Successfully navigating the complex processes of acquisitions and data migrations takes a mix of strategic planning, technical know-how and teamwork. From Cardo Group’s recent acquisition of Osborne Property Services (OPS) and its collaboration with technology partner Nexus Open Systems, we’ve gathered key strategies for pulling off successful acquisitions and large data migrations. These insights are particularly valuable for housing leaders looking to manage similar challenges.
Understanding the challenge
Acquisitions and data migrations present unique challenges that demand careful planning and execution. The key considerations include:
- Complex system transfer: Integrating an acquired business into the parent company’s infrastructure demands an in-depth analysis of all information assets. For Cardo, this meant identifying and transferring systems including Dynamics 365, Microsoft 365, networking, printing and security into a new infrastructure.
- Data-mapping: Restructuring data to meet strategic business objectives is crucial. Cardo had to manage data across 60 Teams/SharePoint sites, ensuring that security permissions, versions and archive integrity were maintained throughout the process.
- SaaS migration: In-depth analysis of all the SaaS platforms to provide migration plans for user accounts as they were transferred to the new infrastructure.
- Shared services identification: Identifying which assets from the acquired business are within scope, those that will remain with the parent business and those that can be shared services between the acquired and existing businesses can optimise efficiency.
- Evolving workforce management: Managing workforce changes during a transition is critical. Cardo navigated changes for 300 users, including handling new starters and leavers.
- Minimising downtime: Maintaining uninterrupted service is vital. Strategies to minimise downtime and ensure business continuity were key priorities.
- Cross-departmental coordination: Recognising that other departments relied on the migration’s key delivery dates was essential. For example, activities such as rebranding the business, updating vehicle livery and issuing new uniforms were all contingent on the activation of new email addresses at go-live. This awareness ensured seamless coordination and timing across the organisation.
Executing the project
Successfully managing acquisitions and data migrations requires strategic execution:
- Upfront planning: Thorough initial planning ensures alignment with broader business strategies. Nexus conducted exploratory workshops and strategic discussions with Cardo and OPS stakeholders to understand their long-term goals and match them with the integration process.
- Scalability & future-proofing: Designing infrastructure to accommodate future growth is essential. Nexus created a robust multi-tenant environment to support Cardo’s evolving needs, ensuring scalability and adaptability.
- Regular communication: Transparent and consistent communication is the bedrock of effective project management. Weekly progress meetings facilitated real-time problem-solving and decision-making, keeping all stakeholders informed and engaged. Workshops of proposed changes to line-of-business systems provided further opportunities to identify undocumented business processes and ensure the proposed future business systems provided the required functionality.
- Expert technology partnerships: Leveraging specialised IT partners can mitigate risks and ensure smooth transitions. Nexus’s expertise in managing large-scale data migrations provided invaluable guidance and support, demonstrating the importance of choosing experienced partners.
- Thorough scoping: Comprehensive discovery phases help to identify potential risks and complexities. Nexus’s extensive scoping exercises laid the groundwork for effective planning and execution.
- Strong internal sponsorship: Collaborating closely with the operations teams across various offices created a unified team with the sole objective of a successful migration with no business disruption. This strong internal sponsorship was vital in ensuring aligned efforts and a joint focus on achieving the project’s goals.
Leveraging technology
Technology plays a crucial role in simplifying complex projects:
- Data-migration tools: Tools such as Sharegate and BitTitan enable seamless data transfer while maintaining security permissions, versions and archives.
- Device management: Using Microsoft Intune and Autopilot ensured that all devices were reconfigured smoothly with the new system, facilitating a seamless transition and also provided efficient device management for the future.
- Security: Implementing Microsoft Defender, a managed SOC and cloud-based backup solution provided robust protection against cyber threats, safeguarding sensitive data and ensuring system integrity.
- Infrastructure: Establishing a new Azure infrastructure laid the foundation for a scalable and adaptable IT environment, supporting Cardo’s growth and future acquisitions.
- Agile project management: The business had to continue operating smoothly during the project, managing new contracts, tenders and newly-formed internal departments. An agile project management approach was crucial to meet these requirements without compromising the project’s core objectives.
Minimising downtime
Minimising downtime is crucial to maintaining business continuity:
- Detailed strategy & planning: Accurate estimation and thorough planning are essential. Nexus’s detailed strategy for resource allocation and proactive approach to anticipating challenges ensured minimal disruption to Cardo’s operations.
- Proof-of-concept: Conducting a trial run with a small sample of data allowed for feedback and adjustments before the full migration, boosting confidence in the process.
