Live feed: UKPS IT migration

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I’m pleased to say that the UKPS IT migration is largely complete. Now we just need your help in doing some final checks to ensure everything you need has moved across.

Please check that you have all the data you need and email IT Helpdesk by midday on Friday 13th January if you’ve spotted that any of your files are missing. After that, we will be closing our old systems and the data will become unavailable.

Overall, the migration has gone well. As you’d expect with any project like this, there have been some minor teething problems along the way, but our IT colleagues have taken it in their stride in resolving the issues and I’d like to thank the team for their commitment and professionalism throughout this project.

The 20 or so colleagues we have left to migrate to the new tenant are currently off work e.g. due to sickness or leave. We’ll work with their line managers to make sure those migrations happen at a convenient time.

Update: 13.57

70% of the remaining colleagues have been completed, with 19 members left to go.

We are aware that there are some issues and the IT team are working on it.

Update: 20th Dec, 16.40pm

95% of available colleagues have been moved onto the new tenant.

If you haven’t moved across yet don’t worry, the IT team are working through the list and will be with you soon.

We know there are still issues with shared mailboxes and the IT team are working on it.

Update: 20th Dec, 10.30am

70% of colleagues have been moved onto the new tenant.

If you haven’t moved across yet don’t worry, the IT team are working through the list and will be with you soon.

We know there are still issues with shared mailboxes and the IT team are working on it.

Update: 20th Dec, 10.30am

70% of colleagues have been moved onto the new tenant.

If you haven’t moved across yet don’t worry, the IT team are working through the list and will be with you soon.

We know there are still issues with shared mailboxes and the IT team are working on it.

Update: 19th Dec, 5pm

Today, 60% of colleagues have been moved onto the new tenant, which is more than we expected.

After moving across, you’ll notice that you get the notification below when sending external emails. This is purely to notify you that your email is going outside of Last Mile and is nothing to worry about.

Update: 19th Dec, 2.45pm

So far, 46% of colleagues have been moved onto the new tenant.

We’ve identified an issue with shared mailboxes – some are working, some aren’t – and the IT team are working on a fix.

If you handed your company phone in on Friday, please go back to the person/place you handed it in to collect it.

Update: 19th Dec, 12.30pm

We’re making good progress, with 28% of colleagues having been moved onto the new tenant.

As you would expect, we’ve come across some issues which slowed things down, but we know what these are and the IT team is working through them.

Update: 19th Dec, 11.30am

So far we have set up almost 20% of colleagues on the new tenant. The IT team are working through the list as quickly as possible and everyone should have moved by the end of tomorrow (Tuesday). Don’t forget that until then you can access many of our other systems, such as Focal Point, Dimensions, CRM, Solution Domain, Select HR and all shared drives.

When will I move across?

Everyone has been given a time slot for when IT will connect to their machine and set it up on the new tenant. The schedule is on track and therefore there’s no need to check timings with IT for the time being.

If you have already moved across, here are some questions that people have been asking about working in the ‘new world’:

How do I access the intranet?

The UKPS intranet can now be found here Any old intranet links you have won’t work, including any that are saved in your favourites.

You can also use the Last Mile News page for accessing the latest news from across the group, and the Last Mile Yammer page for connecting and sharing with colleagues from across Last Mile.

How do I find people’s phone numbers?

If you have a company phone and it’s been set up on the new tenant, you can find phone numbers through Outlook. You can do the same on your computer if its been set up.

How do I book meeting rooms?

The way we book meeting rooms is slightly different. When setting up a meeting invitation in Outlook, click Location and then select the room from the list which comes up. You can do the same if you click Scheduling Assistant and then Add Rooms.

What’s happened to my calendar invitations?

Any calendar invitations that have Teams links will need to be recreated. As will any recurring invitations that you created.

My out of office has disappeared?

Please reset any out of office messages you had set up.

Afternoon all, The IT team have been hard working over the weekend. The infrastructure team completed the migration late into Friday evening and the rest of the IT team have configured over 260 mobile devices on Saturday and Sunday. We are now 5% of the way through laptop builds already after being able to do some laptop re-configurations on Sunday!

Wave 1 Phase 1 is Monday 0800-1200

Wave 1 Phase 2 is Monday 1300-1700

Wave 2 Phase 1 is Tuesday 0800-1200

Wave 2 Phase 2 is Tuesday 1300-1700

 

If you haven’t received an email about your wave please raise a ticket in the self service portal.   Self-Service Portal – SysAid Help Desk Software (sysaidit.com)

How to prepare

To make the migration as smooth as possible and to avoid any loss of data, it’s important we all do everything we can to prepare.

Here are the actions you need to take before 4pm on Friday 16th December: 

Teams – All Teams chats will be deleted so you will lose the history of conversations. Please review and save any text or documents that you need from your Teams chats. 

Calendars – All recurring calendar invitations that you have set up will be lost. Please set the end date to be before 16th December and make a note of any recurring invitations you need to recreate after the migration.

