Interaction Room for Cloud Migration (IR:CM): A Systematic Approach

Murad Huseynli

1 a

, Attila Papp

2 b

, Udo Bub

1,2 c

and Michael Chima Ogbuachi

1 d

Faculty of Informatics, E

otv

os Lor

and University (ELTE), P

azmany P

eter S

any 1/C, H-1117 Budapest, Hungary

Adesso Hungary, Infopark I, H-1117 Budapest, Hungary

Keywords:

Cloud Migration, Interaction Room, Method Engineering, Design Thinking, Design Science Research,

Information Systems.

Abstract:

Cloud migration is by now an established discipline that is dominated by different methods and frameworks

from vendors of commercial offerings. However, it may be hard for teams to discern the inherent risks of such

offerings, which may appear as biased tool support, and design processes that cannot be tailored to the needs

of the enterprise (and rather have to ﬁt the requirements of the cloud provider). We analyzed these solutions

and propose a new method that combines the strong points of the existing designs while overcoming their

weaknesses. Our method design results in adaptation of the proven interaction room method to the ﬁeld of

cloud migration (IR:CM). We focus on communication among all stakeholders, identifying risks and chal-

lenges, deﬁning scope, and prioritizing requirements, to guide teams while designing cloud-native solutions

that are ﬂexible to the changing needs of the business. The new method itself has been developed following

the Design Science Research paradigm.

1 INTRODUCTION

Cloud is one of the most progressively growing and

demanded technologies. It has the ability to trans-

form conventional business models and accelerate

businesses to greater extents towards becoming agile,

cost-efﬁcient, and innovative. Thus, cloud migration

is now at the center of attention for most organiza-

tions that still rely on inefﬁcient legacy systems, have

high infrastructure costs, face end-of-life concerns,

etc. However, it is a complex process with consid-

erable challenges, that requires mindful analysis and

planning to ensure that the process itself adheres to

the original requirements and goes in line with de-

ﬁned objectives. Therefore, while cloud migration

brings beneﬁts, it comes with challenges that orga-

nizations must overcome. Migrating to the cloud is a

complex process if to-be-migrated systems have ac-

cumulated a large amount of data over time and have

been in operation for many years, possibly with differ-

ent integrated components and dependencies, which

could also be resource-intensive. Cloud migration can

also be disruptive for business operations, potentially

https://orcid.org/0000-0001-5945-9420

https://orcid.org/0000-0003-2322-1060

https://orcid.org/0000-0002-6018-2411

https://orcid.org/0000-0002-3826-5499

requiring temporary system downtime, which can im-

pact productivity.

For these reasons, the migration process requires

a methodical approach, as suggested by notable pre-

vious research (Babar, 2013; Zhao and Zhou, 2014;

Mohagheghi and Sæther, 2011). A well-deﬁned ap-

proach assists organizations to perform an effective

and safe migration to the cloud, instead of an ad-hoc

migration effort which may cause troubles and have

poor results and undesired effects on the business.

Without methodical guidance, organizations run the

risk of poor outcomes and errors which could oth-

erwise be avoided. A well-structured approach con-

siders the speciﬁc needs of the organization and can

include steps such as: assessing the current state of

the legacy systems, identifying the speciﬁc data and

functionality that needs to be migrated, evaluating the

available cloud platform options, and developing a de-

tailed migration plan.

The Interaction Room Method (Book et al., 2012)

is a way to effectively manage complex software de-

velopment projects by identifying key value drivers,

risks, and obstacles early on, and by facilitating co-

operation among project stakeholders. It allows for

achieving quick progress in planning and analysis

through the use of workshop-based concepts. The

method is based on the idea that understanding and

Huseynli, M., Papp, A., Bub, U. and Ogbuachi, M.

Interaction Room for Cloud Migration (IR:CM): A Systematic Approach.

DOI: 10.5220/0011993000003467

In Proceedings of the 25th International Conference on Enterprise Information Systems (ICEIS 2023) - Volume 2, pages 203-210

ISBN: 978-989-758-648-4; ISSN: 2184-4992

 2023 by SCITEPRESS – Science and Technology Publications, Lda. Under CC license (CC BY-NC-ND 4.0)

203

communication are crucial for successful projects,

and it can be used in a variety of situations, includ-

ing emergencies, general process improvement, and

digitalization efforts.

