Onvida Health is a premier healthcare provider in Arizona, recognized for its commitment to delivering exceptional patient care and pioneering healthcare solutions. As part of its continuous efforts to enhance operational efficiency and foster seamless communication, Onvida Health embarked on a strategic initiative to migrate to Microsoft 365. This transition was significant, requiring precise execution to prevent disruptions in communication channels relied upon by the organization's 5,500 employees. To ensure the success of this initiative, Onvida Health partnered with Ravanty, a trusted Microsoft solutions expert.
"The willingness of the Ravanty team to answer questions not only helped the success of this migration but thinking about future state knowing the tools that we can implement, how to manage licensing, and everything that is out there that is new to us."
Susana Franco | Infrastructure Manager at Onvida Health
Challenges
Onvida Health faced several unique challenges in its quest to enhance its IT infrastructure. First and foremost, Onvida Health sought to perform a pilot migration to Microsoft 365, rolling out licenses and permissions to a carefully selected sample size. The goal was not to migrate the entire organization all at once but to establish a robust framework that would allow Onvida Health’s team to independently roll out the remaining migration across their workforce of 5,500 employees in the future, while accounting for Security, Governance, and seamless collaboration.
Managing licensing and funding was another key challenge. Onvida Health needed to evaluate their licensing agreements, particularly in regards to Microsoft Intune, to ensure their licenses could support the migration as it scaled. Additionally, they needed to explore funding sources to support their broader cloud infrastructure journey.
Another critical factor was ensuring that their communication systems remained fully operational during the migration. Given the nature of healthcare, uninterrupted communication is essential for operational continuity and patient care, so any disruptions could have significant impacts.
Onvida Health’s IT administrators also expressed the need for ongoing training and support as they transitioned to managing their Microsoft 365 environment. Their objective was to build confidence and proficiency in managing the new platform effectively.
Lastly, Onvida Health faced the challenge of keeping up with the latest Microsoft 365 features and updates. They sought to explore how these features could be better leveraged to enhance productivity and maximize their investment in the platform.
"Ravanty’s expertise and support were invaluable in ensuring a seamless transition to Office 365. Their commitment to our success made all the difference."
Edgar Vidal | Director of Information Technology at Onvida Health
Solution
To address these challenges, Onvida Health partnered with Ravanty to develop a well-rounded solution. A critical component was the transition of Onvida Health’s identity management system to Entra ID. This shift streamlined administration across Microsoft services, simplified identity management, and established a foundation for potentially replacing Okta for additional applications. This foundational step enabled Onvida Health to manage user authentication more efficiently while enhancing security across their digital ecosystem.
Ravanty collaborated closely with Onvida Health’s project team, led by Roman Avanesyan and Yesai Tchouldjian, to ensure that the pilot rollout aligned with Onvida Health’s operational needs and strategic goals. Ravanty provided guidance on how to establish a scalable migration process that Onvida Health’s internal IT team could replicate when expanding the rollout across the entire organization.
A key focus of the project was to optimize the deployment of Microsoft 365 applications. Ravanty automated the removal of outdated Office versions and the installation of new Microsoft 365 apps, ensuring that all users in the pilot group had access to the latest tools without manual intervention. This process set the standard for future organization-wide rollouts, which Onvida Health will now manage internally. Additionally, the migration from Okta to Entra ID required careful coordination to maintain security standards. Ravanty developed customized Conditional Access Policies that replicated Onvida Health’s existing security measures, ensuring that the transition to Entra ID did not disrupt user access or compromise security.
To address Onvida Health’s legal requirements, Ravanty assisted with applying appropriate retention policies to mailboxes. By creating dynamic Entra ID groups based on user attributes, Ravanty ensured that the correct retention policies were automatically assigned, maintaining compliance with legal and regulatory standards.
Change Management & Adoption
A key priority for Ravanty was to ensure that Onvida Health’s team was fully equipped to manage the Microsoft 365 environment independently. To this end, Ravanty conducted comprehensive knowledge transfer sessions, providing detailed training and documentation to Onvida Health’s IT administrators. This included custom training materials, guides, and hands-on support, empowering Onvida Health’s team to replicate the migration process across the rest of the organization confidently.
To drive user adoption, Ravanty developed tailored communications for Onvida Health’s internal staff. This included intranet content, Quick Start Guides, and targeted email campaigns that explained the benefits of the new tools and prepared staff for the changes ahead. This ensured that Onvida Health’s employees were not only informed but also engaged in the transition to Microsoft 365.
Results
By working closely with Ravanty, Onvida Health successfully completed the pilot rollout of Microsoft 365 licenses, migration of data, and rollout of permissions to a sample group of ~300 users. This initial phase established a scalable model that Onvida Health’s IT team can now use to complete the migration across the rest of the organization.
The transition to Entra ID enabled Onvida Health to unify their identity and access management across their Microsoft 365 landscape, simplifying administration and strengthening security. Additionally, the streamlined Office 365 app deployment process ensured that users had access to the latest tools without any manual intervention, setting the stage for future organization-wide rollouts.
The pilot migration allowed Onvida Health to optimize their investment in Microsoft 365, enhancing communication and collaboration across departments. Most importantly, Onvida Health’s IT team now has the knowledge and skills necessary to independently manage and expand their Microsoft 365 environment.
"The project was a success. We had minimal calls to our service desk in this rollout. We really appreciated the promptness from Ravanty's team and the robust documentation they provided which will enable us to do a full rollout. We look forward to the next project with Ravanty."
Edgar Vidal | Director of Information Technology at Onvida Health
Conclusion
The partnership between Onvida Health and Ravanty demonstrates the importance of strategic collaboration in driving technological transformation. By focusing on knowledge transfer, scalability, and ongoing support, Ravanty empowered Onvida Health to overcome the challenges of a large-scale migration and to build the internal capacity to manage future rollouts. As Onvida Health continues its journey with Microsoft 365, they are well-positioned to leverage the full potential of the platform, enhancing operational efficiency and supporting their mission of delivering exceptional healthcare services.
