The Great Migration
Our client encountered challenges pertaining to service management and operational efficiency while dealing with their past supplier. Subsequently, there were contractual disputes, requiring their migration from the incumbent data centre to a new hybrid managed cloud solution. Our client needed to complete this transition within a constrained timeframe. Because of this tight deadline, they requested Wavestone to support this transition, to ensure the transition was executed efficiently.
With Wavestone’s help, they had a shortlist of three different suppliers, ultimately landing on Microsoft Azure. Over the next three years, with the support of a migration partner, the company aims to seamlessly transition its operations to this advanced cloud platform. Urgently, the partner will migrate approximately 300 Virtual Machines in phase one. This phase is scheduled completed within 6 months, resulting in a successful migration to Microsoft Azure. Subsequently, the contract with the incumbent partner will be concluded, marking a significant milestone in the transformation process.
The chosen partner, Microsoft Azure, must not only handle the immediate migration of the Virtual Machines, but also devise a comprehensive plan for the seamless migration of the remaining European IT infrastructure. As such, the selection process for this partner had a tight deadline of 5 months.
Furthermore, Wavestone provided valuable assistance in precisely defining and shaping the contractual terms between the client and the supplier, aiming to mitigate any potential future challenges or disputes. This ensured a robust contract, which was structured to address foreseeable issues, protecting our client’s interests.
The Wavestone Approach
The client had a long-standing relationship with Wavestone and our SMEs in cloud migration, sourcing and negotiations. The Wavestone approach involved a collectively exhaustive list of actions to undergo:
- RFI from the market, not supported by Wavestone, but we did shortlist 3 suppliers. Wavestone helped with the process of bidding with those 3 suppliers.
- Kick-off session with our client and the 3 bidders to set expectations and requirements from all parties were set from the start. A tight timeline allowed for no mishandling, therefore, the Wavestone and client teams had to be available through the entire process.
- Several workshops with the client and suppliers, so they understood what they should require from the bidders/supplies. Specifics on price and models are integral to a good deal. Along with this, training was provided on how to respond to bidders.
- The creation of evaluation documents and templates from Wavestone, for our client to weigh the option between 2 bidders.
- Helped develop a business case, not just for the 300 VMs, but any future migration necessary.
- Negotiated contract with 2 bidders. The client chose Microsoft Azure as they were the most flexible. The two companies were willing to work with each other in a helpful manner, rather than fight about nit-pickings in the contract. There were also no strict clauses in the contract, allowing for leeway.
Wavestone engaged in a collaborative partnership with the client throughout the sourcing process for a new Managed Service Provider to facilitate a seamless cloud migration. Wavestone conducted data capture exercises, stakeholder interviews, and workshops to gather and define the range of requirements for the Request for Proposal (RFP). These encompassed technical, security, operational, governance, commercial, and migration aspects. Wavestone then meticulously prepared documents aligned to these specifications.
Throughout the journey, Wavestone provided invaluable business case support, conducted contract reviews, and facilitated negotiation sessions, culminating in the signing of the contract. Their commitment and expertise ensured that the client’s objectives were achieved.
Challenge: Right Time, Right Place
The primary challenge that emerged during the project was the constrained timeline, compounded by the presence of multiple stakeholders dispersed across various locations in Europe. The core team responsible for the project comprised three representatives from sourcing, security, and technical departments. Meticulous efforts were undertaken to incorporate the needs of each stakeholder, expediting their sign-off process.
Effectively managing and tracking the expectations of stakeholders, along with keeping the supplier and client was considerably difficult. To help with this, Wavestone recommended that the client engage with two suppliers, prioritizing efficiency. Consequently, the client had to evaluate contracts from two major cloud providers, involving the scrutiny of a total of 30 documents.
Wavestone played a pivotal role by providing expert guidance, enabling the client to make informed decisions. Our recommendations empowered the client to navigate the negotiation process, ultimately arriving at the best course of action. Despite the challenges posed by the timeline and the multitude of stakeholders involved, Wavestone’s unwavering significantly contributed to the successful outcome of the project.
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Results and Key Success Factors
The new supplier needed to urgently migrate 300 VMs by end of 2023, and in total 2000 VMs. Wavestone helped support this migration from beginning to end. the new
The client was extremely happy Wavestone completed the project within the timeline. From the initial kick-off to the negotiation, all the way to the contract award and chosen supplier, Wavestone continued to support them steadily. Furthermore, Wavestone chose a supplier that was flexible and had the best capabilities for our client with a cost-effective solution.
The client provided regular feedback for Wavestone. Notably, a stakeholder applauded our sourcing process, attributing it to our exceptional organization and planning. The close collaboration within the core Wavestone team resulted in successful project completion within the demanding timeline. Additionally, the bidders and suppliers expressed contentment with the project’s outcome.
Next steps: The client has requested support with FinOps to support cost optimization cloud FinOps in the near future.