- Synchronising phase: Synchronising data between platforms before the planned go-live date dramatically mitigates the risk of the go live by reducing the amount of data transfer during the final cutover.
- Third-party management: Ensuring that all relevant third parties fully aware of the project timelines and their obligations was crucial. This coordination guaranteed that all partners were aligned with the project’s goals, minimising delays and ensuring a smooth integration process. Additionally, updating system/software logins with changed email accounts was necessary to maintain seamless access and functionality.
Project completion & lessons learned
Thorough planning & accurate estimation
One of the critical success factors in Cardo’s project was the emphasis on thorough planning and accurate estimation to ensure completion within the agreed timescales:
- Detailed scoping & discovery: Conducting extensive discovery phases at the start allowed Nexus and Cardo to understand the intricacies of both the acquired and existing environments. This enabled them to identify potential risks, complexities and areas of focus early on and perform the necessary remediation to mitigate the identified risks.
- Strategic alignment: Ensuring that the goals of the acquisition matched the broader business strategies was essential. By aligning the project’s objectives with the long-term vision of the organisation, Cardo ensured that the integration process supported its overall strategic goals.
- Resource allocation & timeline management: Accurate estimation of the time and resources needed for the migration helped in effective resource allocation. This involved planning for potential bottlenecks and ensuring that there were sufficient resources available to handle unexpected challenges.
- Practice runs & simulations: Engaging in practice sessions and running simulations helped to identify potential issues before the go-live date. This not only provided valuable insights but also boosted confidence among the stakeholders.
- Agility in managing external factors: Being agile enough to adapt to unexpected external factors, such as road closures, strikes, supply chain disruptions and third-party availability was crucial. This adaptability ensured that external challenges didn’t derail the project timeline.
Proactive issue management
Addressing potential problems early and proactively was another critical aspect of the project’s success:
- Early identification of challenges: By discussing previous migration challenges with the client, Nexus was able to anticipate and prepare for similar issues. This proactive approach helped in creating targeted solutions to known problems. Training on the line-of-business applications before the go-live date provided an invaluable opportunity to verify that the business requirements were being met and to uncover any undocumented business processes.
- Design exercises & feedback loops: Initiating design exercises at the project’s outset enabled the team to foresee and address potential design-related issues. Regular feedback loops allowed for continuous improvement and adaptation throughout the project.
- Comprehensive support materials: Creating detailed support materials helped Cardo’s staff move smoothly to the new systems. This support mitigated resistance to change and enhanced user adoption. Even in this digital era, the presence of technical- and business-support people at each location provided the stakeholders with the assurance that any queries were dealt with immediately.
- Contingency planning: Developing contingency plans for critical phases of the project ensured that any unexpected issues could be managed without significant disruption. This included having backup solutions and alternative workflows ready.
Ongoing support & future projects
The role of ongoing support and planning for future growth cannot be overstated:
- Long-term partnership: Establishing a long-term partnership with an experienced technology provider such as Nexus has significant benefits. Such partnerships ensure continuous support, helping to address any post-migration issues promptly and efficiently.
- Scalability & adaptability: Designing the IT infrastructure with scalability in mind ensured that Cardo’s systems could accommodate future growth. This foresight is crucial for housing providers wanting to expand their operations or integrate additional acquisitions.
- Continuous improvement: Ongoing support allows for continuous improvement of the IT environment. Regular updates, security patches and optimisations keep the system robust and efficient.
- Preparation for future projects: Leveraging the experience gained from this project, Cardo and Nexus are better prepared for future projects. This includes having a refined process and transferable template for scoping, planning and executing similar projects, reducing the learning curve and increasing efficiency.
Integration with confidence
Successfully navigating acquisitions and data migrations requires careful planning, the smart use of technology and strong partnerships. The journey of Cardo and Nexus offers practical lessons that housing leaders can use to tackle these challenges with confidence. By focusing on thorough preparation, addressing potential problems early and ensuring ongoing support, organisations can achieve smooth transitions and set the stage for future growth.
Ben Marsden, CIO, Cardo Group, said, “Working closely with Nexus, we were thoroughly impressed by the meticulous scoping and attention to detail they brought to this project. The expertise within Nexus’s team shone through every aspect, ensuring a seamless integration that met our strategic objectives while keeping our operations running smoothly.
“This project highlighted the importance of agility and foresight, enabling us to adapt to unexpected challenges and confidently plan for the future. The lessons learned will continue to guide us as we leverage this experience with future acquisitions, exploit new technologies and innovate our business.”
John Brett is the operations director at Nexus Open Systems.
