stststststst December 2008. December 2008. December 2008. December 2008. December 2008. December 2008.

http://www-01.ibm.com/software/success/cssdb.nsf/CS/CCLE-7LWTWV?OpenDocument&Site=wp&cty=en_us

Cost to migCost to migCost to migCost to migCost to migCost to migrrrrrrateateateateateate:

Estimates based on analysts put migration at between $xxx to $xxx.

Risk

Education

ConclConclConclConclConclConclusiusiusiusiusiusion: on: on: on: on: on:

Complete replacement of an existing e-mail infrastructure is not a value-added activity or a goodinvestment.

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[OPTIONAL] Lotus Notes calendaring is significantly richer in function when compared toOutlooks calendaring. Domino R8.5 has a switch to allow Lotus Notes calendaring to be'dumbed down' to support Outlook clients. This significantly improves interoperability betweenLotus Notes and Outlook users. For all intents and purposes within ABC, moving to a singlemail/calendaring program within the greater organisation would:

Be of no significant value to end users as the difference in functionality between Notes andOutlook specifically for e-mail and calendaring are marginal.

Have an impact on expense as migration and TCO based on ABC's requirements wouldfavour an Upgrade/Migration to Lotus Notes e-mail and collaboration. Having said that, adual e-mail/calendaring and collaboration strategy (provided good interoperability) wouldhave the lowest TCO as the 'benefit' of a single mail/calendaring strategy is negated by thecost to migrate

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

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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-

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Gartner's Matt Cain examines new cost-saving features of Domino (mainly 8.5) and how theystack up. Some really strong recommendations around taking advantage of Domino features todrive down costs, including DAOS, Domino Configuration Tuner, etc. Gartner also suggests thatcompanies look at their Notes/Domino topology and whether there are opportunities to cutoperational cost through redesign. We do this exercise regularly with customers and find thatthere are usually opportunities around consolidation of servers, bandwidth reduction, backupmanagement, and other factors.

Cain Cain Cain Cain Cain Cain useuseuseuseuseuses this some others this some others this some others this some others this some others this some other rerererererececececececently-publishently-publishently-publishently-publishently-publishently-publishedddddd reports to reports to reports to reports to reports to reports to lolololololoooooook atk atk atk atk atk at tttttthehehehehehe cost cost cost cost cost cost of premiseof premiseof premiseof premiseof premiseof premises-s-s-s-s-s-basebasebasebasebasebasedddddd ma ma ma ma ma maiiiiiil vs. l vs. l vs. l vs. l vs. l vs. SSSSSSaaaaaaaaaaaaSSSSSS//////clocloclocloclocloudududududud-based -based -based -based -based -based aaaaaapproaches.pproaches.pproaches.pproaches.pproaches.pproaches. I don't think the comparison is always applesto oranges (or even apples to carrots), since Domino is usually part of a larger collaborationimplementation and not just a commodity mail server. In these reports, Gartner recognizes thattoday, larger organizations continue to operate e-mail (only) more efficiently on-premise than asSaaS, and that there are many factors. Gartner go one important step further, though(emphasisemphasisemphasisemphasisemphasisemphasis mine):

We don't think premises-based Domino -- or, for that matter, premises-based Exchange -- can bedriven 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 genericservices. More complex needs for services such as encryption, compliance, aggressiveMore complex needs for services such as encryption, compliance, aggressiveMore complex needs for services such as encryption, compliance, aggressiveMore complex needs for services such as encryption, compliance, aggressiveMore complex needs for services such as encryption, compliance, aggressiveMore complex needs for services such as encryption, compliance, aggressiverecovery time objectives and content control will push prices up. Ownership costrecovery time objectives and content control will push prices up. Ownership costrecovery time objectives and content control will push prices up. Ownership costrecovery time objectives and content control will push prices up. Ownership costrecovery time objectives and content control will push prices up. Ownership costrecovery time objectives and content control will push prices up. Ownership costcalculations need to include all duties related to e-mail, including user management,calculations need to include all duties related to e-mail, including user management,calculations need to include all duties related to e-mail, including user management,calculations need to include all duties related to e-mail, including user management,calculations need to include all duties related to e-mail, including user management,calculations need to include all duties related to e-mail, including user management,training, help desk, bandwidth, security and compliance.training, help desk, bandwidth, security and compliance.training, help desk, bandwidth, security and compliance.training, help desk, bandwidth, security and compliance.training, help desk, bandwidth, security and compliance.training, help desk, bandwidth, security and compliance.

