Age UK Leeds is a charitable organisation providing support, advice, and services for older people across Leeds and the surrounding area. With a mix of full-time and part-time staff, hybrid working arrangements, and a busy operational environment, the organisation depends on reliable IT systems to support service delivery, collaboration, security, and day-to-day administration.
Age UK Leeds required a structured IT onboarding and service transition from its previous provider, alongside several related improvement projects. The organisation was already using Microsoft 365 extensively, but a number of devices were still running Windows 10 and many users were working with Office 2019, which is approaching end of life. This created a need to review device readiness, licensing, security, and user productivity tools as part of the onboarding process.
The organisation also needed to replace several services being withdrawn from its existing contract, including firewall provision, endpoint security, and email security. In parallel, its SharePoint environment required improvement. Permissions had become difficult to manage over time, and the organisation wanted a clearer, more modern structure with appropriate access controls. The transition needed to be carefully coordinated to maintain continuity, strengthen security, and support hybrid working.
We proposed a managed onboarding approach that combined core IT support transition with a wider programme of security, Microsoft 365, backup, training, and SharePoint improvements. The first priority was to ensure continuity of service from the onboarding date, with the previous provider notified and replacement services prepared in advance.
For network security, the existing rented firewall arrangement was to be replaced with a new Sophos XGS firewall, alongside a planned firewall and Wi-Fi installation project. This would provide the organisation with a modern, managed security platform and improved wireless infrastructure. The project was planned to take place during onboarding to ensure the replacement service was in place as the previous arrangement ended.
Endpoint protection was reviewed as part of the service transition, with Sophos Intercept X Advanced proposed to replace the outgoing BitDefender service. This provides modern endpoint security suitable for a hybrid working environment. Email security was also addressed, with Microsoft Defender for Office 365 proposed as a replacement for Mimecast, aligning protection more closely with the organisation’s Microsoft 365 environment.
To improve resilience, Datto Backupify was proposed for Microsoft 365 backup across users and SharePoint. This would help protect key cloud data and provide an additional recovery layer beyond standard Microsoft retention features. A Bigger Brains training portal was also included to support staff learning and improve confidence across common workplace technology and cyber awareness topics.
Following onboarding, a SharePoint rebuild was proposed. The existing environment would be rebuilt into a modern communications site with structured document libraries and appropriate security groups. The approach would include clearer permissions, improved governance, and optional training so selected staff could manage access confidently and safely.
The proposed onboarding and improvement programme gives Age UK Leeds a stronger, more secure, and more manageable IT foundation. By aligning security, backup, training, and collaboration tools around Microsoft 365, the organisation can simplify administration while improving protection and user experience.
Replacing the outgoing firewall, endpoint protection, and email security services reduces transition risk and ensures essential protections remain in place. The Sophos XGS firewall and Wi-Fi installation provide a modern network platform, while Sophos Intercept X Advanced and Defender for Office 365 strengthen protection across devices and email. Datto Backupify adds resilience for Microsoft 365 data, including SharePoint, supporting recovery and continuity if data is accidentally deleted or otherwise affected.
The SharePoint rebuild will give staff a cleaner, more intuitive document environment with better permissions and governance. This should reduce confusion, improve access control, and make collaboration more effective. The inclusion of user training also supports adoption, giving staff the confidence to use the tools well and helping the organisation get better long-term value from its technology investment.
- Structured onboarding from the previous IT provider
- Replacement of outgoing firewall, endpoint security, and email security services
- Sophos XGS firewall and Wi-Fi installation to support secure connectivity
- Sophos Intercept X Advanced for improved endpoint protection
- Microsoft Defender for Office 365 to strengthen email security
- Datto Backupify deployment for Microsoft 365 users and SharePoint
- Bigger Brains training portal to support staff development and cyber awareness
- Planned SharePoint rebuild into a modern communications site
- Improved SharePoint permissions, governance, and document structure
- Better alignment with Microsoft 365 for hybrid working and future service improvement
