Summary

St Joseph’s College depended on their email collaboration software that underpinned the school’s daily operations. After years of using Lotus Notes, the decision was made to replace the software because the skills needed to support the product were costly to secure and in scarce supply. After an intensive appraisal of potential implementation partners, MOQdigital was selected to deliver a complete end-to-end Lotus Notes to Office 365 migration. The scope of the engagement included a rigorous needs and gap analysis, solution design and implementation services. The project culminated with MOQdigital delivering a fully managed and supported Office 365 Cloud environment that has reduced operating costs by 30% and mitigated a critical business risk.

To begin an infrastructure renewal program, a future roadmap was defined to align the project’s goals with the IT Director’s vision;

St Josephs

Overview

Company: St Joseph’s College
Website: terrace.qld.edu.au
Locations: Brisbane, AU
Vertical: Education
Employees: 250
Established: 1875

Fact

  • Reduce complexity by migrating office applications to the Cloud
  • Mitigate a business risk by replacing St Joseph’s legacy Lotus Notes application with Microsoft Office 365
  • Replicate a real-world business environment that closely resembles a typical workplace
  • Free up resources and concentrate on strategic goals that deliver better education outcomes
  • Partner with an organisation possessing the proven skills to deliver a robust production environment from design through to on-going tier-1 support

Services and Products

  • High Level Business Needs & Gap Analysis
  • Project Planning, Execution & Unobtrusive, Staggered Project Implementation
  • First Line Management & Support Services
  • Proactive Monitoring of Service Availability
  • License and Capacity Management
  • Continuous Improvement Program

“The project execution was flawless thanks to the planning and expertise of the MOQdigital team.

We have reduced our operating overheads by 30% with the cost reductions in licensing and improvements to overall productivity. This has freed up funding to further develop ground-breaking new projects.”

Brett Auton
Director – IT, St Joseph’s College

Business Challenge

St Joseph’s faced a challenge of shifting the focus of IT delivery from commodity services like email to more strategic services. The organisation depended on the core email, contacts and calendar functions that enabled easy interaction and collaboration between employees, students and other stakeholders. The Notes suite fulfilled the college’s business needs, but feature enhancements were not forthcoming and the software was showing its age. This flagged serious concerns with St Joseph’s IT Management. Business operations were totally dependent on Lotus Notes and mitigation strategies were formulated to replace the software with a suitable alternative.

Solution

St Joseph’s IT department began an assessment of possible Notes replacements having identified collaboration and tight integration with their existing investment in back-office systems as “must have” features. Google’s “Docs” product was quickly ruled out of contention because of a limited feature set. Office 365 offered a solution that exceeded all of the mandatory requirements and provided additional capabilities that could be utilised in the future. Best of all, the cost savings that could be delivered were compelling. The decision was made to implement Office 365 across the college but migrating Lotus Notes to a Cloud based service appeared to be a challenge.

Implementation

Project planning was critical to ensure a predictable and successful outcome. It was important that the installation didn’t interrupt the college’s business operations or adversely affect teachers, students or administrators. A detailed project plan was created and a proving environment was built to ensure each migration phase was fully stress tested and the consistency of the data was maintained. The Notes to Office 365 migration was complicated and required specialist tools to ensure the data capture was complete and file integrity was not compromised. The migration was completed over a 10 week period in staggered increments to minimise any interruption to stakeholders.

Results

The time invested in detailed project planning paid off with all milestones and benchmarks either met or exceeded. St Joseph’s team of IT professionals anticipated challenges during the rollout but none proved difficult to remedy. Deployment was a textbook example of how the wise allocation of time during the project’s planning phase resulted in better execution and reduced the risk of intermittent service delivery. MOQdigital’s skills and oversight helped deliver a better outcome because of their depth of experience garnered from previous Office 365 rollouts.

Conclusions

St Joseph’s complex migration to Microsoft Office 365 exceeded all of their expectations and has reduced the cost of the college’s IT overheads by 30%. Administration is easier because storage management and back-office applications are now the responsibility of MOQdigital’s Managed Services team. IT staff are solely responsible for additions, moves and changes and can focus on strategic technology enablement that delivers better education outcomes. MOQdigital continue to play a pivotal role in providing ongoing support for the college’s 1600 users and are collaborating with St Joseph’s on ways to realise more from Office 365’s latent features.

Technical Overview

MOQdigital assumed complete responsibility for all aspects of the Lotus Notes to Office 365 Solution design and migration. Custom tools were used to help transfer mail, contact and calendar related information to the new environment. Providing coexistence between the environments during the staged transition allowed users to seamlessly communicate using email and schedule their meetings.

Summary

  • Reduced St Joseph’s information technology operating costs by more than 30%
  • Fast-tracked migration to Microsoft Lync enabling video collaboration
  • Mission critical services are located in “the Cloud” enabling IT staff to focus more on strategic goals rather than operational tasks
  • Standardised on the latest versions of MS Office across the organisation reducing complexity