IBM Lotus Notes Client Management and MarvelClient

Client Management and MarvelClient ... or how to start reducing the TCO of your IBM Lotus Notes clients

© 2007 - 2012 panagenda

MarvelClient and IBM Lotus Notes Client Management 2

panagenda solutions make IT efficient while lowering TCO

•Analyze, optimize and control your servers, clients and applications.


32 partners Worldwide, Serving Clients in Over 70 countries

PAN-MarvelClient-PF-100222.pptx 4

The IBM Lotus Notes Client Inventory and Management Challenge


The Client Management Challenge

IBM Lotus Notes client management doesn’t start now, it started years ago• Clients have been upgraded 3 times since then

• Install directory and client type changes• Shared workstations vs single client installs

• Outdated or wrong templates, id’s etc

Meanwhile, new apps got rolled out and decommissioned• Icons and bookmarks were added – but probably never REmoved

• Local replicas got created, abandoned, re-created – but probably never Removed

• Mapped drives, outside the data directory, inside the data directory

Meanwhile, servers and users changed • Consolidations and name changes leave orphaned client pointers

• Name changes and moves leave wrong location and connection docs

• The impact of a wrong catalog.nsf or homer server are tremendous


The Impact of Notes 8.x

17‘000 files in Notes Program directory in 1‘800 subdirectories• 7‘500 (largely undocumented) .properties files• 1‘500 jar files• 1‘200 HTML files

3‘000 files in Notes Data\workspace directory in 2‘400 subdirectories, out of which 1‘850 are empty• 900 (largely undocumented) XML files• 100+ (largely undocumented) properties files

In total, that is• 20‘000 files in 4‘600 subdirectories• 8‘500+ largely undocumented files• Many (many many) subdirectories are plain empty, especially in Data\workspace• ... and around 100 NSFs/NTF‘s• ... and the good old notes.ini file


Add to that over 80 Preference Dialogs

Each menu has 15 setting on average for a total of 12‘000 settings!• In your local address book• In your notes.ini• In your XML files7‘500

Which does not include any plugins,

widgets, addons, that you or your users may have added to the Notes client install.


Policies depend on an already functioning/setup client • In my experience less than 75% of users actually receive policies

They don’t provide you with an inventory before making changes• Client Management “in the dark”

They don’t truly adapt to your users’ unique situation• LAN vs VPN, Citrix user, function outside the data directory

They aren’t predictable• Can happen anytime.... or not...

Most settings cannot be UNset once set• Think about it...

They typically cannot repeat actions• So if the user breaks something it’s broken until they call for help

The Policy Challenge


The Value of Transparency


Transparency = Foundation of a Healthy Notes Environment

What is out there• Client types, HW details, release version, available disk space, where links are pointing to, list of

databases, all existing replicas, memory present, configuration details, etc...

The difference between what was expected and what actually is • Never requires guesswork, always shows up-to-date client inventory at all

Opportunities for improvements • Reduce managed storage by deleting 40% of outdated local databases and templates• Upgrade ODS for a client performance boost

How (non)healthy the client infrastructure is • what needs to be fixed orstandardized

Icons, bookmarks etc that users have • Typically shows that Notes is used much more than previously assumed (often prevents

migration to Microsoft),


Sample views for enhanced transparency (1/4)

see panagenda MarvelClient Analyze database for further views and details

„Our corporate standard install is 8.5.1 FP2. We had no idea about all the different versions out there“ - MarvelClient customer

Client types

Install types(note: Basic vs.

Std. Warning category)


Sample views for transparency (2/4)

Deployment consistency(inconsistency and non-genericness of typical

SW deployment projects is a huge challenge for upgrades)

Client startup times performance monitoring

(includes deep divingpossibilities)

Network latency



Who has which desktop icons and what servers do theypoint to? consolidation and configuration monitoring

Do users have databases outside of Notes data directory?

(and if so, which) Archiving, compliance,

security, control



ODS monitoring example Notes 7 and 8 clients with bookmark.nsf ODS 41 ...

