The Maypole Project

Case Study

SERVICES

FUTURE STRATEGY

In August 2020, the team at Qlic opened a competition offering one lucky non-profit organisation a complete ‘IT make over’ 100% free of charge! The Maypole Project were the lucky winners and here is the case study from the work that the team at Qlic done for Maypole completely free of charge!

  1. Single Cloud Based Document Management System
  2. Full Cloud-based Integration & Infrastructure
  3. Highly Secure & Backed Up Email System
  4. Refreshed PC Software for Staff, with Improved Compatibility

PROJECT SCOPE

Cloud-based File Storage with SharePoint Online – Our recommended solution was to move away from Maypole’s current on-premise NAS storage and to use a more secure, professional and collaborative cloud-based infrastructure. Microsoft SharePoint Online allows users to easily share and manage content, knowledge, and applications to empower teamwork, quickly find information, and seamlessly collaborate across the organisation.

When migrating their data, we worked with Maypole’s team to ensure the correct level of access-based user permissions are in place, safeguarding their critical data and making sure users are only able to view and access the files and folders they are permitted to.

Users will be able to share documents whilst benefitting from centrally controlled security policies for files, folders and email. We configured these services to work seamlessly with their current equipment and any new devices going forward. Our aim was to keep the existing user experience intact, with limited change or disruption.

Based upon individual user requirements, we utilised a combination of Office 365 File Sync (a local copy of your cloud files, which automatically synchronises their machine with the cloud and updates their personal and shared documents in real-time) and Office 365 Files On Demand (files can be viewed in File Explorer and are automatically downloaded to their local machine when accessed, freeing up space on your device hard drive as well as being very lean on your broadband bandwidth).

Email Migration to Microsoft Office 365We proposed to migrate their email to a secure, scalable and reliable platform and into your own Office 365 account, allowing them to receive all of the benefits of the Microsoft Office 365 Suite, including shared mailboxes, calendars, contacts and extensive backup and data retention. Maypole’s organisational email addresses stay the same and all historic sent/received email will be moved over during the migration too, ensuring users continue to work in the same way without the need for re-training.

Device Upgrades & Replacements – After a call with Maypole, our proposal included the upgrade of all machines to Windows 10 Professional and MS Office 2019 using the subscription licensing provide by Charity Digital. This will make sure all devices are compatible with all of the features of Office 365 SharePoint, OneDrive and Exchange Online.

THE WORK

SHAREPOINT ONLINE

The SharePoint migration and implementation of Office 365 all took place over a pre-specified weekend. All shared data was migrated to individual SharePoint Document Libraries with specific users’ permissions and access.

MICROSOFT 365 EXCHANGE ONLINE

Migrating  Maypole’s email to Microsoft Office 365 Exchange Online took place shortly after the SharePoint migration and was done at a quick pace so that the team at Maypole’s did not have many interruptions with their emails.

UPGRADES

Upgrading Maypole’s machines to be compatible with Windows 10 Professional was the last step for our projects team to complete.

THE RESULTS

The migration to SharePoint not only improved their security, but also enabled more flexible remote working, with staff members being able to access their files, even in areas of limited connectivity, and when ‘on the go’. This optimised their business continuity, efficiency and compliance with the Cyber Essentials framework.

The migration to Microsoft 365 Exchange Online meant that their emails where now in a secure, scalable and reliable platform. As it was synced with their Office 365 account, it allowed them to receive all of the benefits of the Microsoft Office 365 Suite, including shared mailboxes, calendars, contacts and extensive backup and data retention.

The upgrading of all of Maypole’s machines to Windows 10 Professional and MS Office 2019 using the subscription licensing provide by Charity Digital meant that all of their devices are compatible with all of the features of Office 365 SharePoint, OneDrive and Exchange Online

TESTIMONIAL

"We just wanted to share a quick note to thank the team at Qlic. They have been professional and approachable from the start and we couldn't be happier with the work they have done for us.   Having cloud-based storage and Office 365 has enabled us to work more effectively and efficiently individually and as a team and we cannot thank you enough for that. We are very grateful to know, that should we have any questions they are always at the end of the phone willing and ready to help. Thank you all"
Nikki Taylor
The Maypole Project