Complex ICT decant project rescue: Rugby Free Secondary & Primary Schools

How we overcame unavailable ICT stock to get the complex ICT decant back on track

With a long delay to programme and occupation of the new building, the original solution design was not fit for the Trust’s 2020 teaching and learning vision, and stock was no longer available in the original bundles detailed in the Bill of Materials. Simon developed a solution of a higher specification, including upgraded server processors and enhanced wireless (using the latest Wi-Fi 6 standards), and encouraged the Procurement team to draw on their relationships with suppliers. Following strong negotiation with the supply chain, we managed to secure higher quality equipment for the original budget and ordered the items to arrive in time for our team to build the bundles on-site, without affecting the programme.

We used contingencies to manage risk

With a very tight programme for product delivery and the risk of unavailable stock, we developed a solution that could re-use existing legacy equipment wherever possible. Our PRINCE2 qualified Project Manager worked with the School Headteacher and Trust CEO to agree on the minimum requirements, e.g. for switches and network points, and developed a minimum requirement solution, which we built from the legacy equipment alongside the new solution. With a working solution in place we were able to effectively transfer files to the new system with no disruption to teaching and learning and the school opening.

Our project management experience paid off

Simon led collaborative workshops with the building contractor to ensure an integrated approach to project delivery. With concerns over the proposed ‘finished’ rooms, he led a walkaround across the building with the Trust CEO (Brenda Mullen), DfE ICT Advisor (Upendra Patel), and building contractor’s Site Manager and Project Manager, identifying areas of concern (in particular with the data and power points, which were not installed to the contract drawings), along with readiness checks throughout the building (including Server and Hub Rooms). Simon presented a full list of required changes and ensured these were all implemented in a timely manner.

How we Resolved Primary School ICT Infrastructure Challenges

Following the completion of the Secondary School project our Technical Architect, Sandeep Panesar, highlighted concerns over the Primary School Infrastructure, identifying a number of key areas that required urgent attention. He was commissioned to carry out an audit and present a proposal, to the Trust CEO and Strategic IT Manager, to address the immediate challenges, including alternative options based around core infrastructure services.

Our cost-effective, bespoke solution

Following a comprehensive audit, Sandeep identified that the Primary School servers and network were not fit-for-purpose, due to old equipment, and a lack of updates resulting from lapsed warranties. Sandeep developed a future Migration Plan, centred on Cloud-based collaboration services that would present immediate improvements and allow easier on-boarding of potential new Trust schools in the future. Following presentation of 3 alternative options (with supporting budgets and pros/cons for each) he worked collaboratively with the Trust to develop a hybrid solution, bespoke to the Primary School; and making best use of a restricted budget whilst delivering a solution that would be efficient to manage on-site, without the need for our ongoing, on-site support.

Transitioning to easy, on-site management

The Primary School, industry-standard solution was designed in-line with the new Secondary School solution, which their IT Manager was confident in managing. Once installed (although not part of our contract), our Project Manager carried out one-to-one Familiarisation Training with the IT Manager to ensure confidence in managing the services, as we transitioned the school to our 3rd Line Support only, removing the need for our on-site team.