Bridging Systems: A Strategic Microsoft 365 Tenant Merge for a Healthcare Organization

The Challenges

• Separate M365 Environments
  Each organization operated its own Microsoft 365 tenant, resulting in fragmented communication and collaboration.
• Complex Migration Scope
  The project required the migration of Exchange mailboxes, SharePoint sites, Teams, OneDrive, and M365 Groups.
• Security and Compliance Requirements
  Data integrity and regulatory compliance were critical, especially in a healthcare context.
• User Experience Considerations
  The migration needed to minimize disruption for thousands of users across departments and locations.
• Time Constraints
  The project had to be completed within a tight timeframe to align with broader merger milestones.

Solution

The solution was designed and delivered by Netwoven, in partnership with CDW Technologies, and structured into three phases:

Phase 1: Assessment (7 Weeks)

• Review of both tenant environments, including content counts and licensing.
• Stakeholder engagement and kickoff workshops.
• Validation of inventory data and identification of migration dependencies.
• Development of training scope and communication templates.
• Evaluation of workloads including Exchange, SharePoint Online, Teams, OneDrive, Power Platform, and

identity systems.

Phase 2: Implementation (23 Weeks)

• Migration of 45,000 Exchange mailboxes.
• Consolidation of 5,400 Teams instances.
• Transition of 600 SharePoint sites and 70TB of OneDrive data.
• Azure AD integration and provisioning/de-provisioning support.
• Security compliance checks and device management strategies.
• URL redirection and email consolidation to ensure continuity.
• Training programs for technical support teams and end users.
• Mobility strategy including legacy token revocation, mailbox permission resets, and mobile device wipe protocols.
• Deployment of unified Intune and Airwatch policies.

Phase 3: Hypercare (2 Weeks)

• Post-migration support and issue resolution.
• Final optimization and user training.

Governance and Change Management

• Project governance retained by the client’s internal teams.
• Netwoven provided technical architects, project managers, and business analysts.
• Change management supported through ADKAR plans, LMS-based tutorials, and communication templates

Benefits

• Unified Collaboration Platform
  Enabled seamless communication across the merged organization.
• Centralized IT Governance
  Improved security, compliance, and management of digital assets.
• Operational Efficiency
  Reduced licensing and infrastructure overhead.
• Enhanced User Experience
  Provided consistent access to tools and data across departments.
• Scalable Infrastructure
  Established a future-ready platform to support growth and innovation