In this paper, we introduce a method of this kind,

namely the Interaction Room for Cloud Migration

(IR:CM). We follow the Tool for Developing and

Evaluating Methods (TDEM) proposed in (Huseynli

et al., 2022) to develop the IR:CM method scientiﬁ-

cally, following method design theories. This method

allows smooth analysis and planning of cloud migra-

tion activities by putting emphasis on communica-

tion among all stakeholders, to promote the fulﬁlment

of critical aspects, such as providing intuitive early

identiﬁcation of risks and challenges, deﬁning goals

and scopes, and concretizing and prioritizing require-

ments.

2 PRIOR RESEARCH

(Grapenthin et al., 2013) applies the Interaction Room

in a large systems evolution project at a German in-

surance company to foster stakeholders’ understand-

ing of the risks and dependencies that the project

may have, by speciﬁcally addressing the issue of ex-

pert knowledge lacking methodical experience, and

method experts lacking business experience.

(Jamshidi et al., 2013) identiﬁes and systemati-

cally compares existing research on cloud migra-

tion and states that there is a need for migration

frameworks and tool support to improve the matu-

rity level and trust for the cloud, as well as the

need for architectural adaptation and possibly self-

adaptive cloud-enabled systems. Therefore, Jamshidi

et al. (2013) develop the Cloud Reference Migra-

tion Model (Cloud-RMM). Cloud-RMM consists of

four migration phases, which are planning, execution,

evaluation, and crosscutting concerns. In particular,

the migration planning phase involves tasks such as

feasibility study, requirements analysis, selection of

providers and services, and migration strategies. The

output artefact of this phase is a migration plan.

(Bazi et al., 2017) introduces a comprehensive cloud

migration framework for managers to facilitate the

migration process and ensure effective migration to

a cloud computing environment.

(Fahmideh et al., 2016) notices that there is no

existing overarching view of cloud migration pro-

cesses and proposes a platform-independent meta-

model, which encompasses phases and activities for

cloud migration. (Grapenthin et al., 2015) introduces

the Interaction Room method to an agile team in a

medium-sized software development company, and

it results in better communication among all project

stakeholders with a more reliable identiﬁcation of the

tasks.

(Jamshidi et al., 2017) develops V-PAM (Variability-

based, Pattern-driven Architecture Migration), a mi-

gration method meant for multi-cloud environments,

that involves cloud architecture migration patterns

and situational context. This method helps select rel-

evant migration patterns and build a migration plan

using them.

During our research, we also profoundly studied

commercial cloud migration methods from different

cloud vendors, and we found that existing methods

have room for improvement on the following fronts:

1. Customization: compared to similar methods

from hyperscalers, we saw several areas where those

methods needed to be improved jointly. In all cases, a

cloud migration journey for each customer is unique;

thus, a method should have real-life interaction,

making the journey tailored for each given customer.

Using frameworks by hyperscalers can help deﬁne

an ideal target picture and a good set of baseline

capabilities to achieve; however, we ﬁrmly believe

that the cloud journey should be customized in all

cases. Each customer has different opportunities,

challenges, and goals, and a cloud migration method

must consider them through real-life interaction.

Real-life interaction is important because it brings up

information otherwise unobtainable through formal

channels/questionnaires.

2. Not endorsing cloud vendor-agnostic ap-

proaches: in some cases, it is worth making a

cloud provider-agnostic architectural decision, but

understandably options leading to that direction are

not always highlighted or endorsed in the frameworks

prepared by said cloud vendors. Therefore, we sought

a method that leaves room for ﬁnding a balanced

approach between being fully vendor-native and

completely vendor-agnostic in such decisions. This

is achieved on a per-application basis (incl. run-time,

integration layers, etc.).

3. Support both traditional and agile approaches:

despite the proven good reputation of agile ap-

proaches, not all organizations are open to such mod-

ernization. However, an agile environment should be

cultivated to truly achieve the beneﬁts of the cloud.

When a method only works well in an already agile

environment, it excludes those customers who are not

yet there. Thus, a method supporting traditional (e.g.,

waterfall-based) organizations must exist and allow

them to gradually convert.

