OFFICE 365 ROLL-OUT, DATA MIGRATION, MALL SECURITY UPGRADE AND ARCHIVE AND BACK-UP OVERHAUL
Storage of the University email and document databases was located on-premise and required regular upgrades and ongoing support and also presented risk of data loss due to hardware failure
Migration to Office 365 provided would vastly increase storage and improve security and backup
The University’s instant messaging platform, Office Communicator, was approaching end of life and end of support
University staff could not access documents, email or communications tools without VPN connections, making remote working difficult or impossible
Email security took up two full time roles within the IT department, where the function could be outsourced to a service provider with greater resources and more up to date information, freeing up internal resources for other functions
The risk of data loss due to theft, loss or failure of laptops and storage devices was significant and could be addressed by introducing cloud storage and automated back-up
IMA Management & technology (IMA-MT) provided project management and change management to deliver the different streams of the project, including the management of several vendors and internal teams, rolling out the user-facing changes and the underlying infrastructure and driving the awareness, training and working culture change program to ensure successful uptake of the new system.
Used PRINCE2 methodology to manage the infrastructure work and an Agile approach for the desktop roll-out work.
Gathered business, functional, non-functional and technical requirements for all elements of the project.
Managed risks and issues with the project team and major stakeholders.
Managed a benefits delivery plan throughout the project.
Managed communications to the sponsor, project team, major stakeholders, affected users, vendors, partners and the PMO through reports, emails, meetings, poster campaigns, a dedicated intranet site, presentations, demonstrations and project board meetings.
Managed all project finances.
Worked with a deployment partner and internal infrastructure team to determine requirements and define and implement a design, migration strategy and test plan.
Worked with internal teams on the upgrade and deployment of desktop services and clients.
Ran formal tender processes to identify and procure archive, back-up and email security products and email archive migration services.
Ran an awareness and promotion campaign, “lunch and learn” information sessions, training sessions and produced reference guides, live session recordings, training videos and post-deployment follow-ups.
Provided a “white glove” service to support the migration for key staff, such as executives and EAs.
Held “lessons learned” and post implementation reviews with the project team and major stakeholders and shared results.
Office 365 and Office 2016 rolled out to all university staff.
All on-premise email and document data migrated to the Microsoft cloud.
20 training sessions delivered across seven locations.
New automated back-up and archive system deployed for email and documents.
New email security system deployed.
Cost reduction achieved through the decommissioning of on-premise storage and mail handling hardware (removing upgrade and maintenance costs) and the switch to a remote email security system, freeing up two full time staff from this role for re-deployment.
Cloud based storage enabled increased document and email accessibility, improving staff mobility.
A major upgrade in the available storage for email, documents and archives was achieved.
Collaboration improvements achieved through the introduction of co-authoring and sharing capabilities.
No data loss or business hours service loss encountered by any staff or services.