Lessons LearnedAD & Exchange Migration

LATAM IT Meeting in Vina del Mar

Oct 26-28, 2010

2

AD & Exchange Migration Program

Objective/ Purpose of the ProgramThe primary purpose is to build out the Active Directory for LATAM Countries based on the Active Directory design that was completed and approved by Global IT. This program also standardize email platform in LATAM to Outlook 2007 and uses the EPO solution in RDC in Panama Projects:

Brinks Panama and EPago DoneBrinks Venezuela Jul 2010 JAN 2011Brinks Chile Aug 2010 JAN 2011Brinks Colombia Nov 2010 Pilot MAR 2011Brinks Argentina Dec 2010 PlanningBrinks Peru 2011Brinks Brazil, Bolivia 2011

Expected Outcome• Take advantage of the hardware infrastructure in the Regional

Data Center to lower costs. • Improved performance • Improved Mobile Device support • Share Outlook Calendar

Risks & ConcernsTech Resources limitations in countries with knowledge and timeTechnical inventory is not available and needs to be updatedCountries can not move forward, they have other prioritiesFailure with the MPLS is high risk. Contingency DC is required to assure business services.

Program Costs: (2010)

LATAM Expenses:10/1/2010 Licenses Quest for Exchange to Exchange US$24,4009/27/2010 50 Blackberry Enterprise CAL $3,122.759/14/2010 VNZL Consein Payment 50% uS$9,1009/30/2010 CHI Intergrupo Payment 40% Payment - US$7,584.00

PM in Charge: Wanda PinzonDate: 10/15/2010

Imperative

Project TypeDelayed

Issues During Month/QuarterFinish Venezuela, follow up on Chile and Colombia‘s progress. Finish detailed planning for Argentina. Train a new technician to have more LATAM resources availableGet quotes for the rest of the countries from contractors

Solutions Delivery

Support & Run

#

Country % Travel Licenses Brinks Labour

Local Consultans

Total

1 Argentina 5% $ 9,297 $ 49,439 $ 14,580 $ 17,390 $ 90,706

2 Bolivia 0% $ 5,611 $ 20,426 $ 15,360 $ 20,000 $ 61,398

3 Brazil 0% $ 7,750 $ 161,639 $ 15,360 $ 50,000 $ 234,748

4 Chile 45% $ 9,105 $ 79,772 $ 14,580 $ 18,960 $ 122,417

5 Colombia 15% $ 8,440 $ 150,847 $ 14,160 $ 40,300 $ 213,747

6 Epago 100% $ 80,000

8 Panama 100% $ 96,000

9 Peru 0% $ 7,750 $ 79,490 $ 15,360 $ 51,820 $ 154,420

10 Venezuela 70% $ 9,363 $ 125,701 $ 14,580 $ 27,053 $ 176,697

Total 37% $ 57,316 $ 667,314 $ 103,980 $ 225,523 $ 1,230,132

LATAM AD & Exchange -Project TimelinesQ3

2009Q4

2009Q1

2010Q2

2010Q3

2010Q4

2010Q1

2011Q2

2011Q3

2011

- Panama

- Venezuela

- Chile

- Bolivia

- Argentina

- Brazil

3

- Peru

- Colombia

- ePago

- Venezuela

- Chile

- Bolivia

- Argentina

- Brazil

- Colombia

- Peru

- ePago

Latam ResourcesLatam Resources + ContractorActual

- Venezuela

- ePago

- Chile

- Peru

- Colombia

- Brazil

- Bolivia

- Argentina

4

Review and Prepare Domain Controllers (DC)

At least 2 months before project start the Country should assess the status of their Domain Controllers (to be compared with Global standards), below minimum specifications:

1 Windows server 2008 std 4GB RAM, 2 x 146GB disk RAID 1 for OS, 1 proc of 4 cores, or 2 proc of 2 cores, to be the DC, DHCP, DNS and WINS.

If the current DC server of each site doesn’t support virtualization, then we must consider upgrading or even replacing the server before starting the project.

Get Quotes from Local ProvidersA local provider helps migration team, lower implementation time.

To get a proposal we need to send the providers:Total of mailboxes and users per locationBandwidth of the locationServers per location

Participate in local providers interviews, technical evaluation calls and knowing the migration methodology

Company Location City State Conection BW (Kbps) SubnetUsers AD or Workgroup

Nro usuarios (Domain only)

Lotus Notes users

Brinks Antioquia ARMENIA Antioquia Domain Controler 200 10.64.36.50/24 13 13 8

Brinks Norte BARRANQUILLA Cundinamarca Domain Controler 300 10.64.41.50/24 66 66 40

Brinks Centro BOGOTA-CALLE19 Cundinamarca Domain Controler 6M 10.64.19.50/24 830

Brinks Centro BOGOTA-CALLE23 Cundinamarca Domain Controler 15M 10.64.26.50/24 0

Brinks Centro BOGOTA-TELMEX Cundinamarca Domain Controler 20M 10.64.7.50/24 0

Brinks Antioquia BUCARAMANGA Antioquia Domain Controler 300 10.64.39.50/24 40 40 20

Brinks Valle CALI Valle Domain Controler 600 10.64.30.50/24 105 105 52

Brinks Norte CARTAGENA Norte Domain Controler 300 10.64.42.50/24 43 43 15

Brinks Antioquia CUCUTA Antioquia Domain Controler 128 10.64.38.50/24 16 16 10

830 390

Define a Project Team(Example)

