Benefits of the Microsoft Collaboration Platform: A Study for Organizations Using Lotus Notes and Domino

Abstract This paper presents the experience of organizations of various sizes around the globe that have addressed the challenges of the new world of work by moving from Lotus Notes and Domino to Microsoft collaboration solutions. Each of these companies gained business value through reducing costs and complexity or adding value to employees and business processes. This white paper can also help a company to begin developing their own business case and planning for the move to the Microsoft collaboration platform with links to additional resources. January 2006 The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This white paper is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in, or introduced into a retrieval system, or transmitted in any form, by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. © 2005 Microsoft Corporation. All rights reserved. Microsoft, Active Directory, Excel, InfoPath, BizTalk, Outlook, SharePoint, Visual Studio, Windows, Windows Mobile, Windows NT, Windows Server, SQL Server, and Windows Server System are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are property of their respective owners. 1205 Table of Contents

Executive Summary …………………………………………………………………………………………… 1

Introduction …………………………………………………………………………………………………………. 2

Business Value of the Microsoft Collaboration Platform ………………………………….… 4

Reduce costs and complexity ……………………………………………………….……..…. 4

Capitalize on existing investment ………………………………………………………. 4

Reduce messaging total cost of ownership ……………………………………………... 5

Reduce cost and complexity of legacy applications and infrastructure ………… 6

Reduce cost and complexity by standardizing on a single directory service…….. 8

Increase end-user and business process value .………………………………... 10

Improve effectiveness of remote and mobile workers ………………………………..10

Enhance workgroup collaboration ……………………….…………………………………11

Improve business processes …….…………………………………………….…….……..13

Conclusion ….…………………………………………………………………………………….……….…..17

Appendix - Customer Descriptions and Links to Full Case Studies …….…….…… 18 Executive Summary

As companies look for ways to be more competitive, the quickly changing processes driving today’s new world of work are leading many organizations to reevaluate their existing technology infrastructure – particularly their collaborative tools. More and more of these companies have concluded that their existing collaborative solutions built on older platforms have not effectively evolved with business trends and practices. Therefore, they are looking to invest in a modern collaboration platform in order to reduce costs and complexity and increase productivity.

This white paper describes how different organizations have realized significant value by moving from IBM Lotus Notes and Domino to an integrated Microsoft®-based collaboration solution. Each customer example provides an overview of the organization’s business needs, the deployed solution, and the resulting benefits.

The business benefits gained by the companies highlighted in this paper include reducing costs and complexity and adding value for the end user and for general business processes. Table 1 (see below) provides a more detailed view of these benefits. An appendix provides descriptions of the customers profiled in this paper and links to more detailed case studies.

Table 1: Benefits achieved by companies that switched from IBM Lotus Notes and Domino to Microsoft

Business Need Business Benefits of Microsoft Business Measures Solution

Reduce costs and Capitalize on existing investment Increase employee productivity complexity

Reduce messaging total cost of Reduce capital and ownership administrative costs

Reduce cost and complexity of legacy Decrease application applications and infrastructure development time Reduce maintenance costs

Reduce cost and complexity by Decrease administrative time standardizing on a single directory managing and updating user service information

Increase productivity and Increase value Improve effectiveness of remote and revenue potential mobile workers

Enhance workgroup collaboration Increase revenue Decrease cycle time and costs

Improve business processes Improve productivity

1 Introduction

“Think of how you yourself work, on a day-to-day basis. This era is one of virtual work performed by a highly decentralized workforce. Technology's role in this era is to bring us effective horizontal fusion—reducing the cost of coordination between us in a manner not possible with centralized technologies. It should reflect the changing nature of work, from the physical workplace, toward the decentralized workspace. And it most certainly will.” Microsoft Chief Technical Officer and the creator of IBM’s Lotus Notes, Ray Ozzie, weblog, March 14, 2004

For many years, Lotus Notes provided the primary technology option for companies wishing to improve employee collaboration. As a result, a large number of companies built their e-mail messaging, shared calendars, and applications on the Lotus Notes and Domino platform. However, times have changed and the new world of work, referenced above by Ray Ozzie, requires employees, partners, customers, and suppliers to have anytime, anywhere access to their data and each other. This 24- hour, 7-days-a-week accessibility places additional demands on the existing collaboration infrastructure. Many Lotus Notes and Domino customers are now looking to invest in a modern collaboration platform to meet the demands of this new world of work.

Microsoft offers a compelling alternative to Lotus Notes and Domino. The integrated Microsoft collaboration platform provides powerful new functionality at a lower total cost of ownership (TCO) to meet the demands of the new world of work.

Microsoft is focused on providing software and services that address four critical collaboration challenges:  Integrated communications Information workers need to be able to communicate and access information at any time and from anywhere. Because these workers use many different devices for collaboration – landline phones, cellular phones, Smartphones, PDAs, desktops, laptops, and Internet kiosks — connecting to data and each other can be difficult.  Collaborative workspaces When workers have to constantly change applications and devices to get a job done, productivity suffers. Working together from any part of the globe on different IT and communication environments can put stress on the workers as well as the IT support infrastructure.  Access to information and people With the always-on and always-connected work environment, information workers need a way to easily cut through the clutter, access desired information and connect to the right people at the right time.  People-driven processes Organizations spend time and money automating back-end business processes but sometimes do not get the full benefits of their investments by not integrating their line-of-business applications in their employees’ overall workflow. Although automation can save time, companies need to consider

2 that their employees need a unified platform for documenting, analyzing, modeling, and automating business processes, so that enterprises optimize their productivity and return on assets.

Microsoft’s approach to collaboration is striking a positive chord with the market.

A number of analysts have reported that Microsoft has not only taken the lead in the collaboration market but is best positioned to prevail as the platform leader. A recent report published by Gartner (www.gartner.com) provides an independent assessment of major technology trends in collaboration. The report, entitled “Microsoft and IBM Share Similar Collaboration Goals, but Follow Different Paths” provides a solid objective view of a market undergoing some fundamental shifts, and can be viewed here: http://mediaproducts.gartner.com/gc/webletter/microsoft4_enterprise/2005/article1 7/article17.html.

Forrester Research (www.forrester.com) has also published a report which describes key collaboration market trends. The report, entitled “Trends 2005: Collaboration” can be viewed at: http://www.microsoft.com/business/collaboration/default.mspx.

Customers are showing their positive response to Microsoft’s collaboration products in the marketplace. Looking at one of the most important components of the collaboration platform, messaging, Microsoft has established itself as the market leader and continues to gain in installed base. Industry analyst IDC estimates that Exchange Server holds the leading share position in integrated collaborative environments market based on 2004 worldwide revenue at 51%, 10% more than its nearest competitor. In addition, IDC notes a year over year growth rate for Exchange Server of 23%.

To learn more about Microsoft’s approach to collaboration go to: http://www.microsoft.com/collaboration/.

3 Business Value of the Microsoft Collaboration Platform

This section provides a number of customer case studies illustrating the value that companies have realized by moving from Lotus Notes and Domino to the Microsoft integrated collaboration platform.

Reduce costs and complexity

Lotus Notes and Domino customers selecting a Microsoft collaboration solution often enjoy significant savings by taking better advantage of their existing investment in infrastructure, office productivity applications, and end-user training. Costs and complexity are also reduced with Microsoft solutions through reducing the messaging total cost of ownership, retiring and consolidating applications and upgrading legacy application infrastructure, reducing application development costs, and standardizing on a single directory service.

Capitalize on existing investment

One of the key benefits gained by customers moving from Lotus Notes and Domino to Microsoft collaboration solutions is the ability to better utilize existing Microsoft applications and infrastructure. Most companies and their employees are familiar with the Windows-based interface and already use Microsoft Office System programs. Many Notes and Domino customers also use Microsoft software such as the Windows® Server™ operating system with the Active Directory® service and Windows SharePoint® Services technology in their organizations and can realize benefits from further utilizing these products.

Table 2. Moving from Lotus Notes and Domino to Capitalize on Existing Investment - Example

Company Benefit Area Business Measure Microsoft Solution The Staubach User familiarity Improved employee Microsoft Windows Server 2003 Company with tool productivity Microsoft Windows SharePoint Reduced training and Services support costs Microsoft Office SharePoint Portal Server 2003

Staubach – The Staubach Company needed a collaborative solution to help its brokers organize and exchange information across national and international markets. The existing collaboration tool was inadequate to meet the users’ demands and was abandoned by the brokers.

The initial collaboration tool, Channel 12, was built in Lotus Notes. Staubach was faced with a decision about Channel 12: Do nothing and lose competitive ground, or replace it. “We decided to create a state-of-the-art collaborative solution and

4 eliminate Channel 12,” says John Scheibe, Chief Information Officer, The Staubach Company. “I wanted something that was going Staubach decided to use Microsoft Windows to integrate and deploy very easily. In SharePoint Services to develop its new Web essence, we were leveraging Microsoft portal. When developing the new solution, the Research and Development, because we knew Microsoft had already goal was to capitalize on the software that integrated Windows SharePoint employees were already familiar with, such as Services with all the other software programs in Microsoft Office Professional Edition and services we would be using.” 2003, and to provide seamless interaction John Scheibe, Chief Information among users and between users and the portal. Officer, The Staubach Company Because of user familiarity with the interface, ongoing portal management and development of team sites can be done by end users, saving IT staff time and enabling more timely publishing and updating of content to meet business demands.

Reduce messaging total cost of ownership Messaging is currently the most heavily used component of business collaboration. Lotus Notes and Domino customers have achieved significant total cost of ownership savings by moving to Microsoft. By deploying Microsoft Exchange Server 2003, companies can store multiple groups of users on one server. As a result of increased user and server capacity, a company can decrease the total number of messaging servers and server sites in its environment. This hardware and software consolidation reduces total cost of ownership and simplifies management. It also lowers future costs when new servers reach the end of their current life cycle. In addition, Exchange 2003 deployment tools and documentation allow customers to reduce deployment time. For more information on reduced cost of ownership, the META Group have written a report detailing the total cost of ownership advantages of Exchange Server 2003 over Lotus Domino, which may be found at: http://www.microsoft.com/exchange/evaluation/compare/METAEx2k3vNotes.mspx.

Table 3. Moving from Lotus Notes and Domino to Reduce Messaging Total Cost of Ownership - Examples

Business Company Benefit Area Microsoft Solution Measure Graphic Consolidate and Reduced Microsoft Exchange Server 2003 Packaging standardize messaging costs Microsoft Windows Server 2003 International messaging $450,000 platform ACNielsen Standardize and Decreased Microsoft Exchange Server 2003 ORG-MARG consolidate employee costs Microsoft Windows Server 2003 messaging $78,000 platform to improve e-mail handling

5 “With a centralized Exchange Server Graphic Packaging International – Graphic solution, we’re able to complete all of Packaging International (GPI) merged with those administrative tasks remotely Riverwood Holding in August 2003. The merged and efficiently.” entity had to integrate two e-mail systems in order to standardize the messaging Don Crooks, Systems Engineer, Graphic Packaging International infrastructure.

GPI’s previous e-mail infrastructure consisted of 1,700 mailboxes running on Microsoft Windows NT® Server operating system version 4.0 and Exchange Server version 5.5. Fourteen branches each had their own dedicated Exchange Server– based server computer, and a fifteenth server was located at corporate headquarters. Prior to the merger, Riverwood Holding used Lotus Notes running in an IBM environment for its 1,800 mailboxes.

GPI replaced the Lotus Notes mailbox system with Microsoft Windows Server 2003 and Exchange Server 2003. The upgrade and consolidation provided GPI with $450,000 in savings in capital and administrative costs. Server consolidation, faster branch office e-mail performance, a more productive e-mail environment, spam filtering, and reduced deployment time all contributed to this savings.

In the previous environment, the Exchange Server administrator at GPI devoted almost half of his time dealing with mailbox and mail server issues for remote sites. GPI estimates that its new centralized system will reduce that administrator’s time by at least 50 percent, freeing up 10 to 20 hours a week to work on other projects.

ACNielsen ORG-MARG – Part of ACNielsen, “We expect to cover the costs of India-based ACNielsen ORG-MARG was plagued deployment within one year.” with lost productivity due to e-mail problems experienced by its 1,500 employees spread Bhushan Akerkar, Executive Director, across 11 branch offices and 48 field offices. Information and Systems Technology, ACNielsen ORG-MARG ACNielsen ORG-MARG had a heterogeneous messaging infrastructure spread across its Small Business Units, with each one having a different domain name. Four hundred users were on Lotus Notes, 200 were on Microsoft Exchange Server 5.5, and approximately 320 others were on Web- based e-mail or other options. This mixed environment created numerous problems: e-mail messages lost in transit, delivery delayed, and employee time wasted in recording and updating multiple e-mail addresses.

By consolidating its e-mail infrastructure, ACNielsen ORG-MARG has created a messaging and collaboration solution that is more efficient and dependable, and reduces the cost of ownership. The company estimates that they saved over U.S. $77,000 due to improved employee productivity and reliability of the new solution.

Reduce cost and complexity of legacy applications and infrastructure

Many Lotus Notes and Domino customers installed their initial collaboration solutions a number of years ago. Over time, applications and databases have proliferated through the infrastructure. Many companies are now having significant challenges maintaining them or even keeping up with which ones are active. These customers

6 are looking to reduce costs, retire old applications or consolidate them with new solutions, and upgrade legacy application infrastructure with new, more cost- effective solutions using technologies such as SharePoint.

Lotus Notes and Domino customers have found that the Microsoft collaboration platform enables savings in developing and maintaining applications. These savings come from the abundance of programmers skilled in Microsoft .NET software. Furthermore, programmers proficient in Lotus Script find it easy to transition to Microsoft .NET. Customers also benefit from consolidating hardware and the reduced support costs for applications on Microsoft technologies.

Table 4. Moving from Lotus Notes and Domino to Reduce Cost and Complexity of Legacy Applications and Infrastructure - Examples Business Company Benefit Area Microsoft Solution Measure Ernst & Young Application Reduced Microsoft Windows Server 2003 Malaysia development application Microsoft Office SharePoint Portal development time Server 2003 Microsoft .NET Framework CGI-AMS Application Decreased IT Microsoft Windows Server 2003 infrastructure and infrastructure and Microsoft Office SharePoint Portal development application Server 2003 development costs Microsoft .NET Framework $500,000 Ernst & Young Malaysia – The Malaysian practice of Ernst & Young is the largest professional services firm in Malaysia, with more than 2,500 staff operating from 17 cities and towns. The firm found that the cost of developing and maintaining critical business applications was excessive. The firm wanted to work with an end-to-end solution and development system that would reduce development time and costs and that would scale.

Ernst & Young Malaysia used the Lotus Notes messaging and collaboration infrastructure and “The Visual Studio development had developed more than 50 Notes-based system and the .NET Framework win business-critical applications that were stored on cost. We’ve lowered software and development costs.” locally on servers at each of their 17 locations. The Lotus infrastructure was costly to operate Kum Wai Wong, Senior Manager of and maintain because of the dispersed nature of Management Information Systems, the infrastructure, the need to synchronize Ernst & Young Malaysia systems daily, and the need to lease lines to support the high bandwidth required to handle larger amounts of data.

At first, Ernst & Young looked to Lotus Domino to make the business applications centrally located and Web accessible. However, compared with Lotus, development time was significantly reduced with Microsoft applications and services. Building on the Microsoft Windows Server 2003 platform with SharePoint Portal Server 2003, Ernst & Young Malaysia was able to develop seven key applications in just three months using the Microsoft Visual Studio® development system. Over the course of a year, the team migrated more than 14 other business-critical applications. By

7 comparison, on Lotus Domino, Ernst & Young had been able to complete just two applications in a single year.

CGI-AMS – Prior to its merger in May 2004 with “There were many factors in our CGI, American Management Systems (AMS) portal decision, including functionality, recognized that its existing Lotus Notes based cost, and long-term product viability. We decided on Microsoft.” project management system was not keeping pace with corporate growth and increasing Keith Giacomo, Senior Principal operational complexity. The firm needed a Information Technology, CGI-AMS solution that would make better use of IT resources.

Projects had been managed using a Lotus Notes application named “Project in a Box” (PIB). Over more than a decade of use, PIB had been implemented in hundreds of ways, resulting in thousands of Notes databases. Other enterprise information sources were not connected with one another nor maintained for relevance. This made group collaboration difficult because members could not easily find and share information.

CGI-AMS deployed a new collaboration solution, replacing thousands of Lotus Notes databases with a work environment based on the Microsoft Office System, Microsoft .NET Framework, and other Microsoft collaboration technologies.

SharePoint Portal Server 2003 helped CGI-AMS make better use of IT resources. One administrator and two developers rolled out the initial AMS portal, compared with 10 to 12 people needed to launch a comparable Lotus Notes installation. Only about 10 servers will be needed to fully deploy SharePoint Portal Server, compared with more than 100 Lotus Notes servers. These efficiencies alone combined for $500,000 savings.

Reduce cost and complexity by standardizing on a single directory service

Lotus Notes and Domino customers that have moved to Microsoft are able to benefit from a single, integrated directory that can be used in all of the applications providing productivity savings to the end-user and significant savings in administration time.

The Active Directory® service—a component of the Microsoft Windows Server operating system—allows a single link between user accounts, mailbox accounts, and end-user productivity applications—simplifying the task of adding, modifying, and deleting user accounts. A single change in Active Directory can change the user information for all applications and services. When users change their passwords in Active Directory, they do not have to remember different passwords for their other applications. When a group of users is created, such as the “sales group,” users can e-mail the group to send a message to all users, administrators can allow security access to resources based on the group name, and users can look up members of a group by expanding the group information.

8 Table 5. Moving from Lotus Notes and Domino to Reduce Cost and Complexity by Standardizing on a Single Directory Service - Examples Company Benefit Area Business Measure Microsoft Solution Bandai Managing staff 50 percent reduction in Microsoft Exchange Server changes and time spent managing 2003 interactions and updating user Microsoft Office SharePoint between information Portal Server 2003 departments CompUSA Customize Increased productivity Microsoft Windows Server 2003 communications of IT administrators Microsoft Exchange Server with staff 2003 SharePoint Portal Server 2003 Bandai – The company is the world’s third largest toy company with 35 subsidiaries in eight countries. Bandai employees frequently “We had to repeat the same change groups and departments but the changes operations twice, even when we were time consuming for IT staff to administer. updated user information due to staff The company wanted a solution that would keep changes. We’ve cut that burden in half by using Windows Server System communications flowing between its departments products across the enterprise.” to encourage creativity and collaboration. Yuki Teru, Network Solutions Team The company had been running Lotus Notes as Leader of the Information Systems Department, Bandai its e-mail server and for scheduling meetings and reserving meeting rooms. For user authentication and shared folder access, Bandai used the Active Directory service. But employee updates were not easily made because Lotus Notes did not integrate with Active Directory.

The company decided to replace Lotus Notes with two cornerstones of Microsoft’s collaboration platform, Microsoft Exchange Server 2003 and Microsoft Office SharePoint Portal Server 2003. The integrated network makes it easier to manage and maintain users.

CompUSA – Communicating with a work force “With this new solution, we will be of 14,000, which grows seasonally to 18,000, able to use Active Directory user spread across 245 stores in more than 90 profiles to craft e-mail messages that metropolitan markets has always presented a are much more targeted to specific users and their job responsibilities. challenge to CompUSA. This will cut down on e-mail traffic while improving our ability to deliver Since 1993, the company had used Lotus Notes just the right messages to store as its messaging platform. Staff at headquarters managers.” used e-mail to communicate with people at the Cathy Witt, Chief Information Officer, store level, but high employee turnover forced CompUSA CompUSA to minimize the number of users who had access to Notes. “It was a mammoth job for us to assign user IDs with Lotus Notes,” says Cathy Witt, Chief Information Officer for CompUSA.

In 2003, CompUSA decided to move to a Microsoft-based messaging solution consisting of Windows Server 2003, Exchange Server 2003, and SharePoint Portal

9 Server 2003. With the integration of Exchange Server and Active Directory, CompUSA administrators are able to easily design policies for establishing and changing mailboxes, create access control lists to help ensure that e-mail messaging and collaboration are secure, and enable services such as mobile access. By providing single-logon capability and a central repository for information for the entire CompUSA infrastructure, Active Directory greatly simplifies both user and computer management.

Increase end-user and business process value

This section will describe how many Lotus Notes and Domino customers have generated a great deal of value by moving to the Microsoft collaboration platform. Applications such as the Microsoft Office Outlook® 2003 messaging and collaboration client and Windows Mobile® software improve the effectiveness of remote and mobile workers. SharePoint Portal Server and the InfoPath™ 2003 information gathering program increase productivity by enhancing workgroup collaboration and enable companies to redesign and automate their business processes.

Improve effectiveness of remote and mobile workers

More and more employees need anytime, anywhere access. Many Lotus Notes and Domino customers are struggling to implement robust, scalable solutions for remote and mobile workers. Microsoft is able to support the full information and functionality requirements of the user regardless of the user’s location.

Table 6. Moving from Lotus Notes and Domino to Improve Effectiveness of Remote and Mobile Workers - Examples

Business Company Benefit Area Microsoft Solution Measure Katten Muchin Productivity and Increased lawyer Microsoft Windows Server 2003 Rosenman data security of productivity and Microsoft Exchange Server 2003 remote and revenue potential with Outlook Web Access mobile workforce Windows Mobile 2003 Reduced cost of secure remote connections CompUSA Productivity and Increased Microsoft Windows Server 2003 effectiveness of productivity and Microsoft Exchange Server 2003 its remote work effectiveness of store Microsoft Office SharePoint force employees Portal Server 2003 Katten Muchin Rosenman – The firm wanted to enhance client service and increase productivity when its attorneys were off-site.

Katten Muchin Rosenman had been running its messaging solution on Lotus Notes but found that solution less than optimal for its 1,800 users. On the client side, Notes lacked the productivity- enhancing personal information manager interface, including calendaring and e-mail, of Microsoft Outlook software. In addition, third-party plug- ins for key legal products were increasingly being developed first for Microsoft Exchange Server and Outlook, and a year later for Notes if at all, according to

10 “Outlook 2003 and Exchange Server 2003 will enable our attorneys to stay Alexander Diaz, Enterprise Development connected while away from the office, Manager for Katten Muchin Rosenman. increasing their productivity twofold.” Alexander Diaz, Enterprise Katten Muchin Rosenman decided to move to Development Manager, Katten Muchin Microsoft Exchange Server 2003 with Outlook Rosenman Web Access, Outlook 2003, and Windows Mobile- based devices on the client side. The move to Exchange Server and Outlook will give users a broader range of options for mobile computing while away from the office. Laptop users will use Cached Exchange Mode to replicate their entire mailboxes to their desktop version of Outlook 2003, enabling them to check any file attachment that they receive through email no matter where they are.

Katten Muchin Rosenman will also take advantage of the ability of Exchange Server 2003 and Outlook 2003 to enable secure remote connections without a traditional virtual private network (VPN). The software accomplishes this by tunneling remote procedure calls inside HTTP from Outlook to Exchange Server, providing secure remote access more easily and cost effectively than VPNs.

CompUSA – The organization relied heavily on “The bulk of our employees are out on e-mail to communicate with store managers, but the store floor. With Lotus Notes, it its Lotus Notes system lacked the features was hard for us to get information to these employees quickly. The needed to send targeted messages to particular capabilities of SharePoint Portal users. Server are changing that.”

After evaluating the alternatives and conducting Cathy Witt, Chief Information Officer, CompUSA a proof of concept, CompUSA decided to migrate to a Microsoft-based messaging solution consisting of Windows Server 2003, Exchange Server 2003, and SharePoint Portal Server 2003.

Cathy Witt, Chief Information Officer for CompUSA, says the most significant benefit will be the ability of CompUSA headquarters to streamline and target communications to permanent employees with e-mail accounts, particularly store managers. With SharePoint Portal Server, the company can more easily distribute promotional announcements and other information that directly affect how well employees such as floor salespeople and cashiers can do their jobs. An employee’s profile in Active Directory determines what the employee sees on the portal.

Enhance workgroup collaboration “It’s very beneficial to have the portal, Many companies using Lotus Notes and Domino Office, e-mail, messaging, and all the have recognized the potential benefits of other Microsoft tools work together, capitalizing on their current Microsoft Office enabling people to collaborate naturally.” System applications to more easily collaborate with each other, external suppliers, partners, Keith Giacomo, Senior Principal and customers. Information Technology, CGI-AMS

11 Table 7. Moving from Lotus Notes and Domino to Enhance Workgroup Collaboration - Examples

Business Company Benefit Area Microsoft Solution Measure CGI-AMS Project 25 percent decrease Microsoft Windows Server 2003 collaboration in document with Windows SharePoint Services production time Microsoft Office SharePoint Portal Server 2003 Revenue increase Microsoft Exchange Server 2003 due to improved Microsoft SQL Server 2000 productivity Microsoft Office InfoPath 2003 Microsoft Office Project Server 2003 Accenture Workgroup Reduced IT support Microsoft Windows Server 2003 collaboration costs with Windows SharePoint Services Simplified Microsoft Exchange 2000 Server collaboration with Microsoft Office Outlook 2003 CGI-AMS – As introduced previously in this paper, the firm needed tools to make collaboration easier, capture and leverage project experience, and uniformly manage centralized workspaces.

To achieve these objectives, AMS decided to replace their Lotus Notes based project management application, “Project in a Box”, and deploy a new information management and collaborative work environment based on the Microsoft Windows Server 2003 operating system with Windows SharePoint Services, SharePoint Portal Server 2003, Exchange Server 2003, and Microsoft SQL Server™ 2000. This solution enabled AMS to implement enterprise-wide standards for all project-related activities and access a single portal for analyzing and rendering data.

The project life cycle—from planning to delivery— has decreased by 10 percent. This

Previous CGI-AMS Project Document New Process Using SharePoint Portal Collaboration Process Server 2003

2. Collaborators 1. Originator 2. Collaborators review and apply return individual 1. Originator creates creates document changes to and submits to documents with document and saves document in collaborators using revisions to to SharePoint Portal SharePoint Portal e-mail, hard copy, originator to Server Server or CD for review finalize

Collaborator

SharePoint Collaborator Portal Originator Originator Server Collaborators

Colaborator

Figure 3: CGI-AMS Project Document Collaboration Process Comparison means more projects can be completed per year with fewer resources, resulting in

12 $50 million revenue growth for the first year alone. Quality and consistency improved through the use of standardized templates and processes. Features such as document check-in/check-out and versioning prevent interference with another person’s work on shared files, eliminate proliferation of non-synchronized documents, and have help cut more than 25 percent from the typical document life cycle (creation, editing, and approval), and provide clear audit trails with high document security.

Accenture - As Accenture’s business expanded “We are committed to providing a to include collaboration with third parties, the single, integrated desktop application proprietary nature of Lotus Notes began to suite, enabling increased productivity of our people and giving them greater interfere with the company’s ability to capability to collaborate and communicate and collaborate. Accenture realized communicate with clients and other that it needed a more efficient way to companies.” collaborate. Frank Modruson, Global Chief Information Officer, Accenture After carefully evaluating Microsoft and IBM solutions, Accenture decided to migrate to Microsoft Exchange Server, Office Outlook, and Windows SharePoint Services.

Exchange Server has dramatically improved the ease and quality of communication between Accenture and its clients, strategic partners, and suppliers. “Because Outlook uses HTML, and not a proprietary format like Lotus Notes, we can have richer communication with our clients and partners…,” says Joseph Paradi, Senior Manager of Infrastructure Architecture at Accenture.

With Windows SharePoint Services, Accenture created a central web location where employees can share project information, documents, contacts, and tasks. “We wanted to install the new set of applications for our users and to stop creating legacy databases in Lotus Notes by offering a new collaboration option,” says Janet Remus, Associate Partner for Accenture. “With 15,000 databases, we have a lot of content, and our goal was to minimize our costs by not having to do a lot of content conversion.” The strategy seems to be working. Remus says that employees are creating approximately 150 new SharePoint sites every month, which indicates a lot of interest in and excitement for SharePoint Services.

SharePoint sites allow for self-provisioning, which means that users can create and post sites and content without IT intervention. By cutting the support needs for collaboration, SharePoint sites have lowered IT costs and freed up resources for other essential tasks.

“The new solution—which uses Improve business processes InfoPath, Windows SharePoint Services, and BizTalk Server—creates The benefits of automating business processes greater visibility and control around with collaboration software were sometimes hard the provisioning process, beyond what to achieve with Lotus Notes and Domino was possible with Lotus. It allows us technologies. Customers that have moved to to be a proactive rather than a reactive organization.” Microsoft solutions have taken advantage of Microsoft’s additional functionality to redesign Sara Allen, Information Systems and automate business processes with benefits Manager, Sara Lee HBC Australia. in increased productivity and improved quality.

13 Table 8. Moving from Lotus Notes and Domino to Improve Business Processes - Examples

Business Company Benefit Area Microsoft Solution Measure Sara Lee HBC Network access Increased IT staff Microsoft Windows Server 2003 Australia provisioning productivity Microsoft Office SharePoint process Portal Server 2003 Microsoft BizTalk Server 2004 Microsoft Exchange Server 2003 Microsoft Office InfoPath 2003 Wonderware Web site Increased Web-team Microsoft Content Management develop-ment productivity 50 Server 2002 and main- percent Microsoft Office SharePoint tenance workflow Portal Server 2003 Clinic for Patient record Increased Microsoft Exchange Server 2003 Minimally management documentation quality Microsoft Office Outlook 2003 Invasive Surgery Microsoft Office InfoPath 2003 Surgeon productivity in Berlin Microsoft SQL Server increased

Sara Lee HBC – The Sara Lee Household and Body Care (HBC) division in Australia had developed several workflow processes based on the Lotus Notes client. The most critical was its Employee Provisioning System (EPS), which managers use to provision network access for the division’s 200 employees. When Sara Lee Corporation directed its worldwide divisions to migrate from Lotus Domino Server software to Microsoft Exchange Server 2003, Sara Lee HBC Australia needed to find a replacement for its Lotus Notes-based workflow processes.

With the move to Exchange Server, Sara Lee HBC saw an opportunity to capitalize on additional Microsoft collaboration tools to automate the EPS process to increase Sara Lee HBC Employee Provisioning Workflow throughput and reduce cost. By deploying InfoPath, BizTalk® Server and Windows SharePoint 1. Manager opens 2. Manager 3. BizTalk Server generates InfoPath form from submits e-mail to business owners, Services in addition to Exchange SharePoint library completed who approve or decline Server, the new workflow form request solution goes beyond simply replacing what Sara Lee had before; it adds key functionality Requesting BizTalk Server to increase flexibility and Manager efficiency. The most significant 4. BizTalk Server improvement is automated automatically updates Windows status in SharePoint SharePoint management alerts sent to all Services library allowing manager specified managers related to a to view updates and approval provisioning request, to notify Business them that they need to approve Owners a change or a new user setup. Figure 4: Sara Lee HBC Provisioning Workflow after deploying Windows Sharepoint Services

14 This automated notification saves IT resources significant time in tracking down managers for approval.

Wonderware – The Wonderware global network of 4,000 distributors and system “SharePoint Portal Server provides a integrators, as well as the internal sales force, true online collaboration environment that really makes a difference in our rely on the company’s Team Wonderware ability to manage versioning. Now we extranet site as a crucial portal for all the can build in more control over the information that they need to sell Wonderware approval process, and the webmaster products. The existing process of maintaining no longer has to get involved.” the Lotus Domino based site with the latest Shauna Watanabe, Director of information and desired functionality was Business Systems, Wonderware inefficient and made it difficult to respond to the needs of the site’s different audiences. The company wanted to decrease developer expenses and improve content management and collaboration processes for its Web sites.

The Team Wonderware extranet ran on an aging, expensive Domino platform that provided poor content management functionality. Workflow around content creation and collaboration for any of the Web sites was a cumbersome process that generated long e-mail trails with documents attached for review. The Marketing, Technical Support, Training, and Legal Departments contributed the bulk of the content for the Web sites with only a rudimentary workflow process. “Collaboration was through e- mail: Here’s the latest version. What do you think? Check the areas highlighted in yellow,” says Shauna Watanabe, Director of Business Systems at Wonderware. “We had the inevitable mix-ups, and, without a clear approval process, content sometimes got published before it was ready.”

Previous Wonderware Web site New Process Using SharePoint Portal Server Development Process 2003 and Content Management Server

1. Business owners create and revise content in W ord, then submit request to webmaster

2. W ebmaster converts Business owners Business to HTML, uploads to Business create/revise Owners development W eb site Owners content on SharePoint site

3. Business owners Development review W eb site, Production Web site submit corrections/ Web site Webmaster approval to webmaster SharePoint Site 4. W ebmaster makes revisions, uploads to production W eb site

Figure 5: Wonderware Website Development Process Comparison With Microsoft Content Management Server (MCMS) 2002 and SharePoint Portal Server 2003, Wonderware employees can build, deploy, and maintain Web sites quickly and efficiently. Workflow available in MCMS and SharePoint Portal Server will replace the improvised e-mail process that was used for content collaboration and document creation.

15 Wonderware estimates that it will achieve a 50 percent improvement in productivity among the three web team full time equivalents that no longer will be spending their time on routine content updates. This freed-up time will enable the developers to work on new features and functionality to help capture additional revenue.

Clinic for Minimally Invasive Surgery in Berlin – Surgeons at the Clinic for Minimally Invasive Surgery historically took all their notes by hand after treating patients, entering them later in the clinic’s patient record management system. The Clinic performs nearly 3,000 endoscopic operations a year—around 11 a day—in a single operating theater. The amount of time and paper required for the old system was much “We now have more rapid access to too high, and ran the risk of mistakes through patient data, which means we can double entry of information. The clinic wanted to make clinical decisions based on more improve its management of patient records by comprehensive information. Since we can document the details of patient giving surgeons access to up-to-date clinical data visits into the system within seconds and images on hand-held devices throughout the and store them in SQL Server 2000, hospital. we have all the more time to attend to our patients’ special needs.”

Recently, the clinic replaced its Lotus Notes Dr. Martin Susewind, Surgeon, Clinic communications platform with Microsoft for Minimally Invasive Surgery Exchange Server 2003 and Outlook 2003. Outlook was integrated with the clinic’s electronic patient file system, OS:EPA. OS:EPA stores all patient information in Microsoft SQL Server 2000.

In 2004, the clinic introduced Tablet PCs for the surgeons to use for note taking and report writing, instead of having to type up their paper notes on their desktop PCs. Doctors using the Tablet PCs also can access data from OS:EPA while at patients’ bedsides. Microsoft Office InfoPath 2003 information- Previous Patient Record Process for Clinic For Minimally gathering system was Invasive Surgery introduced into the OS:EPA. InfoPath 2003 uses XML, so surgeons can enter information into initial Doctor consults with patient Doctor takes notes by hand Doctor types notes into patient examination or operation records management system report templates which saves time and avoids duplication of efforts. New Process with InfoPath and Tablet PC

By using InfoPath 2003 and

Tablet PCs, surgeons working Tablet PC at the Berlin clinic have much Doctor consults with patient Doctor takes notes on Tablet PC and uploads more rapid access to patient to patient records management system data and can see it in a single Clinic for Minimally Invasive Surgery patient record source. Figure 6: process comparison

16 Conclusion

Businesses increasingly see collaboration as an important element affecting growth and profitability. Investing in the right collaboration solution is becoming a larger concern.

As this paper has described, many companies “Looking at how Lotus and IBM were planning to change the architecture of have generated significant business value by the product, we realized that staying successfully moving from Lotus Notes and with the status quo would have been Domino to Microsoft collaboration platform. They more costly than migrating to have reduced the cost and complexity of their Microsoft.” collaborative environment and reaped new end- Frank Modruson, Global Chief user benefits as well as additional business Information Officer, Accenture process improvements.

Building the business case for a move to the Microsoft collaboration platform is a significant and complex task. While this whitepaper has illustrated the types of benefits that other companies have achieved, each company will have unique opportunities for realizing value. Microsoft and its partners have significant experience in helping organizations to identify and quantify the benefits and costs of making the move to Microsoft and can assist in preparing a compelling and realistic business case.

In addition to building the business case, carefully planning and communicating the transition is critical to the success of the move to Microsoft. Companies of all sizes with varying levels of Lotus Notes and Domino dependency have moved to Microsoft. Microsoft and its partners have extensive experience moving Lotus Notes and Domino customers to Microsoft. There are many proven coexistence tools, migration application offerings, and change management services available to assist customers with their successful transition to the Microsoft platform.

For companies considering moving to the Microsoft collaboration platform, there are numerous documents and resources to help you make an informed decision.

Please go to:

Resources on the Microsoft collaboration platform www.microsoft.com/business/collaboration/default.mspx Resources on planning a smooth transition to the Microsoft collaboration platform www.microsoft.com/technet/interopmigration/collaboration/default.mspx

17 Appendix – Customer Descriptions and Links to Full Case Studies

Headquartered in Bermuda, Accenture is a global management consulting, technology services, and outsourcing company with approximately 123,000 employees in 48 countries. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=3192&LanguageID=1

ACNielsen ORG-MARG, a division of ACNielsen, is a leading market information company with 11 branch offices and 48 field offices in India, and employs 1500 people. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=3704&LanguageID=1

Based in Tokyo, Japan, Bandai is the third largest toy company in the world with more than 30 subsidiaries in eight countries. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=4479&LanguageID=1

CGI-AMS is an affiliate company of CGI, which is among the largest independent information technology and business process service firms in North America. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=3495&LanguageID=1

The privately run Clinic for Minimally Invasive Surgery in Berlin, Germany, is a pioneer in minimally invasive surgical techniques and technology-based workflow procedures for patient care. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=4012&LanguageID=1

Dallas, Texas–based CompUSA is a major U.S. retail supplier of computer and electronic products and services with 245 stores across the country. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=13353&LanguageID=1

Malaysia’s largest professional service firm, Ernst & Young Malaysia provides assurance and advisory business services as well as tax and corporate finance services to an array of clients. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=4751&LanguageID=1

Based in Marietta, Georgia, Graphic Packaging International is a leading provider of paperboard packaging solutions to multinational food, beverage, and other consumable product companies. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=2561&LanguageID=1

Katten Muchin Rosenman, known prior to May 2005 as Katten Muchin Zavis Rosenman, is a nationwide commercial law firm headquartered in Chicago, Illinois serving startups, emerging-growth firms, middle-market leaders, and Fortune 500 corporations. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=1901&LanguageID=1

Sara Lee Household and Body Care Australia is a division of Netherlands-based Sara Lee/DE. The division has 200 employees and markets its products throughout Australia and New Zealand. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=4406&LanguageID=1

Headquartered in Addison, Texas, The Staubach Company is the leading global real estate advisory firm that delivers cost-effective solutions for the users of office, industrial, and retail space. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=3653&LanguageID=1

Headquartered in Lake Forest, California, Wonderware is a leading supplier of industrial automation and information software. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=4640&LanguageID=1

Yamaura, founded in 1920 and based in Nagano, Japan, is a midsize general construction firm. Yamaura has 300 employees and annual revenues of U.S.$187 million. http://members.microsoft.com/CustomerEvidence/Search/EvidenceDetails.aspx?EvidenceID=3527&LanguageID=1

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