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4. Providing value quickly: the method shall

produce an output that can be used immediately as

a starting point for the next steps. Therefore, we

implemented Microsoft’s approach of the ‘power of

10’: at the end of the interaction, several applications

ideal for cloud migration are selected, and their

modernization paths are paved on a high level. Thus,

the ﬁrst migration can be achieved in weeks, and

there is always an ordered backlog of migration tasks

to focus on. In combination with a roadmap, this

work item serves as a compass during the migration.

5. Deferring cloud vendor selection: Our method

can defer the cloud provider selection, as long as it

is advised. This is useful because some providers

are better suited than others for speciﬁc proﬁles.

Capabilities do not always match, but best practices

align amongst cloud vendors. Thus, we can defer

selection as long as it is recommended (however, we

realize that, in most cases, the cloud vendor is already

selected well before starting the migration process).

These ﬁve principles were the main goals when

designing the Interaction Room for Cloud Migration.

3 RESEARCH METHOD

We developed our method using the Design Science

Research (DSR) paradigm (Hevner et al., 2004; Pef-

fers et al., 2007; Offermann et al., 2009). DSR

involves developing new artefacts, constructs, mod-

els, methods, or instantiations to address organiza-

tional information systems/technology problems. In

our research, we follow the DSR process proposed

by (Offermann et al., 2009), which deﬁnes the three

main phases “problem identiﬁcation”, “solution de-

sign”, and “evaluation”. We conducted said phases in

one iteration. Problem Identiﬁcation – the proposed

method is addressing an important and timely prob-

lem related to cloud migration projects. There is a

lack of method and tool support for the preparation

stage of cloud migration, and our proposed method

helps properly analyze and plan the project, resulting

in a process map and summary/backlog of the ﬁrst

set of to-be-migrated applications. Solution Design

– we design our artefact using concepts based on the

interaction room method (Book et al., 2012) and de-

sign thinking exercises. To describe the method, we

use the TDEM (Huseynli et al., 2022) to see if the

proposed method is relevant from the perspective of

method design theories. Evaluation – the proposed

method has been evaluated in the context of a real-

world project within an organization, with indepen-

dent components in mind. The complete integration

of such components, as suggested in this paper, will

be further evaluated in future research. The method

we introduce herein fulﬁls all the seven guidelines for

Design Science Research as formulated by (Hevner

et al., 2004).

In the solution design phase as pointed out earlier,

the central artefact in this research is a method and

we are constructing it using the scientiﬁc approach

known as Method Engineering. Method Engineer-

ing has been ﬁrst introduced by (Brinkkemper, 1996)

and described as the engineering discipline of design-

ing, constructing, and adapting methods, techniques,

and tools for the development of information systems.

(Bucher and Winter, 2008) also further complemented

that a method is a solution that consists of design ac-

tivities executed by speciﬁc roles in a speciﬁc order,

applying speciﬁc techniques, and producing design

outcomes as results. We conduct method engineer-

ing by ﬁrst looking into existing methods in the lit-

erature and discovering, selecting, tailoring, and in-

tegrating method components. Looking further into

existing literature, we ﬁnd several existing methods

encompassing various purposes which we outlined in

the section 2.

As seen from section 2, none of the previous re-

search efforts introduces a method for cloud migra-

tion projects that speciﬁcally considers ease of com-

munication among stakeholders, brainstorming with

design thinking exercises, illustrating the creation of

migration plans with the power of design thinking

exercises, and encourages idea sharing and identify-

ing activities with the help of an Interaction Room

Method, even before the execution of the cloud mi-

gration. All of these designs such as (Amazon, 2022;

Google, 2023; Microsoft, 2019) have advantages and

disadvantages. We analyzed the designs and proposed

a synthesized design that combines the strong points

of the existing designs while overcoming their weak-

nesses. Furthermore, the concepts and theories used

in the state-of-the-art have been adopted in our re-

search to construct the method. The method com-

ponents we considered for the construction of our

method are: the Interaction Room Method, the AWS

(Amazon, 2022) 7R migration strategy, the Microsoft

(Microsoft, 2019) guide for selecting the ﬁrst N to-be-

migrated applications and design thinking exercises.

