Download the Office 365 Roll-out Posters for use during your division’s migration to Office 365.

Migration Timeline for Divisions

Migration Stages and Objective

  • Confirm go-ahead with Dean, Unit Head; set target date
  • Commence migration preparation sequence
  • Number of accounts, e-mail client varieties, Office version
  • Determine how migration will be clustered
  • Start communications sequence to employees
  • Co-ordinate activities with IT team, backend training and support information
  • Commence employee training
  • Start data copies
  • Cutover to Office 365

Migration Schedule

Goal Tasks
Discovery and Planning
  • Meet with Unit Head, CAO and IT Lead to launch discovery and planning phase
  • Identify technical and administrative migration team
  • Identify faculty and staff to be migrated
  • Determine key relationships and dependencies
  • Affirm migration groups
  • Assess data volumes
  • Verify primary SMTP address
  • Take inventory of Office versions and rich e-mail clients
  • Estimate total time requirement for account migration
  • Document migration steps
  • Issue discovery document to Unit Head for review and validation
Training Plan for Employees and Local IT Staff
  • Determine user profiles, e.g., basic e-mail and calendar user through advanced user requirements
  • Establish training requirements for employees within scope of initial migration objectives
  • Provide training to IT staff and migration team including technical migration process
  • Develop training plan for department
  • Install updated versions of software if required based on inventory results
Pre-Migration Familiarisation and Training
  • Schedule Office 365 overview for employees
  • Provide overview of services highlighting key features
  • Provide “What will happen after I’ve migrated” scenario
  • Explain post-migration support mechanisms
  • Provide additional training resources, materials
Employee Migration Scheduling
  • Map employees/connected employees to migration sequence
  • Advise on pre-migration actions, e.g., clear out Junk and Deleted Items folders, deletion of folders or email messages not to be transferred
  • Advise on functional limits while department being migrated
  • Confirm schedule with individuals and Unit Head
  • Obtain approval to proceed from Unit Head
Employee Migration
  • Initiate department’s migration plan
  • Communicate with employees as to status of migration
  • Advise on delays if foreseen
  • Advise on conclusion of migration
  • Provide just-in-tine training as needed
Migration Validation
  • Perform data transfer validation (back-end)
  • Assist with sign-on to Office 365 including device configuration if needed
  • Confirm complete data transfer with employee; document and remediate issues if discovered
  • Confirm complete migration
Post-Migration Support Period
  • Provide highly-proximate support to employees affected
  • Provide additional hands-on training and support
Handoff to Local IT and Institutional Support
  • Direct employees to support Web site and additional resources such a Microsoft Academy (online training materials), ODLC,
  • Identify additional training as required
  • Transfer Tier 1 support responsibility to local IT
  • Confirm conclusion of migration effort
  • Issue report to Unit Head for review and sign-off
  • End unit migration project