Today's global organizations generate collaboration data at a scale never before seen. But data is nothing if we can't make sense of it and use that knowledge to make informed decisions quickly and efficiently. Join panagenda consultant Terri Warren as she walks you through real-world business scenarios, defining the criteria for and categorizing of various elements of your collaboration landscape. She'll highlight how visualizing data in real time gives organizations the ability to make fact-based conclusions and avoid the common pitfalls of using static representations of dynamic data. Whether to consolidate resources, lower license costs or identify which applications are best suited for HCL Nomad gaining critical insights and understanding your data makes it possible to keep up with your ever-changing landscape!

1. Unleashing The Power of
Analytics:
Extracting Insights and Business
Intelligence from Your Collaboration Landscape

2. Thanks to our Sponsors

3. Agenda
• Making sense of Your Data
• Asking the Right Questions
• Defining Your Criteria "Business Intelligence"
• Telling stories with data
• Visualize!

4. Terri Warren
Senior Technical Consultant, panagenda
• Focus on analytic solutions for Collaboration and Social Software.
• Passionate about "telling stories with data"
• panagenda since 2016, lots of years as developing for Domino,
Connections and Watson at IBM
• Speaker at various collaboration events on topics such
as analytics, Connections, directory and security integration
Data and Insights about me: ☺

5. "Big data and its implications will affect every single business—from Fortune
500 enterprises to mom and pop companies—and change how we do business,
inside and out.”
– Author and Data Analytics guru Bernard Marr
• Helps you make better decisions
Making Sense of Your Data: Why?

6. • Helps you solve problems:
– “We need to consolidate our mail systems into one. Which
applications will break, if we migrate mail & calendar from
Domino?”
– “I need to know all databases that have agents, their agent
types, trigger types, agent server, agent schedules and agent
signing ID?”
– “We need to upgrade hardware and OS, how many servers do
we need and how should we size them?”
Making Sense of Your Data: Why?

7. • Helps you see performance
Making Sense of Your Data: Why?

8. Data Value Proposition: Achieving Your Goals
Database/Application
Modernization
Illustrate Progress
to Mgmt!!
Optimization / Consolidation
Migrate to new platform
Reduce License and
Hardware Costs
Reduce Notes Footprint
Highlight the ongoing Value
of your Domino Environment!
Execute on that strategy
Assess the effort
Identify Business Processes
that would benefit from being
"modernized" and what is
working just fine as it is
Define achievable deliverables
Determine Strategy and assess
Risk
Understand stakeholders
Achieve customer requirements
Understand the gains while being
aware of, and overcoming the pains…

9. Data Value Proposition: Overcoming pain points
No insight into what is
used/unused
Who are the
stakeholders for DB's
in my environment
Unknown complexity
and obstacles of my
environment
Inability to calculate
licensing consequences
of the project
No life-cycle tooling to
support the project
Project Scope
(What’s relevant?)
Time Pressure
Skill set limitations
Overcome the obstacles…

10. Data Value Proposition: Success in achieving gains
Validate your strategy
to decision makers
Safeguard against blame for impacting
existing processes
Ability to direct efforts to what is
needed and avoid wasting time
and money! Integrate new
technologies
Ability calculate effort and
obstacles
But look at the gains!

11. Statrep.nsf
Data: Crucial data lives in various places in your Domino Environment
LOG.NSF –
database activity
details
LOG.NSF – user
activity
names.nsf

12. • Collect the data (program,
agent, script) from your
Domino environment:
– All Server information
– All User information
– All Database inventory
– All Rich client session data
– All Browser session data
• Design data/Code insights
– nsf/ntf instances design
and code
Data: Collect, Collate, Store
data
Analysis
DWH
Collate data based on
Business intelligence
Store this data
(searchable tables) into
a database- THIS
becomes your Data
Warehouse!

13. Asking the Right Questions

14. Asking the right questions of your data
• Regardless of your project goals, asking the right
questions is key to achieving successful results

15. • What is the structure and size of my environment?
– What is the "lay of the land"?
Data: Asking questions of your data

16. • What apps/databases in my environment have never
been usage or are "no longer used"
– What can I consolidate?
Data: Asking questions of your data

17. • What can I exclude to reduce the scope of my project?
– Specific databases: system dbs, mail files etc?
– Geographies: data collection for particular locations?
– Server directories: exclusion of specific directories containing applications
within the Domino environment that are not of interest?
– Users: exclusion of specific sets of
users who were not of interest?
– Servers: exclusion of specific servers
Data: Asking questions of your data

18. • How many users are actively using Notes?
– License reduction
– Validating engagement
Data: Asking questions of your data

19. • Who are the application/db owners, who are the
stakeholders in this project?
Data: Asking questions of your data

20. • How does DB design complexity impact re-development
costs?
Data: Asking questions of your data

21. • Applications mostly used via Notes Clients?
• Department /Title indicates "on the go"
– e.g - Sales organization (often on the road)
• Email often sent from Mobile Devices?
– User already takes advantage of mobile,
Verse, Traveler?
Which Applications could be suited for HCL Nomad?

