An agile data migration during lockdown: Case Study

Learn about how Euro Systems helped Rock Trust to migrate to a fully Cloud-based Microsoft 365 environment during the COVID-19 pandemic, for an enhanced remote working environment

About the client: Rock Trust is an organisation based in Edinburgh and formed in 1991 with a mission to end youth homelessness in Scotland. 

Solution provided: Management and support of migration from a hosted desktop environment using MS Office 2016, to a fully Cloud-based Microsoft 365 platform. Euro Systems provided supply and installation of applications, training for staff and ongoing support.  

Overcoming unprecedented challenges

Amid the outbreak of the Coronavirus (COVID-19) and the guidelines put in place by the government, Rock Trust were making fundamental changes to their way of working after revising their IT strategy, and had tasked Euro Systems with carrying out a thorough transition to the Microsoft Cloud platform.

Euro Systems were responsible for all the necessary installations based on the requirements, and ensuring a successful migration with minimum disruption to the client’s operations.

The scenario of the COVID-19 pandemic meant challenging timescales, issues with stock availability and unprecedented difficulties to the way of working due to national lockdown measures being applied.

Jack Rillie from Rock Trust, said: “During the planning of the migration, it became clear that COVID-19 would result in significant upheaval and our entire workforce would need to work from home. This required a change in solution, with an increase in the amount of kit required to enable home working, as well as a compression in the planned timescales to implement the solution.”

“As issues cropped up (as would be expected with any IT migration) they were resolved quickly, and we found the team at Euro Systems to be very understanding of our questions and change requests.” –  Jack Rillie, Head of Business Services at Rock Trust.

Approach

Euro Systems migrated the client from a 3rd party hosted desktop environment to an AzureAD and Office 365 environment. AzureAD, Exchange Online, Microsoft Teams and SharePoint were supplied. In order to safeguard the client’s network, Cloud Managed Sophos UTM was also supplied and installed as firewall protection. Euro Systems also installed Cloud Managed Access points to provide Wifi connection throughout the client’s premises.

Training was provided for Rock Trust teams on Microsoft Teams, SharePoint & OneDrive across a number of sessions – 2 days on-site prior to working from home commenced for Rock Trust, and further 5 training sessions carried out remotely via MS Teams web meeting facility.

Support was provided for teething issues following completion of the project. Euro Systems will continue to assist the team as appropriate, to ensure Rock Trust are properly supported from a technical standpoint.

Results

Despite the challenges brought by the Coronavirus outbreak and the lockdown measures, Euro Systems managed to complete a seamless migration, and the team at Rock Trust were delighted with the smooth transition to home working within a Cloud hosted environment.

The newly installed Microsoft Teams offers the business constant availability and communication, enabling staff to improve productivity in the current imposed conditions of remote working. MS teams also allows for easy access to data straight from software on their local computers, as opposed to having to go through a remote service. OneDrive is used to allow storage of all users’ personal files within the cloud, as opposed to storage on personal desktops.

Rock Trust were able to re-structure and re-permission all data in the process of migrating to SharePoint, which application allows better access to their data, including mobile access, which the client did not have prior to the project.

With SharePoint and MS Teams, the staff at Rock Trust are supported with complete remote access to data and the ability to communicate from any device.

   Key benefits for the client
·     Empowering users with controlled access to local resources.
·    All data and servers accessible to employees working from home.
·     Ability for staff to work better remotely, across different devices, with centralised collaboration.
·       Automatic software upgrades and ongoing IT support.
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Eddie Robertson

Managing Director

As the MD of Euro Systems, Eddie is responsible for the overall strategic direction, profitability and management of the company. Eddie is passionate about our clients and is committed to our purpose to make their lives’ easier.

Email : erobertson@euro-systems.co.uk