Interaction Room for Cloud Migration (IR:CM): A Systematic Approach

205

Workshop

Abstract for the

Interaction Room

Preliminary

Questionnaire

Interaction with

the Stakeholders

Hopes and

Fears

Prioritization

Matrix

Rose-Thorn-

Bud

Canvas/Summary

Process

Canvas

Continuous

Migration

Execution

Figure 1: Interaction Room for Cloud Migration (IR:CM).

4 SOLUTION DESIGN:

INTERACTION ROOM FOR

CLOUD MIGRATION

(Book et al., 2012) states that an “Interaction Room

is a physical room that is outﬁtted to visualize and

facilitate discussion of key aspects of an information

system” so that it facilitates communication and

allows analyzing and planning, focusing on important

aspects and producing constructive results. We

use the same concept and build a method, IR:CM,

speciﬁcally for cloud migration. The method com-

prises steps and activities, including design thinking

exercises which should be conducted in a workshop

environment for the duration of 2-3 days depending

on the scope and size of the cloud migration project.

This would allow understanding of the existing IT

strategy, creating an initial cloud strategy by adhering

to a hyperscaler’s best practices, and focusing on

the ﬁrst N applications to be migrated. As a result,

IR:CM helps outline an initial cloud strategy, prepare

the migration and modernization path for the ﬁrst

N applications, and establish a cloud adoption

framework. Furthermore, to facilitate further com-

munication and discussion in the interaction room,

pre-workshop questions were developed to get a

high-level overview of the status and situation. These

questions can be used as interview questions.

1. What do you consider the main business motiva-

tion for the cloud migration?

2. Please outline your role and your responsibili-

ties/interests in your cloud journey.

3. What beneﬁts could the cloud bring to your

company?

4. What potential challenges do you foresee?

5. What are some of your company’s strengths, when

it comes to starting the cloud journey?

6. What is the current landscape for the cloud, and

can you share this overview and data?

7. What are the ﬁrst projects you think would be

good candidates for a migration to the cloud?

8. What are your reﬂections in terms of creating

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teams to support your cloud adoption? For instance,

in creating dedicated cloud teams, or a Cloud Center

of Excellence.

9. Partners: Who will operate and drive cloud

adoption? Will you involve partners? If so, what is

the plan for partner selection and management?

Based on the answers from the preliminary ques-

tionnaire, a high-level understanding can be devel-

oped of the customer’s characteristics. This would

then be used in combination with a set of focus ar-

eas during the workshop to guide the conversation

whenever needed. This initial understanding serves

as the main aid for the facilitator when preparing for

the workshop.

The workshop participants shall include relevant

stakeholders such as Business (CDO) and IT leads

(CIO, Dev, Ops), Process/product owners, and Cloud

expert. Process/product owners may bring one or

more technical experts from their team, if doing so

is justiﬁed. However, the customer shall not delegate

more than 12 participants to the workshop. On top of

this, a facilitator will be included, who shall be skilled

in cloud technologies or aided by a cloud expert. The

stakeholders shall come together and brainstorm by

using canvases such as Hopes and Fears, the Prioriti-

zation Matrix, Rose-Thorn-Bud, the Process canvas,

and the 7R. The focus areas shall be business motiva-

tion, beneﬁts of the cloud, challenges, strengths, and

the ﬁrst set of projects to migrate. The method is de-

picted in Figure 1.

The Hopes and Fears canvas is a tool which is

used in design thinking to assist teams to understand

their needs and goals. It is divided into two sections

which are the Hopes, where teams brainstorm and list

their aspirations, aims, and desires for the product or

service being designed, and the Fears section, where

teams list their concerns, doubts, and worries about

using the product or service. This canvas is intended

as a warm-up exercise to release the burden of com-

municating with each other and the workshop facili-

tator. Hopes can be framed as Fears and vice versa,

therefore the chosen category may also show the gen-

eral sentiment of the individual towards cloud migra-

tion. This exercise can also highlight the well-known

blockers or challenges in the organization (which may

not be so apparent to the facilitator): these points shall

be brought up in further exercises to enrich the con-

versation. Clustering can be applied on similar items

to reduce complexity and identify goals for the cloud

migration process.

