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Exchange Migration Best Practices Process, Planning, and Success Using Priasoft’s Migration Suite for Exchange 09/19/2014 Eriq Vanbibber – CTO, Priasoft.

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Presentation on theme: "Exchange Migration Best Practices Process, Planning, and Success Using Priasoft’s Migration Suite for Exchange 09/19/2014 Eriq Vanbibber – CTO, Priasoft."— Presentation transcript:

1 Exchange Migration Best Practices Process, Planning, and Success Using Priasoft’s Migration Suite for Exchange 09/19/2014 Eriq Vanbibber – CTO, Priasoft Inc.

2 Introduction  Presenter - Eriq VanBibber – Expert in automation – Expert in.NET – Expert in MAPI and COM – Long history of Enterprise consulting and IT management/architecture  Developer of Exchange Migration Software and Solutions since 1999 – Focused 100% on Microsoft exchange migration space – Enterprise, Government, SMB – Over 5 million mailboxes / public folders and thousands of customers migrated to date  Product suite capable of migrating to / from all versions of Exchange 5.5, 2003, 2007, 2010, 2013 and Office 365 (in Beta)

3 Assumptions – Attendees have varying levels of MS Exchange experience Experience types: – Architect – Manager/Admin – End user – Outlook / OWA – Some attendees have prior migration experience Experience could be – Designed – Managed – Executed – Lived thru a migration as an end user – Attendees are attending this conference in order to learn how to achieve the BEST success for an upcoming migration – Some attendees have technical experience across these areas: Exchange Windows Networking File system Windows Security Active Directory – Some attendees have non-technical experience across these areas: Project Management Process Development Help Desk Management

4 Architecting Success – Current State  Current migration plan/process – Success criteria Does this exist? If not, should it? Technical success vs. Business success vs Project success – Simple outline of desired/expected migration process today What is the starting point of the current plan? What event(s) have the most affect on success? When is it complete? – Highlights of important or challenging aspects Compressed timeline Highly distributed environment Large amounts of data - size/items Unique accounts or objects – e.g. help desk applications Source/Target owner interaction

5 Architecting Success – Influencers  Corporate Communication – Word-smithing – Consistent messaging – Avoid “scary” words Big Bang, Cutover Try: Single-Event migration, Switch-over – Simple information when delivered to everyone – Detailed information sent only to department leaders  Help Desk – Will receive most first calls – Must use same messaging a Corp. Communication – Should attempt to have ready responses to questions or issues “I don’t know” or “We’ll get back to you” increases anxiety of users – Response to unresolved issues – Multiple Help Desks (common with acquisitions)

6 Architecting Success – Process  Current migration plan/design  Priasoft’s typical process vs. current ideas – AD migration – Do or do not? Now or Later? – Coexistence vs. ‘big bang’ – Pre-load vs. backfill – Pre-stage vs. sync – Complex vs. simple  Process is Not tech heavy  Identify gaps and possible concerns – MAC (Move/Add/Change) process(es) before, during, and after migration – Compliance – direct and indirect – Help Desk – High security influence – Minimum requirements for use End user clients Business rules SLAs

7 Architecting Success – Scheduling  Requirements – Contractual – Agency – Migration team  Cascaded dependency – e.g. network cutoffs, scheduled outages  Blackout dates  Approved time windows and impact if exceeded  Control and influence – Who really owns the schedule? (The migration team, not the department/business unit) – Users can impact schedule – Departments and dependencies can impact – Expectations – Repercussions of missed dates  Approval and CYA  Exception handling  Metrics, metrics, metrics!

8 Architecting Success – DryRun  What is it? – A migration of objects using the exact same process and tools that would be used during the production migration – Does not interrupt or interfere with operations – Does not make changes to the source environment  What is the purpose? – Identification of problems that would have otherwise been seen during production. – Identification of gaps in the current migration process – Validation of environmental changes – Metrics – how long, how fast  What does it deliver? – A guarantee – when you get 100% success of the DryRun, you know that the production migration will succeed. – No-slip scheduling – you know how long the migration will take and can schedule appropriately – Confidence – for the migration team, end users, and stakeholders

9 Architecting Success – DryRun  How to approach? – Have to know purpose first. Each purpose has different caveats – Balance between critical value and effort needed  Order? – Functional Tests: Can I migrate? – Performance Tests: How much can I migrate? – Fidelity Tests: What issues will I find? – Metric Tests: How long does it take to migrate?  Important variables – External influencers still exist and can skew results – Time windows and environment load still apply – Time between dry-run and production run – Difference between dry-run of all mailboxes versus a portion

10 Migration Components  Accounts/Users – Categorization – VIP, Simple, Power-user, Webmail user, application accounts, shared mailboxes, resource mailboxes, multiple-mailbox accounts, dependent accounts – Ambiguity and misinterpretation – Expectations and Perceptions – Interface types – Outlook, OWA, etc.. – Communication  Contacts – Categorization – Simple Forward, Local Org representation of remote user, utility/application, other – Ambiguity – within the topic of contacts and between contacts and users/DLs – Expectations and Perceptions – Header rewrites – Edge/gateway dependency

