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, Lynda.com
- 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
|
