Build Efficiency and Collaboration In Microsoft 365

Tech Impact will assign a Microsoft 365 specialist to work with the organization to verify nonprofit tenant setup and licensing, create user accounts and assign appropriate licensing to each user. Mailboxes will be created for each user account and distribution lists can be created for group email for an additional fee.

We will use a migration tool to connect to the existing email server and move mail from the old server to the Microsoft 365 Exchange mailbox. This migration will take place behind the scenes over several days until all mail is verified to be available in the Microsoft 365 Exchange server. Users will continue to use the old mail system during this time with no service disruption.

Once the migration tool is complete, your specialist will schedule a “cutover” date to switch the DNS records to Microsoft. After this date, users will access email through Microsoft 365 via Outlook Web App.

Email migration projects typically run between 3 and 6 weeks to complete based on the source email system, migration tool requirements, DNS record cutover date and user training requirements. Our project manager will work with you to set the schedule at the kickoff meeting.  

Tech Impact will begin by working with your team to develop an understanding of current file and collaboration structure and provide a solution suggestion that aligns Office 365 features and licensing with your file and collaboration needs. This solution will focus on SharePoint, OneDrive, Office 365 Groups, and Microsoft Teams and will inform the File Productivity and Teamwork project. Based on the outcome of the planning session, one or more projects will be completed.

The duration of this project is typically 8-10 weeks from the project start date, which will be mutually agreed upon within a week of the execution of this agreement and follows the below schedule:

Kickoff and Planning Meeting – Determine schedule and project plan.

Design Meeting – Outline the SharePoint site design with your project team. The project team will be assigned tasks to return information to Tech Impact. Design is mutually approved by the project team and Tech Impact. This is typically scheduled over 2 weeks.

Site Build – Tech Impact builds SharePoint sites and document libraries and assigns user roles and permissions as defined in the Design phase. The site build typically takes 2 weeks.

Data Migration – depending on which data migration method is chosen; the project team estimates the amount of time required to populate the SharePoint document libraries with existing files. This process can take up to 4 weeks to complete.

User Training – Tech Impact will schedule web-based user training at the appropriate point in the project. 

Tech Impact will provide a demonstration of SharePoint and its capabilities to serve as your organization's intranet including typical use and options available with a small group of decision makers. This project is a proof of concept to demonstrate SharePoint's capabilities for intranet. This will provide a good understanding of use cases, visual appearance and user interaction. 

Tech Impact will create two SharePoint based landing pages for informal communication to the organization's staff. The purpose of these sites is a place for staff announcements and repository for institutional information such as benefits, policies, etc. 

This is a time and materials contract for up to 20 hours. Tech Impact will only bill for time actually spent and will not exceed estimated hours without prior consent from your organization. 

The primary focus of this project will be on identifying the current state of the Microsoft 365 tenant, including user interaction and pain points, administrative settings and configurations, and providing recommendations for a path forward. 

This project is ideal for organizations who have a tenant that was implemented 5+ years ago, had inconsistent adoption, IT management transitions,  want to leverage new features within M365, or feel their users have many complaints about accessing and utilizing M365 tools.

Planning Details

Tech Impact will help your IT team develop a plan that takes into account technical aspects, user adoption, governance and compliance, and timeline. Our teams understand the technology and can communicate this with the planning team.

Tech Impact’s Cloud Consultants will work with your team to develop a comprehensive plan to utilize Office 365 features and licensing to provide your users with the best productivity platform while also ensuring the level of security that your organization requires.

Project Kickoff & Information Gathering

Tech Impact will meet with your IT team to review current status, pain points, and the elements of Office 365 you are specifically interested in evaluating.

Collaboration and Adoption Review

Tech Impact will facilitate a separate meeting (if needed) with senior organizational leaders to identify appropriate collaboration options. During this meeting a high-level list of collaboration use cases will be collected and documented. This list will later be mapped to components of Office 365 (or other 3rd party tools if needed).

This same team will be solicited for thoughts on the appropriate user adoption strategy for Office 365 within your organization.

Solution Review

Tech Impact will prepare a PowerPoint presentation with a recommended Office 365 architecture and any open decision points. This presentation will be reviewed by the organization before recommendations are finalized.

Delivery

Tech Impact will deliver a final PowerPoint presentation and written document outlining the organization’s Office 365 strategy. This plan will include:

•    Authentication architecture
•    Licensing recommendations and pricing
•    Mapping of collaboration use cases against Office 365 components (including but not limited to Distribution Groups, Office 365 groups, yammer, OneDrive, Yammer, SharePoint, etc)
•    Email & File migration approach and recommended tools
•    Compliance strategy
•    Governance and Management strategy for Office 365
•    User Adoption strategy for Office 365
•    Rough pricing, timeline, and project plan
 

Whether you're just starting your digital transformation or looking to optimize your current systems, Tech Impact offers flexible training and support. Choose from off-the-shelf nonprofit tech training, custom learning packages, or a bucket of support hours, ideal for individuals, small teams, or entire organizations seeking personalized technology education.

Planning Details

SharePoint cleanup and refresh projects are custom created depending on the individual needs of the organization. Tech Impact will meet with your team to review current status, pain points, and the elements of SharePoint you are specifically interested in targeting, including but not limited to file disorganization, permission resets, and upgrading from Classic to Modern SharePoint. 

After a mutually agreed-upon objective, Tech Impact will finalize a tailored project proposal that includes necessary elements to achieve the organization's specific goals.

Project Pricing and Timeline

Projects are priced based on project type, number of users and amount of data to be managed or migrated. 

Project timeline is based on project type selected, Tech Impact availability, and organization schedule. The following project timelines are estimates and may be adjusted during initial project kickoff meeting.
 

• Classic to Modern Intranet: 2 weeks
• Classic to Modern Intranet with Data Restructure: 3 - 4 weeks
• SharePoint Classic to Teams: 4 - 6 weeks
• Permission Resetting: 3 - 4 weeks