Winner of the 2016 Real IT Awards 2016 Digital Project of the year. http://www.real-it-awards.co.uk/rita-2016.html

1. Living
GOOGLE
TRANSFORMING
UNITED BISCUITS
WITH GOOGLE
BUSINESS
APPLICATIONS
People
10x
Technology
Process

2. Living
GOOGLE
THE JOURNEY!
BACKGROUND
We replaced Lotus Notes in KP in 6 months. We had a burning
platform and needed to keep the solutions simple. For United
Biscuits we had more time to develop standard solutions
2007 20132011
c.3000
2014
619
283 219
2016
● Stakeholder support
● Cull - Delete as priority
○ e.g. unused > 1 year
● Training & Ownership
● NEGOTIATION - Onus on user
to produce business case for
converting. “I might need,
someday” doesn’t cut it

3. Living
GOOGLE
RELENTLESS SIMPLICITY
A simplicity agenda drove every interaction with the
users and developers. Core simplicity principles can
be found in Appendix.

4. Living
GOOGLE
OUR PROCESS
1. Audit
2. Diagnose
3. Develop/build/test
4. Migrate
5. Cutover & retire

5. Living
GOOGLE
1.
Audit
We audited the
whole Lotus
landscape and
categorised all
databases and
applications

6. Living
GOOGLE
The Audit tool from G-workplace was ran across all our Lotus Notes
servers. This helped us understand the technical complexity of our
landscape, usage and the scope of the conversion project. Audit
needs sense checked with internal measures.

7. Living
GOOGLE
2.
Diagnose
The diagnosis
determined the
future solution
and roadmap
for each of the
categories

8. Living
GOOGLE
DELETE FIRST. DECIDE IF A
CORE SYSTEM OR SAAS IS
APPROPRIATE. BUSINESS
USERS MANUALLY MIGRATED
THE BMAs. UB DEVELOPED A
FRAMEWORK FOR APPS
SCRIPT
BMAs
(Business
Move Apps)
- Manual
migration into
Drive/Sites
Development
Apps
- Built within
Framework
using Apps
script/APIs
Automated
migration
- Swing PDF
- Export 631
- Notes2Apps
Core or
SaaS if
appropriate

9. Living
GOOGLE
ID#
Dev Group
CONTENT OWNER
CONTENT MANAGER
Lotus d/b Name
Developer
AREA
TRANSFER ?
# Docs
# Att.
Risk
FRICE
Architecture Components
Comments
Notes2Apps Migration
AppsScript framework
Primary Google Service
Technical/Compliance
Commercial
Human Resources
Information Services
MANAGE IN SHARED SHEET
BY BUSINESS STREAM
TRACK PROGRESS AND
COMMUNICATE TO
STAKEHOLDERS

10. Living
GOOGLE
3.
Develop/ build/ test
The majority of
databases could
undergo a simple
data/file
migration but the
more complex
‘applications’ had
to be rebuilt

11. Living
GOOGLE
REUSABLE SUPPORTABLE
FRAMEWORK DEVELOPED
USING APPS SCRIPT. THIS
COMPENSATED FOR SOME
GAPS IN GOOGLE
FUNCTIONALITY
SQL

12. Living
GOOGLE
▸ Cloud Platforms
▸ Google Apps Engine
▸ Apps Script
▹ Simplicity
▹ In-line with Google
▹ APIs
▸ Reusable frameworks
▹ Document tagging and management
▹ Workflow
▹ Reporting
▹ Integration with on-Premise
applications
▹ Access to the business applications

13. Living
GOOGLE
ANY DEVICE, NO OPEX
Standard
Google

14. Living
GOOGLE
Place your screenshot here
APPLICATION LAUNCHER
Google does not
provide a navigator for
Sites. Apps Launcher
provides only the Apps
users are approved to
use. ACT centralises
all actions from every
App

15. Living
GOOGLE
Sheets
master
html
Generates and manages html
forms and workflow. 1 per process
SQL
Cloud
SQL
Stores process and reporting
data for App
Form User facing form. Uses std Google
CSS. Automated creation from
Sheets OR custom Apps Script
FORMBUILDER
Place
your
screensh
ot here
100workflowsSelf-help across HR, Finance, IS - Google Material Design standards applied

16. Living
GOOGLE
PROJECTS
Approval
checklist
Registration Registers project name, assigns
code, creates/updates Drive
structure and sets sharing
Simplified sign-off of
approvals with comments.
Configured to allow logical
approval based on £ amount
View Sheet based component
surfaced in Sites. View by
metadata and search
1,000+projectsNPD, Factory Trials, Infrastructure, Investment Approval

17. Living
GOOGLE
DOCUMENTS
Tag &
search
Approval &
timed
Meta data tag documents
in Drive. Advanced search
and view
Approve versions of
documents. Timed reminders
for re-editing/ approval
NB: WE HAVE BUILT A NUMBER OF
OTHER COMPONENTS NOT LISTED
e.g. SAP Connector1,000+controlled documentsH&S, Audits, Procedures NB: Drive has 1M+ documents

18. Living
GOOGLE
Other
Components
▸ SAP Workflow Connector - SOAP web service which allows users to
sign-off SAP activities in Google
▸ Cloud SQL connectors - Facilitates 2-way data flow between Google
Sheets and Cloud SQL databases. This was used to build the
Capital tracking & forecasting solution illustrated below.
▸ Search Gadget - Unites searching across Google Sites and Drive
▸ Control for Drive - Maintains Google Drive structure and automates
ownership transfer to Functional Drive