• More view examples: Which databases inherit the design from which template Which databases claim to be which templates Size spreading of databases Detailed and total size of all databases per user Notes.ini settings Notes.ini preferences „deciphered“ ECL Analysis ID file monitoring (activation, expiry, key issuer, ...) All Locations and Connections - even those pointing

to an IP rather than a hostname CPU, memory, disk space, hardware present and used,

SW, potentially also processes


The “Fixing and Standardizing” Challenge


Fixing and Standardizing existing deployments

• Without transparency, it‘s virtually impossible to fix and standardize

You can‘t predict the outcome of any sweeping changes/fixes

You don‘t know what‘s out there

You don‘t know how well your deployed changes are working

You don‘t know „what‘s left“ to do

You don‘t know how well you‘re doing (can‘t prove reasons/success to upper management)

• Fixing and Standardizing can mean many different things

One time changes such as adding a variable to the notes.ini

Enforced configurations such as local replicas for mail, or unchangable location documents

Roaming: standard configuration across multiple devices, done intelligently

Comprehensive, flexible, consistent, predictable control over many different things, such as:

Icons, bookmarks, replicas, replicator pages, locations, connections, toolbars, notes.ini, „Eclipse“/plugins/widgets, etc.


Standardizing

Yes, we know “comprehensive, flexible, consistent, predictable“ is a lot in one sentence!

However, all four are required for properclient management:

• Comprehensive - to accomodate users installs and situations of all types

• Flexible – to accomodate different types of users, traveling on VPN, using Citrix etc

• Consistent – fixing a problem once is great but preventing the issue entirely is even better

• Predictable – to ensure intended changes are taking place while knowing when that will happen


Fixing

• In most cases, fixing is just another word for: Lack of transparency and standardization Desperate symptom fighting

„We don‘t know what‘s wrong, let‘s re-image Notes“

Second most expensive form of client management = help on demand1000 similar problems remain 1000 support calls

persistent standardization significantly reduces number of individual fixes/ number of help desk incidents

Most expensive = do nothing

In short, fixing is not a way to manage or control IBM Lotus Notes clients but merely a one time change applied to users


Consolidations, Upgrades, Recertifications, Mergers etc

• Server consolidations: fewer servers = less cost • Upgrading hard- and software and ODS on servers = gaining efficiency• Leveraging new features by upgrading • Recertifying domains, mergers and server expansions• Load balancing and clustering servers = gaining efficiency and reliability

• During such projects, companies often face huge challenges on the client side How do you repoint user links to new servers while being able to turn off old server immediately? How do you re-point replicator page entries or history to new servers? How do you prevent cutoff date problems with existing local replicas? How do upgrade inconsistent environments in which I can‘t predict what a change may cause? How do you upgrade all local databases without impacting my bandwidth SAN/NAS? How many help desk calls can be expected during such projects? How do you prevent them? How do you ensure best possible client performance and implement maintenance?


The Notes Client Management Problem

Helpdesk-centric client Notes management merely reduces the time spent per helpdesk call. MarvelClient solves the root of problems, reducing the number of helpdesk calls AND TCO.

Classic Helpdesk client management only offers one-by-one management 1,000 helpdesk calls remain 1,000 management

incidents Repeated efforts lead to limited, over time

decreasing benefits

=> Only reduces timespent on each helpdesk call

Audit Configure Benefit

Time

Audit Configure Benefit

Time

panagenda MarvelClient transparently resolves client issues and prevents them All actions can be permanently enforced Benefits increase over time and can reduce

helpdesk calls by over 80% Provides Admin flexibility to

move/upgrade/rename servers/domain as they see fit

=> Reduces number of helpdesk calls AND time

Work / Effort

Work / Effort


Introducing MarvelClient


Architecture Overview

Single .dll or .so or .dylib deployed via built-in mail function,

mail post-open script, Altiris, SMS, ZENWorks etc

Two Notes.ini entriesEXTMGR_ADDINS=mc.dllMC_DB=%notes_homeserver%!!

panagenda/config.nsf


MarvelClients’ 7 Modules Deesigned to Reduce Lotus Notes TCO

... typically leading to payback periods of only 2-6 months. Simultaneoulsy, MarvelClient improves the end user experience, resulting in a higher level of user satisfaction with Lotus Notes.

Module Function Benefit

Analyze Gaining Insight into your Notes client infrastructure Inventory of current issues, impact assessment for new projects

Migrate Mass Changes for consolidations, cleanup, mergers Automatically redirects all client pointers

Manage Client configuration and Eclipse management Up to 80% fewer helpdesk calls

Realtime Intelligent server connectivity for travelling users, Citrix users and consolidated environments

Increased end user satisfaction with „Notes just works“

Roaming Full client roaming with 90% less data requirement 80-90% smaller client profiles80-90% less network & server load

Upgrade „Throttled“ package deployment and automated client upgrade, including of components

Touchless and intelligent upgrades while also standardizing client installs

Zip/UnzipFile Blocking

Automatic attachment compression and file blocking 25% smaller mail files40% less network load


For the first time, organizations can see how and where Notes client are installed, who doesn’t have the latest hotfix, or who is not standardized, all without a single desktop visit.

