Modernising IT for Not-For-Profit Accounting Services

NFPAS faced significant challenges with their existing IT infrastructure, relying heavily on physical servers and outdated software that limited their operational efficiency and scalability. The need to modernise their system became evident as remote work became increasingly essential, especially in light of the global shift towards digital operations. Otaris stepped in to design and implement a solution that would not only address these immediate needs but also set the stage for future growth and resilience.

The migration to a remote desktop server environment with AWS required meticulous planning and execution. The project was divided into several key phases:

1. Assessment and Planning

A comprehensive assessment of NFPAS’s existing IT infrastructure was conducted to identify the gaps and requirements. This included evaluating the current hardware, software and network configurations, as well as understanding the workflows and specific needs of the staff. The project team, comprising IT experts from Otaris and representatives from NFPAS, developed a detailed project plan that outlined the migration steps, timelines and resource allocations.

2. Infrastructure Setup with AWS

AWS was selected as the platform of choice due to its robust, scalable and secure environment. The remote desktop server infrastructure was designed to leverage AWS’s vast array of services, ensuring high availability and redundancy. Key components included:

• Amazon Elastic Compute Cloud (EC2) instances for virtual desktops
• Amazon Simple Storage Service (S3) for secure data storage
• Amazon Virtual Private Cloud (VPC) for network isolation and security
• Amazon CloudWatch for monitoring and management

3. Migration to Microsoft 365

Microsoft 365 was implemented to enhance collaboration and communication across NFPAS. The suite’s tools, including Outlook for email, Teams for messaging and video conferencing and SharePoint for document management, were integrated into the AWS environment. This allowed staff to access their work seamlessly from any location, fostering a culture of flexibility and remote productivity.

4. Security and Compliance

Adhering to ISO27001 standards was paramount throughout the project. Comprehensive security measures were put in place, including:

• ThreatLocker application whitelisting to control software execution
• Mobile Device Management (MDM) to secure and manage all mobile endpoints
• Zero Trust architecture to ensure that all access requests are continuously authenticated and validated
• Veeam backup solutions to protect Microsoft 365 data, ensuring that critical information is always recoverable

5. Business Continuity and Disaster Recovery

A robust business continuity plan was developed to ensure NFPAS could maintain operations in the event of a disruption. This included disaster recovery strategies leveraging AWS’s global infrastructure, ensuring rapid recovery times and minimal data loss.

6. Network Operations Centre (NOC)

A dedicated Network Operations Centre was established to monitor the entire IT environment. The NOC provided 24/7 oversight, detecting and responding to potential issues before they could impact operations. This proactive approach ensured the stability and reliability of the new infrastructure.

Implementation in Detail

The implementation phase involved several critical steps to ensure a seamless transition:

1. Data Migration

Data from the existing servers was carefully migrated to the new AWS environment. This process was conducted in stages to minimise disruption, with continuous backups ensuring data integrity throughout.

2. Testing and Validation

Extensive testing was conducted to validate the new infrastructure. This included performance testing, security assessments and user acceptance testing to ensure that all systems met the required standards and could handle the expected workloads.

3. Training and Support

Employee training was a crucial component of the project. Otaris provided comprehensive training sessions to familiarise NFPAS staff with the new tools and workflows. Ongoing support was also established to address any issues and ensure a smooth transition.

4. Go-Live and Monitoring

The final go-live phase was meticulously planned to minimise downtime. The NOC played a critical role in monitoring the environment during this phase, ensuring that any issues were promptly addressed.

The IT modernisation of NFPAS yielded several significant benefits:

• Enhanced Collaboration: The integration of Microsoft 365 tools facilitated seamless communication and collaboration, allowing staff to work efficiently from any location.
• Improved Security: The implementation of ISO27001 standards and advanced security measures ensured robust protection of sensitive data.
• Scalability and Flexibility: The AWS environment provided the scalability needed to support future growth, while also offering the flexibility for staff to work remotely.

• Operational Resilience: The business continuity and disaster recovery plans ensured that NFPAS could maintain operations in the face of disruptions, enhancing overall resilience.
• Reduced Costs: By migrating to a cloud-based environment, NFPAS was able to reduce the costs associated with maintaining physical servers and outdated software.