19. Living
GOOGLE
4.
Migrate
Migrations could be
split into 2:
- Manual (<600
documents) or
- Automated

20. Living
GOOGLE
DATABASE MIGRATION
Lotus Notes
Databases
BMAs
Dev
Apps
Core/
SaaS
- PDF
- Notes2Apps
● Migrate data/files to
Drive/Sites
● Conversion to
Sheets/Slides/Docs as
necessary
● Burst embedded files to PDF
● Categorisation
● Apply standard *design
Content Managers
*DESIGN V2 in Material
Design underway

21. Living
GOOGLE
5.
Cutover & retire
Once we moved
across to the new
‘Google’ app we
provided training
and change
management. We
also ‘burned the
boats on the shore’
so there was no
retreat

22. Living
GOOGLE
APPLICATIONS CHANGE MANAGEMENT
Content
Manager
e-mail/
Screenshot
Briefing pack/
Video
Hangout/
Classroom
BMAs YES YES
Simple Apps YES YES OPTIONAL OPTIONAL
Development
Apps
YES YES YES OPTIONAL
Content Manager
● Migrates data/files
● Owns/creates content
● Communicates to user
● Drives traffic
● Manages access/admin
● Agrees removal of Lotus App

23. Living
GOOGLE
GOOGLE PROGRAMME PLAN
1. Audit
2. Diagnose 4. Migrate
5. Cutover & retire
Manage Change
Enlist Content Managers
Change - App 2
3. Develop/build/test
3. Develop/build/test
3. Develop/build/test
Change - App 2
Change - App 1
Build Frameworks
Enlist Gurus
Enlist PAs
Transformation Labs
Transformation Labs
GApps Go-live
Sell Benefits
Define Programme
Briefings/Roadshows

24. Living
GOOGLE
PROGRAMME GOVERNANCE
Technical/Compliance
Commercial
HumanResources
InformationServices
Change Board
Programme Management
Migration Management
Technical Management
Programme Board
Governance Model
● Programme Board - Senior
Stakeholders - Exec level
● Change Board - Functional
Heads
● Migration Management -
Content Managers, Google
Team, Developers/Partners
● Technical Management -
Google Team, IT Team, Partners
Google partners:

25. Living
GOOGLE
3000>219Apps migrated
People
10x
Technology
Process

26. Living
GOOGLE
100k’s£Capex vs Opex
18-24monthsDepends on availability of resources in line with other business changes
4,100 usersApps free to use across company

27. Living
GOOGLE
KEY LEARNING FROM
REMOVING LOTUS NOTES
FROM 2 COMPANIES
▸ Tenacity is key - prepare for a long ride
▸ Strong sponsorship essential
▸ Internalise skills & manage partner
▸ Enlist early adopters to deliver project
▸ Change management is key
▸ Keep it simple - it’s twice as hard as
delivering complexity but worth it
▸ Continually challenge WHY!
▸ Deliver 10x improvement. Do not replace like
for like
▸ Start fresh with Access and Security Groups
▸ Users will be difficult so you need plan B, C..
▸ Cross functional teams e.g. PROJECTS
▸ Use Google Material Design standards &
Sites

28. Living
GOOGLE
THANKS!
Any questions?

29. Living
GOOGLE
OUR PROCESS
1. Audit
2. Diagnose
3. Develop/build/test
4. Migrate
5. Cutover & retire

30. Living
GOOGLE
General Information Mail Environment Application Environment
The outcome of the Notes2Apps Scan
will be discussed and shared in a
presentation

31. Living
GOOGLE
Notes2Apps Migration takes care of
moving the application data to Google
Apps or other platform

32. Living
GOOGLE
Appendix

33. Living
GOOGLE
Simplicity Principles
● General
o Least number of clicks
o Minimise dependencies
o Reduce volume
o Maximise reliability
o Maximise comprehension
● Project
o Create a burning platform
o Empower team to make decisions
 ‘A little less conversation a little more
action’
o Don’t design by committee
o Business ownership
o Build FAST in iterations - fail FAST
o Pareto
● Design
o Square pegs in square holes
o Don’t build for the exceptions
o [Security] Everything is open unless there is a
good reason not to
o Intuitive interface - frictionless impedance
o Start with the outcome in mind
o Think small - not big
o Minimise layers of stuff
● Data
o Structure decided up front
o Data cleansed
o Delete if no future purpose
o Minimise history transfer
● Process
o Map and simplify before coding
● Supportability
o Build in
o User empowerment

34. Living
GOOGLE
Go-live checklist - Project exit criteria
1. UAT complete and signed off
2. ELS length and exit criteria agreed
3. Clear roles and responsibilities agreed for ongoing ownership and
support
4. Comms plan and training complete
a. Including all materials
5. AD/Google groups updated, tested and owned
a. Process in place for changes and admin
6. Apps Launcher populated and tested for access
a. Process in place for admin
7. Content signed off as complete and at required quality
8. App compliant with architecture standards
9. Detailed cutover plan with contingency plan
10. Signed-off by Change Board
11. RFC and handover documentation provided to Service Desk
12. Lotus Notes App removal agreed