Case Study: A Phased Approach to Standardising on Windows 11—Strategic Budget Management and Strong Partnership
Windows 11 Across the Board!
In August 2024, INTEGY completed a crucial IT upgrade for an educational institution, successfully transitioning all campus devices to Windows 11. This milestone marked the culmination of a strategic, phased approach that began in May 2023.
The project was designed not only to meet the immediate technological needs of the institution but also to spread the financial impact over several budget cycles, ensuring cost-effectiveness and careful planning ahead of Windows 10’s end-of-life.
This case study highlights the collaborative efforts, strategic foresight, and strong partnership that drove the project to success.
Project Background
The journey began in May 2023, when INTEGY partnered with the educational institution to modernise its IT infrastructure. The initial focus was on building a robust Microsoft Intune environment with security policies aligned to CIS (Center for Internet Security) benchmarks. This foundational work also included a significant shift from a traditional domain-join approach to an EntraID-only environment, streamlining device management and paving the way for future upgrades.
Given the diverse hardware landscape, with some devices capable of running Windows 11 and others limited to Windows 10, a phased approach was adopted. In 2023, all laptops were rebuilt with Windows 11, while desktops remained on Windows 10. This strategy allowed the institution to defer some costs, spread the budget impact across multiple phases, and align with the financial year planning.
The Final Phase: August 2024
The final phase of the project was executed in August 2024, with a focus on upgrading all remaining devices to Windows 11 and replacing non-compatible hardware. This phase was carefully planned to ensure minimal disruption while maximising the impact of the available budget.
Strategic Hardware Replacement:
- INTEGY and the institution’s local team worked together to identify and remove all non-Windows 11-capable hardware. This approach ensured that outdated devices were responsibly decommissioned, and resources were allocated to the most critical upgrades.
- The phased budget allowed the institution to manage the costs associated with purchasing new hardware incrementally, avoiding a large, single expenditure.
Intune-Driven Upgrade Process:
- Microsoft Intune was configured to automate the upgrade of all remaining devices to Windows 11. This ensured a smooth transition, with minimal manual intervention required. The phased implementation meant that the IT team had ample time to test and validate the upgrades, reducing the risk of issues during the final rollout.
- Spreading the budget across phases also meant that the institution could invest in a comprehensive testing process, ensuring that the final rollout was as smooth as possible.
Deployment and Onboarding of New Hardware:
- New Windows 11-compatible hardware was deployed and onboarded using AutoPilot, integrating seamlessly into the existing Intune and EntraID environment. This streamlined the setup process, ensuring that all devices were compliant with security policies from day one.
Strategic Budget Management
One of the key elements of this project was the strategic management of the budget. By spreading the costs across multiple phases, the institution was able to:
- Optimise Financial Resources: By distributing costs over several budget cycles, the institution avoided the financial strain of a large, single-year expenditure. This approach also allowed for better allocation of funds toward other critical IT projects.
- Plan Ahead for Windows 10 End-of-Life: With Windows 10 approaching its end-of-life, the phased approach ensured that the institution was fully prepared for the transition, avoiding the need for last-minute upgrades that could disrupt operations.
Collaboration and Partnership
The success of this project was built on a foundation of strong collaboration and partnership between INTEGY and the educational institution. By working closely with the local site team, INTEGY ensured that all aspects of the project were aligned with the institution’s operational needs and financial constraints.
The phased approach also allowed for continuous feedback and adjustments, ensuring that each stage of the project was executed flawlessly. This close collaboration was crucial in navigating the challenges of a diverse hardware environment and in ensuring that the final transition to Windows 11 was seamless.
Outcomes and Benefits
- Complete Standardisation on Windows 11: The institution now has a standardized IT environment, with all devices running Windows 11, providing a consistent and modern user experience.
- Enhanced Security and Compliance: The alignment with CIS benchmarks and the move to an EntraID-only environment have significantly enhanced the institution’s security posture.
- Optimized Budget Utilisation: The phased approach allowed the institution to spread costs, manage resources effectively, and avoid financial strain.
- Future-Proof IT Infrastructure: With all devices now on Windows 11, the institution is well-positioned for future updates and advancements, ensuring long-term sustainability.
Conclusion
INTEGY’s strategic approach to this project, emphasising phased implementation and close collaboration, ensured that the educational institution could modernise its IT infrastructure without overwhelming its budget. This case study highlights the importance of planning, partnership, and strategic resource management in successfully navigating large-scale IT upgrades.
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