SharePoint Migration Done Right: A Seamless Migration for a Remote-First Accounting Firm

Grays Accountants, a small friendly firm in Teddington, Middlesex, were facing mounting IT challenges: ageing server infrastructure, Windows 10 devices nearing end-of-life, and a VPN solution that was cumbersome for end users. With most staff working remotely since Covid, their infrastructure was still tied to a single office location. Kriston Technology stepped in with a modern, cloud-first solution that transformed their operations.

“I am very pleased with how the project has been handled from start to finish, in terms of projecting what will happen and when, understanding our needs, support through any niggles and the overall migration process itself. You took us through the set up and new arrangements very effectively and we settled into things very quickly. “

Managing Director

Grays Accountants were operating hardware nearing end of life and had a need to move to a cloud-first approach to modernise their infrastructure and improve the end user experience:

1. Servers approaching end of life, warranty and support
   
   
2. Windows 10 PCs reaching end of life, and end of support (October 2025)
   
   
3. A cumbersome VPN solution
   
   
4. All data still office based, although the team worked remotely
   
   
5. Need to modernise and adopt a cloud-first approach for scalability and resilience

In consultation with Grays Accountants, Kriston Technology proposed a cloud-first approach to improve resilience of their business systems, improve end user satisfaction and usability, and modernise their business systems so they are secure, and scalable as required:

1. Initial Consultation

During our initial consultation we discussed the business issues with Grays Accountants and identified, ageing servers, near end of life PCs, VPN issues, and reliance on a single office location although remote working was now the norm. We undertook an analysis of company data and key line of business systems (BrightPay and VT+), to determine their suitability for a cloud-first appoach, in this case Microsoft SharePoint, to make use of existing licensing already in place.

2. Cloud Migration Plan

We put together a comprehenisve plan and reviewed with Grays Accountants including:

• Solution validation
• Pilot testing
• Phased data migration
• New user computers
• End user training
• Coordination around key monthly accounting dates to avoid
• Decommissioning legacy systems
• Handover to Business as Usual (BAU) support

3. Solution validation and Pilot testing

We worked with Grays Accountants to complete a successful solution validation and pilot test, to confirm full functionality was as expected and to minimise disruption.

4.Hardware replacements & End user training

We procured and configured new end user laptops, and deployed them to end users, as a long standing Dell partner, the latest Dell Pro 14 Plus is our go to work horse, offering a superb balance between cost, performance and style, backed with a 3 year next business day onsite warranty. End user training was undertaken to get end users comfortable with the new way of working and accessing data, so they were ready for the switch over.

5. Phased Data SharePoint Migration

We scheduled the data migration over a two week period, avoiding key accountancy dates, and then performed the final phase over a weekend to avoid further disruption. Following the migration we undertook a period of hypercare to be on hand and assist with any inital queries and questions.

6. Decommissioning legacy systems & Handover to BAU support

A final backup was taken of the servers, before they were decommissioned and turned off for the last time. With the new solution in place and documentation finalised, we handed over to BAU support, for ongoing support and assistance.

The successful complete of aging legacy server migration to a cloud-first approach using Microsoft SharePoint delivered several significant benefits:

1. Eliminated a single point of failure

By removing dependency on the office network, end user data is now available from home, the office or remotely, wherever the users are working.

2. Enhanced security and reliability

With SharePoint Online and modern devices, security and reliability has been significantly enhanced.

3. Improved flexibility

With data readily accessible we’ve simplified the end user experience, removing the need for a cumbersome VPN solution.

4. Future-proofed infrastructure

With data now on a cloud platform, and new hardware and Windows 11 deployed, Grays Accountants have future proofed their environment and ready for future business growth.

5. Streamlined data management

With a structured SharePoint sites and user training, data is easier to find and access.

6. Minimal disruption

With a significant pilot exercise and a phased data migration combined with post migration hyerpcare support, disruption was kept to a minimum to provide the best overall end user experience.

Grays Accountants now operate on a secure, scalable platform that supports their remote workforce and positions them for future growth. The transition was smooth, strategic, and delivered measurable benefits.

“This project highlights the importance of proactive IT planning. By addressing ageing infrastructure and embracing a cloud-first approach, Grays Accountants have not only mitigated risk but unlocked new levels of flexibility and resilience. At Kriston Technology, we pride ourselves on delivering solutions that empower businesses to thrive in a modern, digital-first world. “ 

Technical Director