Embarking on the decentralization journey with UACN PLC required that we setup separate Microsoft 365 tenants for all the subsidiaries and migrate data from the existing consolidated on premise Microsoft Exchange server to the respective Microsoft 365 tenants for each subsidiary. Drive adoption and change management of the new email platform, modernize the workplace experience and democratize intelligence across the entire organization for 1,350 users at a cost of $300,000. Modern Work and security solutions were recommended for implementation.
Each subsidiary was immediately onboarded on Microsoft 365 exchange to improve operations experience since one of the biggest challenges at the time at UACN PLC was mail box storage constraint. This greatly impacted communication considering the organisation had a long history of archiving mail on local machines and servers. This outdated method became resolved.
Value derived from Microsoft Teams was impactful as the communication possibilities became apparent. We initiated free 3 months trials of Enterprise voice with integration with existing Avaya phone systems for key users. Meetings with partners and employees in the field enjoyed the quickest adopted solution. Its integration with meeting schedulers and visitors booking systems were well received providing good visibility into the availability of meeting participants.
Prior to onboarding on MS Teams, Field representatives relied on emails to get approvals and had to dial up via VPN to access on-premise SharePoint systems. SharePoint online replaced the on premised version and business processes were readily available online with Multi-Factor Authentication for users. Decision-making became an “on-the-Go” action. Engagement and operational efficiency grew geometrically. Every employee now had access to all collaborative tools under Microsoft 365. A service only a few managers enjoyed before the decentralization initiative. Departmental shared folder services and document classification were enabled.
The impact of the shift from a predominantly on-premises environment to a cloud-first organisation was a big leap forward for UACN PLC operations. IT reported a significant reduction in CAPEX expenditure as replacement of Storage units, mail servers were discontinued giving way to a new OPEX model that was flexible and encouraged the review of licenses usage within the organisation. We significantly drop number of service account, and rightsized our usage.
Typical approvals took about 2-5 hours and often required you following up with calls. This crashed down to approximately 15 mins. IT recounted “Our reach and response speed to queries from customer was impacted since we could now collaborate faster, approvals were visible and on the go. We had to dedicate resources prior to M365 to email service because the environment was highly unstable. We could only guarantee 80-85% uptime. Users often called in to ask about missing emails, high rate of spam mails in their box. With M365 exchange, downtime was eradicated, and spam management became self-service quarantine which was visible to the email box owner. This gave assurance to users that their emails were secure and no longer going missing. We credit the increased productivity to Microsoft 365”.