OneDrive – All OneDrive data will be transferred across. However, any documents that were previously shared will need to be re-shared with the internal or external person after the migration.

Mobile device – If you have a company mobile device, you will need to hand it in on Friday to your nearest office, either Stoke, Stonehouse or Hayes. You will lose data such as contacts, texts and photosPlease back up your data before the IT migration using this guideMobile Devices – Pre/Post Migration (sharepoint.com) 

Emails – All email data will be transferred across so no action is required here.

How to prepare

To make the migration as smooth as possible and to avoid any loss of data, it’s important we all do everything we can to prepare.

Here are the actions you need to take before 4pm on Friday 16th December: 

Teams – All Teams chats will be deleted so you will lose the history of conversations. Please review and save any text or documents that you need from your Teams chats. 

Calendars – All recurring calendar invitations that you have set up will be lost. Please set the end date to be before 16th December and make a note of any recurring invitations you need to recreate after the migration.

OneDrive – All OneDrive data will be transferred across. However, any documents that were previously shared will need to be re-shared with the internal or external person after the migration.

Mobile device – If you have a company mobile device, you will need to hand it in on Friday to your nearest office, either Stoke, Stonehouse or Hayes. You will lose data such as contacts, texts and photosPlease back up your data before the IT migration using this guideMobile Devices – Pre/Post Migration (sharepoint.com) 

Emails – All email data will be transferred across so no action is required here.

Timeline for the migration

Friday 16th December

9am-12pm – Colleagues with a company mobile phone or tablet should hand them in at their nearest office: Stoke (Gary Boal), Stonehouse (Training Room) or Hayes (Sharon Lolay).

4pm – Everyone in UKPS logs off their computer. All systems will be inaccessible until Monday morning.

Saturday 17th and Sunday 18th December

Office 365 tenant migration and reconfiguring of mobile devices.

Monday 19th December

Everyone should begin work at their usual time. When you first log in after the migration there will be a period when some Office 365 systems, such as email, Teams and Sharepoint, don’t work. However our access to FocalPoint, Dimensions, CRM, Solution Domain, SelectHR and all shared drives will remain unaffected, allowing us to continue operating as close to normal as we can.

From 9am – Colleagues can collect their company mobile phone or tablet from where they dropped it off. In Stonehouse this will happen in the training room.

From 9am – The IT team will make their way around everyone’s machines (in person or virtually) as quickly as possible to get everyone properly set up on Office 365. This will take 15-20 minutes per person and will happen in a predetermined order across the business, which your line manager is aware of. You will receive an email with a timeframe for when IT will reach you. Please don’t create an IT helpdesk ticket until your allocated time slot has passed.

Frequently asked questions 

When the migration happens, will I have access to everything straight away?

Not everything. When you first log in after the migration there will be a short window when some Office 365 systems, such as email, Teams and Sharepoint, don’t work. However our access to FocalPoint, Dimensions, CRM, Solution Domain, SelectHR and all shared drives will remain unaffected, allowing us to continue operating as close to normal as we can.

How will IT support me remotely?

We have software which allows us to remotely connect to a machine whether you are in the office or working remotely if you have an internet connection. When we get to you, we will remote onto your machine and speak to you via the chat function there.

When will someone from IT go on my machine?

In the weeks leading up to the migration, you will receive an email with a timeframe of when you will have someone from IT who will either remotely or physically go on your machine and re-configure your Outlook, OneDrive and teams. We are hoping to have re-configured everyone’s accounts on either Monday 19th December or Tuesday 20th December.

I haven’t received any support within my allotted time. What should I do?

Please raise a ticket using the self-service portal – Last Mile Group Helpdesk. You login using your firstname.surname and UKPS password. Select UKPS AD as Domain. Please don’t create an IT helpdesk ticket until your allocated time slot has passed.

My device has been re-configured but I am still getting errors or I’m missing data, what should I do? 

Please raise a helpdesk ticket, as above.

What happens if I am on annual leave during this time?

You will be added to a separate list which IT will pick up in January and you will be contacted on the first day back to work in the new year.

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Date confirmed for UKPS IT migration

Everyone in UKPS will be migrating to the new ‘Last Mile’ Office 365 tenant from 16th – 19th December, bringing the whole Last Mile Group into one IT infrastructure.

Icosa, Energetics, Last Mile Asset Management and Last Mile Infrastructure Group all moved across earlier this year. As we know, previously each company had its own, separate IT infrastructure and systems. Being part of a Group should mean that we can easily communicate and collaborate with one another, and once we move across those benefits will quickly start to become visible.

We will be able to find people in the Group more easily and make better use of collaboration tools like OneDrive, Teams and SharePoint while improving security and overall cost effectiveness for the organisation.

As with any large technology project, it’s not an easy task and moving UKPS involves migrating 12 terabytes of data. However, we will make sure everyone is prepared in advance, and we have the resources to provide the support that people may need during the transition.

KEEP CHECKING THIS PAGE FOR UPDATES DURING THE MIGRATION.

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