11 Migration Components  Distribution Lists – UDG vs. USG – DLs are actually AD Groups Contains many types: Contacts, Users, Groups, PFs Objects must exist in order to re-add – USGs can be use to secure Exchange Objects like PFs – Should migrate holistically – Changes during and after migrated  Public Folders – Often controlled access by DLs – PFs attributes: items, rules, email addresses, permissions – Each mail-enabled PF has corresponding AD object – Changes during and after migrated – Access to PF data is determined by Exchange Database setting – Folder structure is replicated by default; content can be on specific server(s)

12 Migration Components  Outlook Profiles – Cross Forest versus same Forest – Multiple profiles – Secondary Mailboxes – Group Policies – AutoDiscover Issues – Deployment – Help Desk responses

13 Migration – Technical Influencers  Mail flow – Edge/gateway routing – Namespace mangling – Expectations/perceptions pre and post migration – Control and ownership – External impact (partners, suppliers, customers, etc.) of namespace changes  Network Analysis – Line speeds and types – mpls, vpn, burst vs sustained, etc. – Latency – impact, mitigation, and planning – Auto-Auto – Jumbo Frames – Firewalls – Load Balancers / High Availability Designs – IPv6 – Enable or disable? – Certificates

14 Migration – Technical Influencers  Storage Architecture – Impact based on type SAN – implementation design and impact Local – SaS, SCSI, SATA, etc. – Utilization Dedicated Shared – Isolated Shared – fully shared – Read/write queue metrics  Directory Replication, Synchronization – Existing DirSync solutions, if any – Priasoft’s Collaboration Suite – Scope, overlap, and conflicts – Post migration necessity – Changes and considerations during migration “period” – Coexistence support – ADFS, Availability Service, etc.

15 Migration – Performance Influencers  Virus Scanners – On access vs. gateway – Item age impact – Benefit of dry-run  Backups – Exchange backups – Backups of other systems that use same disk system as Exchange  Archiving  DAGs and Clusters – Circular logging  Network, VPNs, and Firewalls  Throttling Policies  Users – User initiated (not requested) ‘clean up’ – creates trans logs – Mass changes to source items affects backfill cutoff date (modified date) – Very large mailboxes (item count) – migration duration for batch is at least as long as the largest mailbox  Migration workstation/server – Physical placement considerations – Concurrency and read/write queue exhaustion – CPU and RAM considerations – NIC configurations, including virtual to physical mapping – Virtual Machines vs Physical Machines

16 Technologies and Requirements  Requirements – Local computer – OS, specs, etc. – Environmental – No Firewalls, no wireless, etc. – Permissions – AD/LDAP, local machine, and exchange data  Technologies used – LDAP – MAPI – HTTP – PowerShell – Name resolution DNS, WINS, hosts, lmhosts, etc User PCs and Migration Workstation – MS-RPC  Domains, Forests, GCs vs DCs, etc. – AD Sites and Replication  Trusts vs. not

17 Topology Exchange 2007 or earlier using Windows Trust

18 Topology Exchange 2010 or Untrusted Source

19 Lab work, Reporting, and Troubleshooting  Troubleshooting and support – Domain Policies – Workstation and User in relation to migration computer – IPV6 – Permissions – Typical issues and identification – Distinguishing process vs technical issues – Where/what to analyze – Flags and overrides  Reporting – Requirements Contractual (typically for 3 rd party consultants) Customer driven Smart/CYA – Where to find – How to get if not exactly available – Identification of data that requires scripting or non-core tools.

20 Most Common Issues  Permissions – Rights to logon to mailboxes change …because of Domain Policy change …because ‘MAPI’ account added to additional group(s) …because account disabled/locked out  Name resolution – Changes to DNS – Changes to WINS – Changes to IP configuration – perhaps by Domain Policy  Mailbox Limits  Throttling Policies  Source or Target mailbox moved to different server before migration completed  AD user account deleted or moved after migration started  Outlook Profile Update did not run

21 Review and Migration Plan  Review and Q&A – Listing of new tasks identified thus far – Clarification of ideas – Ordering of above by time/priority  Outline of revised migration plan ①Discovery ②Outlook Client Updater – deployment – User acceptance and confidence of ‘new change’ – Assurance that automation process is working – Optional collection of mailbox size info ③User account staging – ADMT – Priasoft Pre-staging Tools – Scripted ④Distribution List Migration – if not handled by Pre-Staging efforts ⑤Dry-Run ①Performance Tuning ②Fidelity Checks ③Duration and Metrics ④Issue resolution ⑤Dry-run of resolved items or new dry-run if major environment change ⑥Public Folder Migration ①Performance and duration calculations ②Production migration ⑦Production Scheduling ⑧Pre-migration tasks – gateway suspension, MAC suspension ⑨Mailbox Migration ⑩Public Folder migration of any updated/new items 11Post-migration tasks – MX record switch, gateway resumption, new MAC process 12Outlook Client Updater – execution

22 Questions / QA? Thank You!

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