MarvelClient Analyze collects over 200 configuration points from all Notes clients, occasionally used non-work PC’s, Citrix users, floating laptops etc.

The result is a powerful knowledge in a single database, essential to resolving support issues, performance problems and potential security risks.

Know who has which icons, bookmarks or replicator entries pointing to servers that were turned off years ago. Spot long startup times or users with outdated location. Identify who has un-encrypted and outdated databases on a public network share, outside the Notes data directory.

Module 1: ANALYZE – Finally, Transparency over the Notes Client

See Notes client machine configuration, spot problems, predict the impact of planned projects and identify client performance issues.


Module 2: MIGRATE – Mass Changes Made Easy

•Recertifying, renaming, moving or consolidating servers and/or single databases have a massive effect on Notes clients. With no native tools available to cope, companies end up with many support calls, unhappy end users and an unnecessarily high TCO of IBM Lotus Notes.

Example of a SMALL environment: 1‘000 Mailfiles, 500 application replicas1,500 moves to 1,000 users = 1,500,000 change instructions (including delegates)

Large Example: 100,000 Mailfiles, 50.000 replicas150,000 * 100,000 = 15,000,000,000 (billion!) change instructions

► MarvelClient Migrate can transparently process 10‘000 instructions per second while preventing support calls!

Typical MIGRATE ProjectTypical MIGRATE Project Most Common Request for MIGRATEMost Common Request for MIGRATE

Consolidating Servers

Cleanup of existing, outdated client info

Re-certifying users or servers

Domain mergers


Module 3: MANAGE – Total Control to Fix AND lock down Notes

Define “the perfect Notes client” for any user group, hardware type, Notes version, geography, department etc and then automatically setup and enforce that configuration without costly and error prone manual setup

Makes touchless new client setups fast, automated and easy

Automatically configure Eclipse plug-ins, widgets, location and connection documents, notes.ini settings, local replicas, bookmarks, preferences, profile docs, signatures, dictionaries, full text indexes, ECLs, toolbars and more

Since all MarvelClient actions can be set to execute once, a __ number of times or persistently, not only are Notes clients deployed perfectly, they remain perfectly configured , 365 days a year

Over 80% support call reduction is easily achieves as help desk calls are prevented entirely

Our cleanup feature identifies local duplicate replicas, outdated unencrypted data, rogue local archives and other security threats

Take control of your environment by removing or moving data or just disabling security threats

Manage ID files in a reliable and secure way with our “ID Vault” like storage facility

ID files, certificates etc are transparently uploaded, downloaded and unlocked as needed


Module 4: REALTIME – Dynamically Redirect & Restrict Based on Conditions

FunctionsFunctions Optimal Server ConnectivityOptimal Server Connectivity

Back-up

MarvelClient Realtime ensures that mobile users always connect to the best available servers. Perfect for Citrix, Realtime also restricts and prevents local database creation and/or deletion.

• Optimal server connectivity by automatic and dynamic redirection of all client pointers to appropriate servers

• Differentiates between LAN, WAN, VPN; works on the fly without Notes client restart

• Redirects icons, bookmarks, location and connection documents, replicator entries based on geography, connectivity or any other condition.

• Dynamic restriction of database creation or deletion

• Reliable prevention of harmfull actions

Locations of a mobile Notes user during travels

Locations of company servers

Without REALTIME, Notes automatically connects the the user to his home server, no matter how disadvantages this may be for the connection speed.

With REALTIME, mobile users are automatically connected/redirected to the right servers to optimize connection speed.


Module 5: ROAMING – Bandwidth Friendly Notes Backup, Restore, Roaming

Back-up

Just 2 MB network storage needed or up to 4 MB including Eclipse settings

One-step upgrades by roaming data from (for example) Notes 6 single-user into Notes 8.5.2 multi-user clients

Fast and comprehensive client backup during Notes shutdown

Issue new machines with the appropriate client data

Save up to 95% network traffic and disk storage while roaming from Notes to Citrix, Notes to Notes or just within Citrix

Makes Notes clients with data directory on network drives efficient and manageable

Network independent while the Notes client is running

MarvelClient Roaming grants true admin flexibility while efficiently moving data end users depend on.


