Windows 11 Readiness Project

Project Statement

By fostering collaboration, enhancing communication, and leveraging data, the project aims to guide the campus in replacing or retiring equipment associated with the end-of-life transition from Windows 10 to the adoption of Windows 11. Clear communication with campus decision-makers and stakeholders will be a cornerstone of the project's success.  The project will identify IT security risks and develop risk mitigation strategies, develop and document repeatable lifecycle management procedures and institutional standards for end-point maintenance.  

This project will approach the upgrade from risk, service impact, inventory, fiscal, and technology perspectives.  The project work includes activities to inform, estimate, and plan budgets for the needed hardware upgrade, including the use of planning tools and visual dashboards.  The project is intended to work with existing effective hardware lifecycle management systems on campus and support others to understand the importance of lifecycle management and budgeting practices.  Communication with stakeholders and facilitation of timely action by departments to meet the deadline are critical components. 

Goals

Inform campus stakeholders of the size and impact of the Windows 11 upgrade requirements.

Develop and implement plan to minimize risk associated with Windows 10 computers on our network.

Model repeatable lifecycle management practices for use in future IT upgrades.

Project Assumptions

1. IT and budgeting staff across campus will be available to participate in the project.
2. Multiple sources of data are necessary to obtain the most precise count of PCs within the scope of this project.
3. The project will not replace computers or provide direct funding to replace computers.
4. The project effort is limited to university owned computers and computers used by employees.
5. Personal devices used by students and employees to access university resources may be impacted, If they present a security risk to university systems and data. This project will communicate to the Western community a general awareness of Microsoft’s support change but will not remedy the issue for personal devices.

Scope

• Conduct as accurate of an inventory of university-owned computers as available to identify Windows 11-compatible and non-compatible PCs.
• Engage with campus decision-makers and stakeholders to ensure clear communication regarding the Windows 11 upgrade and its impact on budgets, operations, and security.
• