# Migration Playbook

## Overview

This playbook guides organisations through a safe migration to the Noveu platform. The approach is based on proven methodology with minimal disruption to daily work.

## Migration principles

1. **Minimal interruption**: users keep working during the migration; only the switchover itself requires a short interruption
2. **Rollback ready**: Every step can be reversed
3. **Data integrity**: Full verification of migrated data
4. **User-centric**: Minimal training required

## Timeline Overview

```
┌──────┐     ┌─────┐      ┌─────────┐      ┌───────┐     ┌─────────┐
│Intake│ ──► │Pilot│ ──►  │Migration│ ──►  │Go-Live│ ──► │Aftercare│
└──────┘     └─────┘      └─────────┘      └───────┘     └─────────┘
```

The lead time per phase is determined per project, depending on the size of the organisation and the scope.

## Phase 1: Intake and Inventory

### Goals
- Complete picture of the current environment
- Identification of risks and dependencies
- Migration plan and schedule

### Activities

| Activity | Responsible | Output |
|------------|-------------------|--------|
| Kickoff meeting | Project lead | Project charter |
| Technical inventory | Noveu | Asset register |
| User inventory | Customer IT | User matrix |
| Application mapping | Both | Integration map |
| Risk assessment | Both | Risk register |

### Inventory Checklist

**Accounts and Identity**
- [ ] Number of active users
- [ ] Groups and distribution lists
- [ ] Service accounts
- [ ] External guests/partners
- [ ] Current setup of sign-in and directory (for example Active Directory)

**Email**
- [ ] Number of mailboxes
- [ ] Average mailbox size
- [ ] Shared mailboxes
- [ ] Public folders
- [ ] Mail flow rules
- [ ] Forwarding and delegations

**Files**
- [ ] Total data volume
- [ ] Classification of sensitive data

**Applications**
- [ ] Integrations with mail/calendar
- [ ] Custom add-ins
- [ ] Mobile devices
- [ ] Third-party integrations

### Deliverables Phase 1
- ✅ Migration Assessment Report
- ✅ Data volume estimate
- ✅ Risk register
- ✅ Detailed schedule
- ✅ Go/No-Go decision

## Phase 2: Pilot Migration

### Goals
- Validation of the migration process
- Identification of unforeseen problems
- Testing the user experience

### Pilot Selection Criteria

| Criterion | Reason |
|-----------|-------|
| 10-25 users | Enough for a representative test |
| IT-savvy users | Can report issues well |
| Non-critical functions | Limited business impact |
| Diverse use cases | Tests different scenarios |

### Pilot Activities

**Step A: Setup**
1. Provisioning pilot accounts on Noveu
2. You add your own domain under Settings, Domains. The domain itself stays where it is now.
3. Creating accounts with one Noveu login for the pilot group, with MFA
4. Client deployment (manual IMAP/SMTP configuration in Outlook)

**Step B: Migration and Validation**
1. Mailbox migration via batch (in development)
2. User validation
3. Issue tracking and resolving

### Pilot Success Criteria

- [ ] All pilot mailboxes fully migrated (in development)
- [ ] Sending/receiving email works flawlessly
- [ ] Outlook client functions normally for mail
- [ ] Mobile mail works
- [ ] Creating appointments in the calendar and inviting participants
- [ ] File access works in the web app
- [ ] No critical issues open

### Deliverables Phase 2
- ✅ Pilot completion report
- ✅ Issue log with resolutions
- ✅ User feedback
- ✅ Process refinements
- ✅ Go/No-Go for mass migration

## Phase 3: Mass Migration

### Migration waves

Per project, we agree on how users switch over in groups.

### Migration methods

**Email Migration** (in development)

| Method | Use Case | Status |
|---------|----------|--------|
| IMAP | Any mailbox that speaks IMAP | (in development) |

### Coexistence Period

During the migration, both environments run in parallel:
- Mail at Noveu, with IMAP, SMTP and webmail, alongside your current environment. Your own domain, with your own email addresses.

### Rollback Plan

In the event of critical issues:
1. Stop the current wave
2. Back to the old mailboxes
3. Re-enable old mailboxes
4. Analyse and fix issues
5. Replan the migration

## Phase 4: Go-Live and Cutover

### Cutover Checklist

**T-7 days**
- [ ] All users migrated
- [ ] Communication to the organisation

**T-1 day**
- [ ] Final sync of all mailboxes (in development)
- [ ] Backup of the old environment
- [ ] War room set up
- [ ] Support team briefed

**T-0 (Cutover)**
- [ ] Monitoring activated

**T+1 day**
- [ ] Mail flow verification
- [ ] Spot check of users
- [ ] Issue triage

### Communication plan

| When | What | Channel |
|---------|-----|--------|
| T-14 | Announcement of the migration | Email, intranet |
| T-7 | Instructions and FAQ | Email |
| T-1 | Reminder | Email, Teams |
| T-0 | Go-live confirmation | All channels |
| T+1 | Status update | Email |

## Phase 5: Aftercare and Optimisation

### Aftercare period (4 weeks)

- Support by email on working days, according to the SLA
- Quick fixes and fine-tuning

### Decommissioning the Old Environment

1. Read-only mode for the old system
2. Data archiving
3. Licence termination
4. Clean-up and closure

### Knowledge Transfer

- Administrator training on the Noveu platform
- Handover of documentation
- Escalation procedures
- SLA and support contracts

## Contact

Questions about this playbook? Get in touch via support@noveu.eu.

### Customer Team (to be appointed)
- Executive Sponsor
- Project Manager
- Technical Lead
- Change Manager

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*Version: 2.0*