http://www.edbrill.com/ebrill/edbrill.nsf/dx/gartner-ibm-focuses-on-domino-cost-savings

Too often, I am hearing about competitive situations where the siren song of a fixed per-userper-month cost for cloud-based e-mail and calendar is luring IT management. Amazingly, insome cases the view is that a cloud-based service will completely off-load the IT organization'scosts and burdens associated with running e-mail. As Gartner says, there is more to the storythan the service cost from the cloud/SaaS provider.

The right answer for most organizations today is "it depends". The nice thing from the IBMperspective is we offer the right solution regardless. Notes/Domino offers a very low-cost on-premise 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 hostingmodel for Domino mail. And the LotusLive offerings announced at Lotusphere will expandfurther during 2009, with an e-mail only offering all the way through best-in-class cloud-basedcollaboration.

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

http://www.gartner.com/DisplayDocument?ref=g_search&id=901812

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ABC investment in Lotus Software continues to be sound. The following data from IBMindicates 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, July2008)

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 beenincreasing 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 significantfinancial 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 ofaround 18 months and demonstrates a consistent decrease in TCO.

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SuntSuntSuntSuntSuntSunteeeeeel l l l l l moves from Exchange/Outlook to Lotus Domino/Notes

http://money.cnn.com/news/newsfeeds/articles/marketwire/0471618.htm

Why?Why?Why?Why?Why?Why?

Reduced SW licensing costs by 50%

http://money.cnn.com/news/newsfeeds/articles/marketwire/0471618.htm

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

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Organizations have been unable to move Notes application business logic to our competitorsplatform resulting in continued Notes License & infrastructure cost customer examples includeAccenture 1st migration and #1 reference (6+ years), Proctor & Gamble, and Home Depot

Disruption toDisruption toDisruption toDisruption toDisruption toDisruption to end usersend usersend usersend usersend usersend users

Migrations create abrupt changes for customercustomercustomercustomercustomercustomer revenue generating business units.

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Messaging migrations and shifts to “Cloud” computing typically do not take these historicaldocuments into account. This may require a duplicate compliance environment for historicaldata.

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Capabilities may be different from current model.

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

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Limited to no integration/customization with existing on premise investments.

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Microsoft & other competitors offer only a pure Hosting model. A “one size fits all” may not bethe lowest cost model for customercustomercustomercustomercustomercustomer (Collaboration features, etc.)

InnovationInnovationInnovationInnovationInnovationInnovation

Microsoft’s strategy has been to take their existing on-premise collaboration software and makeit available as a set of online services unlike IBM's approach which was to create a socialcomputing paradigm based on Web 2.0.

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ABC will:

own, manage and be responsible for the upgrade process from concept to postimplementation

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 Business Case (this business case) and provide someanalysis and results of the benefits ABC may achieve

Provide a rudimentary guide to the upgrade actions required (and documented in thebusiness case)

Review Notes 8.5 upgrade plans

If IBM Software Services or an IBM Business Partner is engaged:

They will provide upgrade services at the request of ABC which may include just technicalsupport or deliver plans, upgrade tests, perform the actual upgrade of all servers andclients.

Typical Upgrade DuratTypical Upgrade DuratTypical Upgrade DuratTypical Upgrade DuratTypical Upgrade DuratTypical Upgrade Duratiiiiiionononononon

Whilst IBM cannot state upgrade times (due to the wide variety of client configurations), we canreport that:

One South Australian client with 900 users upgraded their Notes clients to 8.01 in 2 week(including training and physical visits to desktops). They did this with two people internallywithout external assistance. Their upgrade was later checked with an IBM Business Partnerwho confirmed they had performed their upgrade correctly.

16134350 business case to upgrade to notes domino v85

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