Case Study

Migrating to cloud for improved performance and scalability

Optimizing performance and scalability through seamless cloud migration for University.

Client Overview

One of the UK’s leading higher education institutions, recognized for its excellence in research and teaching, required a solution to manage its complex financial operations, which are critical to supporting both academic and administrative activities.

Challenges

Performance Limitations of On-Prem Infrastructure

The existing on-prem setup struggled to handle growing transaction volumes, leading to slower system performance and reduced responsiveness during peak usage.

Limited Scalability to Support Business Growth

Scaling infrastructure to meet future needs required significant capital investment and manual effort, restricting agility and long-term growth.

High Maintenance and Operational Overhead

Managing hardware, upgrades, patches, and system maintenance consumed IT resources that could otherwise be focused on strategic initiatives.

Downtime and Reliability Concerns

Dependence on on-prem infrastructure increased the risk of outages and service disruptions, impacting business continuity.

Inefficient Resource Utilization

Fixed infrastructure resulted in underutilization during low-demand periods and capacity constraints during high-demand cycles.

Solution

Mobilization

  • Created a comprehensive project plan, with a governance framework, risk management, and regular status updates.
  • Defined the project team and mapped key stakeholders.
  • Completed a Data Protection Impact Assessment (DPIA).

Assessment and Planning

  • Analyzed the current system to assess data completeness, integrations, and reporting needs.
  • Held stakeholder workshops to confirm scope and address any customizations.
  • Established a baseline project plan based on stakeholder input.

Solution Design and Configuration

  • Configured the Cloud system to replicate current functionalities and meet reporting requirements.
  • Re-established integrations for smooth data flow and system interoperability.
  • Implemented user access controls and conducted unit testing.

Migration Planning

  • Mapped data structures for the Cloud environment.
  • Conducted readiness assessments and pilot migrations to identify and resolve potential issues.

Testing

  • Developed a test plan and provided training for stakeholders to ensure readiness.
  • Executed User Acceptance Testing (UAT) and other functional and non-functional tests.

Cutover

Executed a full-scale deployment following successful pilots, with post-cutover validation to ensure everything worked as expected.

Results

  • Seamless Migration: The system was transitioned to the Cloud with no significant downtime or disruptions
  • Improved Performance: System performance and scalability were significantly enhanced, providing a more stable platform for future growth. 
  • Stakeholder Satisfaction: Stakeholders were highly satisfied, with the system meeting or exceeding expectations.

Conclusion

VE3 was engaged to migrate the financial system of a leading higher education institution known for its extensive academic and administrative operations. The project involved transitioning critical financial modules, such as General Ledger, Budgeting, Accounts Payable, and Treasury Management, from an on-premises Unit4 solution to Unit4’s SaaS platform.

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