Revoluton Arts CIO is a Luton-based arts charity working from Marsh Farm Community Centre. The organisation delivers creative, community-focused programmes and supports artistic engagement across local audiences and wider networks. With a small full-time team and ambitions to expand digital collaboration, the charity relies on accessible, reliable and secure technology to support day-to-day operations, project delivery and future growth.
Revoluton Arts CIO initiated a full review of its IT systems and support arrangements following a series of operational challenges that were beginning to affect staff productivity and wider strategic planning. The organisation’s existing setup was intentionally simple, but recent growth, digital ambitions and increased reliance on cloud-based collaboration made it clear that stronger foundations were needed.
The team was experiencing inconsistent support, limited automation during staff onboarding, unresolved issues within Microsoft 365 applications and a lack of proactive advice. Microsoft Shifts visibility issues, for example, affected access to important scheduling information for new team members. At the same time, the organisation was exploring Microsoft native tools, automation and AI to improve project management, administration and digital engagement.
There were also growing concerns around data protection, GDPR compliance, backup arrangements and access control. Without consistent device management, structured SharePoint permissions or cloud backup, the organisation needed a more secure, scalable and professionally managed IT environment.
Qlic IT proposed a fully managed IT partnership designed to address immediate risks while building a stronger long-term digital foundation for Revoluton Arts CIO. The approach began with a Best Practice Analysis covering the organisation’s infrastructure, Microsoft 365 environment, licencing, security arrangements, backup position and support requirements.
A key early priority was Microsoft 365 optimisation. Revoluton Arts CIO was using a mix of Business Standard and Business Basic licences, but these had not been procured through Microsoft’s charity model. Qlic IT identified an opportunity to align licencing with the organisation’s charitable status, helping reduce costs while enabling access to more suitable features, including Microsoft Intune and Azure Active Directory capabilities for device and user management.
The SharePoint environment was to be reviewed and restructured to improve collaboration, simplify document management and apply clearer permission controls. This would support GDPR compliance by ensuring users could access the information they needed while reducing the risk of accidental or unauthorised data exposure. Microsoft 365 backup would also be introduced to protect cloud data, documents and communications from accidental loss, deletion or cyber incidents.
For the six full-time users, Qlic IT recommended a more structured onboarding process, supported by automation so new staff could access the right systems, files and applications from day one. Device management through Intune would allow updates, compliance policies and security controls to be managed centrally, creating a more consistent and resilient operating environment.
The support model would move away from limited reactive support towards unlimited remote service desk access, proactive monitoring, regular account management and strategic guidance from a dedicated Technical Account Manager. This would give the team a reliable point of contact for both day-to-day issues and longer-term planning, including advice on Microsoft automation tools, AI best practice and secure digital working.
The proposed solution provides Revoluton Arts CIO with a clearer, more secure and more scalable IT environment aligned with the needs of a growing arts charity. By reviewing licencing and applying Microsoft’s charity model where appropriate, the organisation can reduce unnecessary spend while gaining access to stronger management and security features.
Improved SharePoint structure and access controls support more confident collaboration, giving staff a clearer way to store, find and share information while reducing data protection risk. Microsoft 365 backup adds an important layer of resilience, helping protect critical documents, communications and creative assets from accidental loss or disruption.
Centralised device management through Intune strengthens security across organisation-owned laptops and improves consistency around updates, compliance and user access. Automated onboarding reduces manual setup and helps new team members become productive more quickly.
With unlimited remote support and regular strategic reviews, the organisation gains a proactive IT partner rather than a limited troubleshooting arrangement. This gives the team the confidence to explore automation, AI tools and digital best practice while keeping security, value and operational resilience at the centre of their IT strategy.
- Fully reviewed IT environment with a clear improvement roadmap
- Microsoft 365 licencing aligned to charity eligibility and operational needs.
- Stronger SharePoint structure with clearer permissions and access controls.
- Microsoft 365 backup introduced to protect cloud data and communications.
- Centralised device management recommended through Microsoft Intune.
- Improved onboarding process supported by automation.
- Greater focus on GDPR compliance, secure storage and auditability.
- Unlimited remote service desk support replacing limited reactive cover.
- Dedicated account management for strategic planning and regular review.
- Practical guidance on Microsoft automation tools, AI and digital best practice.