22. • Do your Applications contain Java code
– Actions / buttons that are executed on the client
– Currently, Nomad has some limitations:
• java is not supported on Nomad for "client" activity
Data: Asking questions- Applications suited for HCL Nomad?

23. Defining Your Criteria
Categorizing

24. • Defining the criteria, the "business intelligence" and
departmental knowledge in order to make appropriate
decisions:
• Unused Applications:
• Applications that have no read/write sessions
• Is usage by particular stakeholders considered “unused”?
• Applications Users:
• Identify “Admin” and “VIP” users, and
determine specific criteria for these users
– Dbs/Apps used by 1 to 5 Users?
– Dbs/Apps used by 5 or more Users?
Data: What is the most efficient path forward?

25. • Low usage:
• Determine an appropriate threshold using session criteria
• <=100 sessions by Notes Client/browser?
• Read-only applications/dbs:
• where sessions are only reads
• High usage applications:
• Applications where sessions are >= 1000? (Best practice)
• Web-only applications:
• Access type is only via browser
•
Data: Defining the Criteria

26. • Mixed usage:
• Applications where access is via both web and Notes
• Ahh.. But WHAT if the only Notes access is from admins? (it's all in
the details. Check out who the users are!)
• Design templates:
• Determine complexity as compared with IBM standard designs
• Will the templates really be deleted?
• Are people creating new dbs/apps and may need them?
• Low complexity applications- applications/dbs not too complex (code)
• Usage low - sessions ( >=100)
• Highly complex applications:
• Complexity score is identified as High or Very High
• Sessions are >= 1000 (Business intelligence may dictate differently!)
Data: Defining the Criteria

27. 27
Archive
Remain on Domino
"Expert Opinion/Repurpose"
Migrate
• Depends on criteria defined in "apply
business intelligence" stage:
➢ Unused databases that can be
removed
➢ Databases that are used by
admins only
➢ Databases that may have low
usage but considered "sunsetting"
candidates
• Benefit: License and server reduction
• Cost: Existing Admin time and expertise
Categories: Applying criteria and examining usage, complexity,
users, and patterns

28. 28
Archive
Remain on Domino
Expert Opinion/Repurpose
Migrate
• Depends on criteria defined in "apply business
intelligence" stage:
➢ Low usage applications/dbs- not worth
reinvestment
➢ Apps /dbs that are read-only – no
content is added
➢ "Admin Only"- used for process
➢ Highly complex applications/dbs –
too difficult to re-develop
• Benefit: Cost savings on re-development
efforts, decreased risk
• Cost: Existing Admin time and expertise
Categories: Applying criteria and examining usage, complexity,
users, and patterns

29. 29
Archive
Remain on Domino Temporarily
Expert Opinion/Repurpose
Migrate
• Depends on criteria defined in "apply business
intelligence" stage:
➢ Databases with medium to high code
complexity and some usage
➢ Databases where complexity. Code
duplication and/or usage lend
themselves to consolidation or web-
enablement
• Benefit: Potential cost savings on avoiding re-
development
• Cost: Existing Development time, investigation
and expertise
Categories: Applying criteria and examining usage, complexity,
users, and patterns

30. Categories: Applying criteria and examining usage, complexity, users
and patterns
30
Archive
Remain on Domino Temporarily
Expert Opinion/Repurpose
Migrate
• Depends on criteria defined in "apply
business intelligence" stage:
➢ Heavily used and highly complex
databases- these are your business
critical apps/dbs
➢ Heavily used databases that are low in
complexity and easily moved to a new
platform
• Benefit: Business Critical dbs moved to a new
platform
• Cost: New Development resources and time

31. Categorization
31
Archive
Remain on
Domino
Expert
Opinion/Repurpose
Migrate
• Unused
• 1-5 users only
• Admins only
• Low usage
• 5+ users
• Read-only applications
• High usage applications
• Web-only applications
• Mixed usage
• Design templates
• Very low complexity applications
• High complexity / 5+ users applications
Criteria

32. Tell Stories With Your Data

33. Data: Tell Stories with your Data to solidify your findings!

34. • Your data is giving you the answers– Visualize it to tell a
clear and compelling story!
• Excel - share your results
– But it can be static!
– Continuous data snapshots
means comparing data across
multiple spreadsheets and
tables, complex "vlookups" to
compare.
Visualize your results!

35. • Take advantage of Business Intelligence tools (BI) to
dynamically illustrate your results!
– Metabase - An open-source business intelligence tool.
• Easy way to generate charts and dashboards
• Ask simple ad hoc queries without using SQL
• See detailed information about rows in your Database.
• Gives you and others a place
to ask simple questions and
understand the data your
application is generating.
Visualize your results!

36. Visualize your results!
Please create a dashboard for me-
Can you give me all user activity, per department, per week
for the last 6 months?

37. Visualize your results!

38. • Your collaboration infrastrucure contains valuable data
• You can ask questions of your data
– According to a set of Criteria
– Categorize it
– Use it to help you solve problems and reach your goals
• Visualization helps to see trends and patterns and
understand relationships
Summary