The Prioritization Matrix is a tool that helps pri-

oritize tasks and opportunities based on a set of crite-

ria. As the name implies, it is represented visually in

the form of a matrix, with the items to be prioritized

listed along one axis and the criteria for evaluation

listed along the other, so that then each item is scored

based on how well it meets the criteria. The scores are

used to rank the items in order of priority. This canvas

is useful for identifying quick wins (items in the top

right corner of the Value/Feasibility axes). The layout

of the items also highlights the relative effort com-

pared to other tasks and opportunities. It is important

to note that in most cases feasibility and value are rel-

ative, thus it is advised to document participants’ re-

actions. The facilitator can later use these reactions in

further argumentations.

Rose-Thorn-Bud (RTB) is a tool for continuous

improvement and team feedback. It is used in team

meetings to identify areas of success, challenges, and

opportunities for improvement. In RTB, team mem-

bers share one Rose which is something that went

well or that they are proud of, one Thorn which is

something that was challenging or frustrating, and

one Bud which is an opportunity for growth or im-

provement. RTB helps discuss emerging common

themes, explore ways to address challenges, and take

opportunities into account for further development

and growth. This exercise covers organizational ap-

titude and uncovers common blockers, and is used to

understand strengths, challenges and opportunities.

After the ﬁrst three exercises, the participants

should have a process in mind which can beneﬁt the

most from cloud migration. Examples include e-

commerce (customer frontend), banking (loan origi-

nation), service providers (disaster recovery, backup

strategy), etc.

The Process Canvas is a visual representation tool

that maps out the steps involved in a process, the in-

puts and outputs at each step, as well as the people or

teams who are responsible for completing each step.

This helps teams understand how a process works,

identify bottlenecks or inefﬁciencies, and design im-

provements to the process. The Process canvas is used

to optimize processes that were selected in the previ-

ous step.

The 7R Canvas is a tool for selecting the ﬁrst set

of N applications that shall be migrated or, similarly

to Microsoft’s naming, the ”power of N”. During the

exercise, the participants argue and agree on a set of

these migration candidates and decide on a high-level

path for the application. This means categorization

according to AWS’s 7Rs, which includes seven

migration strategies for moving applications to the

cloud. These strategies are as follows:

Refactor/re-architect – Change architecture by taking

full advantage of cloud-native features for better

Interaction Room for Cloud Migration (IR:CM): A Systematic Approach

207

agility, performance, and scalability.

Re-platform (lift-tinker-and-shift) – Make a few

optimizations without touching the core architecture,

just like moving from self-managed Kubernetes to

Amazon EKS.

Repurchase (drop and shop) – Replace your current

environment by moving to a newer version of the

software or purchasing an entirely new solution.

Rehost (lift and shift) – Move applications to the

cloud without changing them.

Relocate (hypervisor-level lift and shift) – Move

infrastructure to the cloud without making any

modiﬁcations, just like using VMware Cloud on AWS

to relocate virtualized applications from vSphere to

AWS Cloud.

Retain (revisit) – Keep applications in the current

environment since these applications might require

major refactoring and need to be postponed for the

time being.

Retire – Identify unused applications and decommis-

sion or remove them to strengthen the business case

and focus on widely used resources.

It is crucial to note that the categorization shall

be by no means considered ﬁnal since unknown tech-

nical limitations and capabilities could inﬂuence the

decision after the workshop. However, in most cases,

the path selected for the application should be correct,

since the categorization is done by product/process

owners.

Based on the above canvases, we can depict a

summary of the foreseen outcomes as in Table 1.

The canvases serve as a tool for extracting infor-

mation from the customer, needed to prepare the cus-

tomized cloud migration roadmap. Such a roadmap

takes all the requirements, opportunities, challenges,

and goals into consideration, together with hyper

scalers’ best practices, to form an adequate roadmap.

The workshop also produces the ﬁrst N applications

to be migrated and their high-level migration path,

which serves as a foundation for an ordered backlog

of tasks during the migration. This backlog is reg-

ularly refreshed jointly with the experts, keeping the

original capabilities in mind. Adopting the cloud can

be a long-running process and a forever-evolving ac-

tivity. So the efforts do not just stop at migrating: The

workshop should be conducted regularly – at least

yearly – to reﬂect the changes and continuously re-

view the roadmap.

