Office 365 Project

Digital is supporting Departments onboard to the Office 365 platform and migrate into Teams and SharePoint environments.

Over the past year Digital has developed a strategy to support Departments in migrating off network drives (W, M, T drives) into Microsoft Sharepoint libraries and Teams. We have piloted the migration with a few Departments and are scaling these changes to the rest of the organization. Watch the videos below to learn more about what we are doing, why this project is important, and how we will support Department teams in training and migration.

• Watch a video presentation about this project (What, Why, When, and How we are doing this)
• Watch a demonstration of how Digital uses Microsoft Teams and Sharepoint to collaborate.

Project Goals

Establish a uniform work environment for City of San Rafael staff so you can:

• Access your files in the cloud (from any device)
• Create environments for cross-department collaboration
• Have an easy space to communicate and reduce email
• Receive ongoing support and training for the use of Office 365 tools

What are we doing?

• Migrating Network Drive files (W, M, T) to SharePoint
• Creating Teams and SharePoint environments for Departments and Cross-Departmental processes
• Developing a training program for Office 365 applications

Why are we doing this?

This project:

• Establish consistent work process across the City
• Make it easier to find documents
• Create foundation for modern software integrations
• Improve cross-departmental collaboration
• Eliminate need for remote desktop for access to files outside the network
• Make onboarding easier for new staff

What we have done so far

• Scoping (Spring 2022)
• Defining governance (Summer 2022)
• Researching best practices
  (Summer – Fall 2022)
• User Research & Department Discovery
  (Fall 2022 – Winter 2023)
• Quantitative Research – Data and File Usage
• Pilots (Winter 2023)

Training and Migration Support

To help prepare Departments for the migration we are hosting classes through our training vendor, LearnIt, including our kick-off class “Which Tool, When.” This class covers Microsoft Teams, Sharepoint, and OneDrive. We also are providing access to the LearnIt

Migration Support

• Live Video Training Classes (20 seat classes for all users)
• Department-Specific Training
• Day-of-Migration Support
• Department Q&A sessions
• Class in 6 months for new staff

Ongoing Support

• Live Classes for Office 365 Year Round
• On-Demand Video Training via LearnIt Portal