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Case study: university cloud migration
University IT Services is replacing a 12-year-old on-premises email and collaboration suite with a cloud platform for 41,000 students and 6,200 faculty and staff. The business case promises a 20% reduction in annual licensing costs (realized only after the legacy servers are decommissioned three months post-implementation) and improved availability. The CIO is the sponsor; a Change Advisory Board governs production releases, and a small 'digital adoption' team owns training and communications. The team works in three-week iterations with retrospectives and demonstrates increments to a stakeholder forum that includes the service desk, the registrar, and two college IT liaisons. A pilot in two colleges ended with only 38% of pilot users active in the new platform after six weeks, and the faculty senate has publicly raised concerns about data privacy and gradebook integration. The service desk expects a large ticket spike at cut-over and has asked how it will be supported. The project manager must prepare for the campus-wide rollout while keeping the improvement cadence intact.
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