In order to add knowledge to method design

theories, we present the constructed method using

the TDEM tool from (Huseynli et al., 2022), which

was developed based on (Gregor and Jones, 2007),

with the method-speciﬁc reﬁnements proposed by

(Offermann et al., 2010) and answers to the related

evaluation criteria formulated there. We illustrate this

below.

Purpose and Scope

- Project type: a method to analyze and plan cloud

migration projects.

- Project context: organizations that want to migrate

their assets to a cloud environment.

- Lifecycle coverage: analyzing and planning cloud

migration projects.

- Role coverage: Business (CDO) and IT leads

(CIO, Dev, Ops), Process/product owners, and Cloud

expert.

- Activity coverage: Analysis and Planning.

Constructs

- Canvases for 5 different purposes: Hopes and fears,

Prioritization Matrix, Rose-Thorn-Bud, Process

canvas, and 7R canvas.

- Interaction Room method as in (Book et al., 2012).

Principles of Form and Function

- Conducting exercises based on the 5 canvases for

analysis and planning of cloud migration projects in

a collaborative and interactive environment.

- The activities or exercises must be done in sequen-

tial order, as depicted in Figure 1, since the output of

a previous exercise/activity shall be the input of the

next one.

Artifact Mutability

- Participants in the interaction room can be different

from the ones pointed out above.

- Depending on the number of applications, the

number of those to be migrated can be adjusted and

can be more or less than N.

Testable Propositions

- Utility statement: The method allows for better

vendor-independent migration designs.

Justiﬁcatory Knowledge

- The Interaction Room method.

- 5 different exercises.

- Utilization in the setting of an organization, to

perform cloud migration.

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Table 1: Interaction room for cloud migration outcome/summary.

Hopes and Fears Prioritization Rose-Thorn-Bud Process canvas 7R canvas /

summary

Input Hopes and Fears

regarding Cloud &

IT strategy

Goals, initiatives,

concepts

Anything A chosen pro-

cess

Set of applica-

tions

Output Business motiva-

tion

Goals and priori-

ties

Strengths, Weak-

nesses, and Op-

portunities

Process map Set of N appli-

cations to mi-

grate/modernize

Value Serves as a warm-

up to initiate col-

laboration

Find goals and

align priorities.

Set of quick wins

can be found

Practitioners get to

highlight and rea-

son

Discover appli-

cations and de-

pendencies in a

given process

Serve as a foun-

dation for an or-

dered backlog

Principles of Implementation

- Activities have to be conducted, and in the end, the

result should be a constructive summary where aims

and desires have been considered and there is a clear

path forward, illustrated through a Process Canvas

and 7R summary.

- The method usage requires the initiation of a cloud

migration project.

Expository Instantiation

- The individual exercises and their facilitation have

been used in adesso Hungary before, however, the

combination of them with the aim of cloud migration

has not been tested yet. This is up for further evalua-

tion, research and documentation from the authors.

5 CONCLUSION

Cloud migration is an essential process for organiza-

tions that want to improve their efﬁciency and reduce

costs associated with their existing systems. The In-

teraction Room Method for Cloud Migration (IR:CM)

is a methodical approach that can assist organizations

in performing an effective and safe migration. The

IR:CM method emphasizes communication between

all stakeholders, considers key aspects, and priori-

tizes requirements for a smooth analysis and planning

of cloud migration tasks. The method has been con-

structed using a Design Science Research process and

method engineering. This systematic approach is de-

signed to address the limitations of current methods

and tools for cloud migration and provides a clear and

structured process for identifying critical aspects and

developing a migration plan. This research highlights

the importance of a methodical approach to cloud mi-

gration and the potential beneﬁts that can be achieved

by using a well-deﬁned approach such as IR:CM. By

utilizing this method, organizations can increase their

chances of success and reduce the risk of faults and

poor results.

Future work could include evaluating the IR:CM

method with applying it in several real-world scenar-

ios to further improve its effectiveness. Further re-

search should also involve exploring ways to integrate

the IR:CM method with other project management

and planning methods. It could be used to study the

long-term beneﬁts and drawbacks of cloud migration

and how IR:CM can assist in maintaining and sup-

porting the cloud infrastructure.

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