Project ManagerW. Pinzon

SPP TI Infrastructure Management

Morán

IT Infrastructure team:J. Rodríguez

R. Abogado

Z. Córdova

J. Pérez

M. Fernández

R. Malpa

R. Machado

A. López

M. Peña

Consein implementation

team

SPP TI Management

M. Gil

Brinks Technical LeaderL. Bell

Assign full time local IT resources1st Level SupportTo notify users when they are going to be migratedTo configure and help usersTo migrate BB

To install and configure Quest toolsTo do the pilotTo do the migration of AD and Exchange

To define users migration listsTo notify problems to PM

To solve problems related to Global InfrastructureTo prepare servers To monitor the Contractor

To make important decisionsTo monitor the project

To report progress and asses risksTo keep the project progressing as planned

7

Review Project Budget and Costs• Licenses are provided by the Region• Training costs are covered by the Country• Depending on the consultancy, Region and Country will share the

expenses AD&EXCHANGE MIGRATION FOR BOLIVIA

Costs# Detail Quantity Days Unit Cost Total Allocated to

1 Travel expensesAirfare Larry Bell 1 $1,538.34 $1,538.34 RegionAirfare Wanda Pinzon (shared) 1 $513.06 $513.06 RegionAirfare Juan Carlos Lopez (shared) 1 $500.00 $500.00 RegionHotel 18 $120.00 $2,160.00 RegionFood and Transportation 18 $50.00 $900.00 Region

2 Hardware and Software Quantity Unit Cost TotalQuest licenses for AD 183 $9.75 $1,784.25 GlobalQuest licenses for Exchange 161 $9.75 $1,569.75 CountryBES licenses 9 $53.00 $477.00 GlobalOutlook licenses + SW Assurance 161 $101.40 $16,325.40 GlobalSCOM license $709.00 $0.00 GlobalSCCM agent licenses $12.36 $0.00 GlobalWebex connect licenses 10 $27.00 $270.00 Global

3 Other $0.00

Review ROI excel to agree on costs

8

Review the Policies

Examples:Up to 120 days of email will be migratedMailboxes up to 200MB for users and 300MB for managers can be migrated with Quest easier and without problemsGeneric mailboxes and distribution list groupsEmail users rights, example: to send/receive emails from non Brink’sa

9

Review the Policies

Examples:Up to 120 days of email will be migratedMailboxes up to 200MB for users and 300MB for managers can be migrated with Quest easier and without problemsGeneric mailboxes and distribution list groupsEmail user rights, example: to send/receive emails from non Brink’s domains, Internet access, etc.

10

Blackberrys (BB)

Change current BIS plan to BES for all BBsOnly Brink’s owned BBs are includedDo backups of BB info prior to migrationAssure you have internal or local knowledge in the BB’s migration procedure.

11

Prepare for the Pilot

Define users that will participate in the pilot: Range of 15- 30 IT users, include regional coordinators and at least one Blackberry.Agree on pilot dates (+/- 2 weeks). Region personnel and contractor will be onsite.Review SLA draft for AD & Exchange

Ask for Service Now accounts for Country Help Desk and Webex Connect accountsAsk for OWA users

12

Plan and Budget Training

Evaluate if you need local training or support (outlook)Get local providers quotes and to be budget approved by GMReview Outlook PDF Quick Guides and training material prepared by country (VNZLA)

13

Migration PlanPrepare and agree with Region a detailed migration plan indicating dates, users and locations:

Example 3 days a week, MON, WED, FRI, 25 users each dayIndicate users that will go in each batch. Coordinate with user training if required

Agree on a Communications PlanDefine the email to communicate migration to usersExample of Communications Plan for Migration:

Día de Migración 8:00am CST, INTERGRUPO envía el email confirmando los que serán migrados ese día dirigido a Enrique con copia a Wanda, Larry, Juan, Víctor Méndez. Día de Migración 9:00am CST Wanda enviar correo a HELP DESK (IT LATAM) para registrar blackberries en BES y comunicarle al HELP DESK CHILE que están creados y cuáles son las clavesDía de Migración 12:00pm SCL, Mandar el correo a los usuarios que serán migrados esa noche. Noche de la Migración 8:00pm CST. INTERGRUPO enviara un correo comunicando los resultados.Día Siguiente a la Migración 8:30am – 9:30am SCL. Pruebas de correo localmente en Chile para ver si rebotan o tienen problemas. 9:30 am – 5:00pm SCL. Juan migra Blackberrys y contacta al HELP DESK para interconectarlos al BESDía Siguiente 12:00pm SCL. Juan enviara un correo detallando problemas. Día Siguiente 2:00pm CST Revisar problemas y detectar soluciones, Carlos y Larry revisaran temas pendientes.

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Participate in the Project• Assure that you assign local IT resources with enough time

and knowledge required• Attend weekly meetings and report issues timely• Maintain an adequate level of expectations from business

areas:Migration process is not perfect, and projects always have issues and risksViruses, bandwidth, status of servers, workstations, and many other issues affects project

• Decision making is key when having problems

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Others• Address book synchronization• Address book filtering• In our case we need to have by default countries’ language• Agenda synchronization (Microsoft Transporter Suite)• Defined rules regarding users with the same name

Questions?