Module 6: UPGRADE – Reliably Upgrade, Patch or Standardize

Back-up

Our configurable SmartFile Downloader ensures upgrade packages are deployed in a network friendly “throttled” way, over time

Transparently deploy Notes client versions, embedded Sametime versions, eclipse components, new features such as Connections, hot fixes, language packs, templates etc

When software packages are locally available, end users are asked to upgrade and offered to delay, similar to the IBM SmartUpgrade interface

Unlike traditional Windows login scripts, SMS, ZENWorks, Altiris etc, MarvelClient Upgrade is Notes aware and can move, change and standardize Notes client installs as part of any upgrade

Works hand in hand with our Roaming module to fix and standardize Notes install locations and types


Module 7: ZIP/UNZIP – Save 40% Disk Space on Top of DAOS

MarvelClient Zip/Unzip reduces storage and network costs without end user effort.

•Automatic compression when attaching files leads to: Average compression = 30 - 40% Reduces Mailfile-sizes by 20 -

30% Reduces DAOS footprint by 30 - 40%

•Automatic decompression when detaching, viewing and editing files •means there is no end user training or effort required.

•Drag & Drop support and standard Zip-compatible


Module 7: ATTACHMENT BLOCKING – Intelligent and Efficient File Handling

MarvelClient Attachment Blocking ensures that files are blocked BEFORE entering the network, thus saving both network traffic and storage cost.

•More than 100 digital „fingerprints“ allow for tamperproof file blocking

Fingerprints include files of typecad, avi, mp3, mpeg, exe, dll, id, nsf, ...

Users cannot bypass blockingby simply renaming an .exe file to .txt

•Block files directly on clients before they‘re sent to the server to be rejected by the firewall

•Saves 100% disk-space and network traffic for each attachment blocked

InternalSendersInternalSenders NetworkNetwork

Internal & ExternalRecipients

Internal & ExternalRecipients

Blocked attachments never even reach the network or

servers

Rules for blocking can be fully customized by• Sender• file content pattern• file name pattern• file size• ...• or any combination of these criteria

Attachment Blocking


MarvelClient in Summary


MarvelClient Benefits

MarvelClient saves up to 90% of time for common administration tasks, reduces storage and network costs by 20-50% year after year, reduces project cycles for upgrades, consolidations - and much more

Examples: • Setting up new

employees• Change of department• Deleting databases• Recovering databases• Distribution of new data

bases

AdministrationEffort

• Migrations

• Upgrades

• Consolidations

• Re-certifications

• Mergers

Project Duration and Effort

- 80-90%

- 50-70%

• „Self Healing“ clients

• Willingness to invest in Notes further

• Less down time and frustration

• Up to 70% faster Notes startup times

End UserExperience

+ +

+

• Automatic attachment compression

• Intelligent restrictions for sending attachments

• Efficient Notes client roaming with only 2-4 MB

Cost of Data Storage & Transfer

- 20-50%


MarvelClient in Summary

MarvelClient significantly reduces operational cost, storage cost and network cost for IBM Lotus Notes environments while granting companies the flexibility to upgrade, migrate or change as needed without negatively impacting end users.

This not only reduces Notes TCO but also enables companies to effortlessly invest in new Notes features and versions.

100% successful initial setups and ongoing client configurations

95% less network load compared to Notes Data on network drives

70% faster Notes client startup times

80% less help desk calls

70% shorter projects for migration, consolidation and recertification on clients

50% less mail network traffic

25% less disk space for mailfiles(40% smaller DAOS footprint)

Fastest change up to 10,500 links per second What other products do in minutes, we do in

seconds

Most used & proven Based on longest client management

experience in the market 4 million licensed and used modules Large consolidation and migration projects

• 120,000 users; 200,000 replicas from 200 40 Domino servers

• 140,000 users; 250,000 replicas from 1,300 90 Domino servers


Questions?

Francie TannerTechnical Director, Americas

panagenda Inc – Client Management, Server Monitoring & more

60 State Street, Suite 700 ● Boston, MA 02109 (USA)

Skype: francietanner ● Cell: +1 264 584 1060

Fax: +1 415 449 5940 ● E-Mail: [email protected]

IBM Lotus Notes Client Management and MarvelClient

Technology

Transcript of IBM Lotus Notes Client Management and MarvelClient