Office 365 Roadmap

⁠⁠⁠ AFSA wish to engage the services of an external company to assist in the development of a roadmap for moving to Office 365.

Why is the work being done?
AFSA wish to engage the services of an external company to assist in the development of a roadmap for moving to Office 365. It is expected that interested companies will have a proven track record in planning and moving Federal Government organisations to office 365 and will be able to provide reference sites to prove their capability. It is also expected that the successful company will hold appropriate Microsoft certification and be an approved partner for the delivery of this type of solution.

What's the key problem you need to solve?
AFSA is currently running its desktop environment in house. The current desktop SOE is built on Windows 7 and Office 2013. We are currently running Exchange 2010, Skype 2015 for instant messaging and Documentum for Records Management. There is currently a pilot for Skype video with the expectation that this functionality will be rolled out to all staff in the next 6 months. Preliminary work has been done on identity management and self-service password reset, this has been established through MIM 2016.

AFSA has offices in all Australian states and staff across these states are extensively involved in case management. Excel and Outlook are used as pseudo case management tools, but this is problematic because spreadsheets are corrupted and need to be recovered from backup.

Staff have expressed a need for greater collaboration both within AFSA and with external clients such as banks, legal firms and external board members. There is a large amount of information that needs to be transferred and shared, and the current systems do not support the advanced capabilities that are required.

Voice services are provided through an Alcatel phone system that was implemented in 2010 and is now past end of life. With the expansion of Skype for video calling, there is also an opportunity to use it to replace our voice systems.

The Exchange email system is also reaching end of support, there is a need to upgrade or migrate data to ensure future supportability.

AFSA expects that the roadmap developed will include:

• building an inventory of our environment including:
• number of user accounts (login names, email addresses)
• number and size of mailboxes (including shared mailboxes and conference rooms)
• client versions and configurations (browsers, operating systems, office applications, mobile versions, and so on)
• information about online meeting and Instant Messaging systems that are currently used and identify which of these should be migrated
• details about any applications that are integrated with existing systems

Make recommendation on how to deploy the solutions including:

• migrating to Windows 10
• create and/or synchronize accounts
• authentication
• data migration
• short or long term integration requirements with on-premises systems
• o potential deployment blockers

• Clean up activities and configuration settings including:

• active directory accounts
• data ready for a migration
• network readiness and configuration
• software updates
• requirements of Office 365 services
• Office 365 subscription
• configuration of application settings (email, instant messaging, online meetings, web collaboration, file storage, Yammer)
• Directory synchronization
• Single sign-on

Describe the users and their needs

• Moving to Teams to provide collaboration services, including video, voice and document collaboration for internal and external stakeholders.
• Migration path for our Exchange 2010 email system, which is reaching end of support.
• Review the extensive use of Excel and Outlook as case management and advise how Office 365 can be used to improve case management processes.
• Outline a pathway for forms. AFSA has a large number on unsupported forms running on InfoPath. These forms need to be replaced with a supportable and robust solution that will automate the capturing of data.
• Provide direction on the upgrade of our desktop operating system to windows 10 and provide recommendations on a servicing strategy for upgrades.