Case Study: Unison transitions to cloud-based infrastructure

Like in other places around the world, the COVID-19 pandemic in Australia meant that businesses could not operate as they normally do. It was obvious that Unison had to adapt fast to keep the system running. There was a need to keep staff safe and also reduce the health risks to the communities. To comply with the lockdown and social distancing guidelines, staff had to start working remotely. This transition to an entirely new working environment is never easy. In addition, It was also pertinent that the transition is completed as quickly as possible. That is where having a proactive IT Managed Service Provider became essential.

As Unison’s  IT managed service provider, Kaine Mathrick Tech consumed all ICT infrastructure into Microsoft Azure, a cloud computing platform. Unison’s Telarus Private Network was connected to Azure via an express route.

A staff intranet and document management system was introduced using SharePoint and all emails were migrated to Exchange Online. Updating to Microsoft 365 gave staff access to internal communication tools including Skype for Business and Yammer, an enterprise social networking tool.

A strategic infrastructure that made sense

Over 35% of workstations were over five years old and several workstations were running on Windows XP which was no longer supported. This complex and dated IT environment resulted in increased downtime and high support costs. Another challenge was that YCH and UCL had their own systems and applications with no integration between them.

Summary of solutions provided:

• Managed IT Support Services
• Windows 2019 Upgrade
• Office 365 Services & Support
• Unified communications
• Microsoft Azure
• VMware Cloud Infrastructure
• A single physical server for all infrastructure

Solution

• All sites were previously migrated to Microsoft Azure, removing all server infrastructure from all sites, and allowing the client to centrally manage data.
• Preparation of the IT environment to suit the needs of staff who will work from home during the pandemic
• Procurement of additional hardware for staff, especially laptops that are equally as powerful as the office desktops
• Configuring the new systems and supporting the staff to transition from working in the offices to remote working
• A remote desktop farm was implemented to provide a similar platform and experience for all users, regardless of location
• Helping Unison to change the way they work by moving primarily to a phone service
• Being available to respond to issues that can arise from the transition and new working arrangements

Benefits

• Updated and centralised IT infrastructure that suits the changes necessitated by the COVID-19 pandemic
• Fast response to the needs of the company to adapt to the challenges of the pandemic
• Smooth transition from office to remote working arrangement for key staff members
• Reduction of the health risks posed by the coronavirus to staff and the community
• A robust IT infrastructure and system will help the company respond appropriately to future challenges.

Shifting to a professional managed IT service provider

After identifying the major problems, KMT implemented the perfect solution to each problem. A staff intranet and document management system was introduced using SharePoint and all emails were migrated to Exchange Online. Updating to Microsoft 365 gave staff access to internal communication tools including Skype for Business and Yammer, an enterprise social networking tool.

KMT built a Remote Desktop Services hosted environment to ensure all applications and desktops could be accessed safely from any location, at any time. KMT also updated workstations based on priority over a three-year period. In the first year, workstations over five years old were replaced, followed by workstations over three years old in the second year and all other workstations in the third year.

Devices were selected based on employee requirements with top-quality mobile devices provided to employees working offsite.

One of the most significant benefits of working with KMT is the confidence they radiate. The team at Unison understood the severity of the pandemic, and that business operations had to change immediately. KMT enabled them to do just that. In a true KMT style, they moved in swiftly and helped the company adapt quickly to the challenges of COVID-19.

Thanks to KMT’s thorough intervention, there has not been a disruption of Unison’s business activities during these dark days of COVID-19. The valuable services offered during this pandemic have immensely helped Unison provide an ongoing high level of services. According to Celine Savage, ‘it is business as usual for us even though 90% of Unison staff were working from home.’ This is what you should expect when you work with a reputable MSP like KMT.

Cloud-based infrastructure increased productivity & reduced downtime

The creative and cost-effective IT solutions introduced by KMT ensured that YCH and UCL were able to seamlessly merge into one platform and organisation as Unison.

Moving to cloud-based infrastructure saved Unison a total of $180,000–$210,000 over a three-year period because they no longer have to pay for onsite hardware and servers, a managed firewall, or an internet link from their private network.

The expert IT management, improved ICT infrastructure, and updated devices mean employees experience less downtime and are able to provide an optimal service to their clients. The staff intranet provides employees with easy access to information, documents, systems, and applications which support staff productivity, efficiency, and compliance.

Employees can easily update information in real-time while working offsite which helps them better identify and respond to residents’ needs. Internal communication has also improved through the introduction of new online communication tools.

Microsoft Remote Desktop Services ensure all applications and desktops run on a secure server that supports staff mobility, allowing employees to work safely and efficiently from any location.

Benefits include

• Improved administrative efficiency
• Improved efficient IT Support with a dedicated Help Desk Team
• Increased flexibility for workers with remote working solutions
• Improved staff retention and user experience
• Business growth even in tough market conditions
• Power-saving and cost-efficient cloud solution
• Increased Cyber security resilience  and flexibility
• Removal of aged on-premise IT infrastructure