Company Name: Paws 4 Kids 4 Paws

Mission, Vision, Values, or other unique aspects of your company: 

Our mission is to provide animal-assisted experiences for youth to develop their strengths by helping rescue animals become more adoptable.

Paws 4 Kids 4 Paws inspires and motivates youth learners who struggle with academic or social settings. By developing youth strengths beyond traditional academics, our unique learning experiences promote thoughtful, meaningful connections to animals and others. Youth learn they are capable, strong, and compassionate leaders who can advocate for themselves, others, and animals.

Project Title: Migrate Nonprofit Data between Microsoft 365 / Teams accounts

Project Goal: 

The main goal of this project is to complete the setup of our nonprofit Microsoft 365/Teams account. We have been operating under an existing business account from the start. We received a Microsoft Grant in 2024 of our own licenses for the nonprofit. We need to complete the setup under our own Microsoft domain and migrate data only the nonprofit's data from the corporate account to the new nonprofit account. Data to be migrated includes, but is not limited to:

1. Domains, including set up of appropriate MX records. This will need to be iterative, so we do not lose full access to existing data, especially email, during the migration.
2. Users
3. Email by user
4. Email groups (Shared mailboxes + team mailboxes) set up and data migrated
5. Nonprofit Teams, including the team structures, conversations, channels, posts, chats, files, and other things like team meetings, forms, whiteboards, and planners/task lists.
6. Files and folder structures
7. Teams phone (1 user existing, Optional: 1 user to be added a phone)

Project Deliverables:

The ultimate deliverable will be the nonprofit's Microsoft 365 account functioning and including all data previously stored under the corporate site. We are open to some improvements/streamlining in the structure and organization of the data, provided all data are copied to the new site.

At the end of the project, learners are expected to submit the following:

1. Domains set up with the proper records and pointers needed for good functioning of the Microsoft 365 system
2. Existing (active) users set up in the new system, with all aliases and appropriate settings. (inactive users TBD based on recommended practices to all visibility of their historical data)
3. User email migrated and users set up to add the new, separate email account to their systems
4. Two existing teams migrated, along with the team-specific data for each and user assignments
5. Files and folder structures
6. Functional Teams phones, with the same phone # migrated to the new site/account

Project Expectations & Skills Required: 

Learners will complete the above deliverables and tasks to achieve the migration goal.

Main Deliverable:

• Migrate Microsoft 365 data using a migration tool, with quality and completeness checks to verify correct and full transfer to the nonprofit data.

Skills Required:

• Data migration using a migration tool
• Quality control
• Website & email domain and record management
• Project Management
• Communications within your team and with the nonprofit leaders

Project Details & Milestones: 

Week 1: Project Kick-off and Onboarding: 

• Meet with nonprofit leaders to review scope and access needs.
• Discuss migration tool to be used and decide/confirm the tool to be used. (We have one in mind and are open to changes if needed, provided we can still move the project forward by week 2. We will purchase what is decided.)
• Familiarize team members with existing data and teams, the new Microsoft 365 account, and domain and web hosting accounts.  
• Familiarize team with the selected migration tool and how it works - features, functions.
• Investigate recommended practices for migration of PARTS of a Microsoft 365 account to another account.

Week 2: Continued Onboarding, Demonstrated Competencies, & Initial Tasks 

• Verify access and permissions required for all needed accounts.
• Prepare a migration plan with timing of different domain migration timings and the data migration phases. Include any recommendations for improvements in the structure of teams and files/folders...
• User set-ups as needed in the new Microsoft 365 account.
• If possible, test migration of the first domain and related record set-up.

Week 3: Early Project Work & Initial Milestones 

• Finalize migration plan with nonprofit leadership.
• Begin implementing migration plan, in close coordination with nonprofit leaders.

Week 4: Mid-Project Progress & Review  

• Continue implementing migration plan, with data verification of each incremental set of data that are migrated.
• Work with users (2-3 people) to begin having them start using the new areas that have been migrated (limiting new data being added to the old teams and accounts).

Week 5: Final Project Work & Pre-Submission 

• Complete migration.
• Verify data, working with the Users as needed.
• Verify access to all the data on the new account by all active users.
• Verify historical records are present for inactive users.

Week 6: Final Project Submission & Wrap Up

• Present a walkthrough of the new account and teams to nonprofit leadership.
• Submit written documentation on the migration, that includes important information about on-going management and maintenance of the new account.
• Acceptance by nonprofit and Celebration!

Learner Support

Migrating data is a business and Mission critical effort. Communication and mutual decision-making are key. Paws 4 Kids 4 Paws will provide as much support as needed and encourages questions and active joint problem-solving. The project leader will be available as much as possible, including on demand during critical tasks.

• Weekly Meetings: Our leadership team meets on Monday mornings and can provide time to the team on Mondays for reviews of plans, reports, presentations, key decisions that need input of more than one leader, review and support related to specific migration transitions that require changes in how we access data. While other days are possible, we have set aside Mondays for our nonprofit work, limiting other work on that day. (Our leaders do have other commitments, jobs, and projects that are on-going.)
• Mentorship Hours: The project leader, Tricia Sutton, is relatively flexible during work days, especially 8 a.m. to 4 p.m. US Central time on Monday, Tuesday, and Wednesday, with Thursday through 3 p.m. usually. Fridays are less flexible but may be possible when needed. Evenings and weekends are less preferred, though also possible with advance scheduling.  
• Support Channels: Communications using Teams Chat are the most effective. Meetings will generally be held using the Teams meeting function. Text and phone calls can also be used as needed for urgent matters. Email is OK, though, emails should NEVER be used for urgent requests.

Tricia (team leader) has experience with data migrations and domain set-up. She also can set up support tickets with the various providers, as needed, to troubleshoot problems.

Learner Benefits:

• Skills Development: Learn how to structure and complete data migration. Practice quality control and quality assurance. Improve communications, project management, and teamwork skills. Develop or expand skills in domain management, including record setup and transfer between accounts.
• Industry Exposure: This is basically information technology support, data migration, and Microsoft Teams and Teams phone work. Thile it would be similar to a migration for business, the team will also see the special needs for small organizations and nonprofits.
• Networking Opportunities: Team members will have the chance to work with IT experts from the different systems/tools being used during the project. In addition to being able to demonstrate to others the team's success in this type of IT project, the team leader may be able to make some introductions to others in the IT profession afterwards.