OutSystemsPlatform in Action

Migrate from Lotus Notes – How an Industry Leader Upgraded to OutSystems

I wanted to share a recent experience I had with one of our newest customers. We’ll keep the name undisclosed for now, but these guys are a truly global company and a recognized leader in their industry.
When we first met the customer’s team, they were faced with the challenge of migrating away from antiquated technologies and hand-coding into a platform that would allow their team to respond to business needs quickly but with high quality and scalability. The team evaluated tens of alternatives to achieve this goal and chose OutSystems as a technology that would allow them to achieve their time to market goals without any sacrifices. 
I had the pleasure to be involved from the beginning and on my last visit I was asked to help them define their migration strategy from older technology like Lotus Notes to modern, digital applications using a low-code development platform like OutSystems. Now for the challenge: the team has been very prolific over the years and had well over a thousand applications that they needed discontinue, migrate from Lotus Notes, or rewrite from scratch. The big question behind this process was clear – what is the most efficient way to determine which applications go where?
What goes where?
With this many applications it was almost impossible to understand the entire portfolio usage – let alone determine each application’s fate. Luckily, the team kept track of useful information like application purpose, templates used, and change requests. Using an Excel file with all this information, the team built an OutSystems application in 5 minutes. The application was then used to determine a conversion score for each application, taking into consideration five important factors:
  1. Type of application – Applications that were primarily discussion-based were deemed more adequate for other technologies, like Sharepoint. OutSystems applications are typically high-value, highly customized applications that you just can’t get out of the box.
  2. User population – Targeting reasonably small groups of users seemed like a sound strategy to initiate a technology deployment.
  3. Usage patterns – Because value comes from usage, the team decided that highly intense usage would be a good scoring facet for the applications.
  4. Development team – To ensure knowledge transfer happened smoothly, the old applications that were originally developed by team members staffing the new OutSystems dev group were preferred.
  5. Rate of change – OutSystems is all about change – the team wanted applications that were alive and evolving, with constant requests for new features or tweaks to existing ones.
Taking into account the above factors, our “secret sauce” conversion score algorithm yielded a migration score that determined the benefit of migrating an application to OutSystems. Because this was all done automatically and in just a couple of hours, target applications were defined and discussed much earlier than they would have been by any other means.
Next, the team took advantage of the ‘speed to change’ capability of the platform by extending the new portfolio management application to record the proposed migration strategy (destination platform) when it came time to replace each old application.
Curious to see what the new portfolio management tool looks like? The screenshot below shows the application (with data erased for privacy).
A migration score application helps our customer choose which apps to migrate from Lotus Notes
By using the speed of the platform combined with technical skill and a healthy dose of pragmatism, the team was able to create the new portfolio application that helped them optimize a fundamental process in their work and bring more value, faster. This is the essence of agility.
What about you? Do you have any similar success stories to share with us?


About the author

Gonçalo Veiga

Gonçalo Veiga specializes in creating amazing digital experiences, particularly for mobile, and has many years of experience with large software development projects.


At OutSystems, we also had a recent case of a low cost app that provided great value.
The marketing team follows a bunch of blogs, and sometimes they post comments or contact the blog writers. This was mostly done by a single person, so all information about the blogs was placed in an Excel file.
But the team grew! To make sure we don’t post twice or spam the authors, information about the blogs and activities needed to be available to everyone.
With the help of the OutSystems and IntelliWarp, an app was built in about 5 minutes. A bit more tweaking and adding of extra functionality took about 2 hours. Moving it to production? 15 minutes! (13 minutes for the production environment team to give us the right permissions!)
This means that in less than 1/2 day we turned a one man process using Excel into a full fledge web application available in production. Not bad!

Great post! I was wondering about the technical details of the migration challenge. How was it performed? How did the platform map the data to the new apps? Did you use Integration Studio or some other approach?


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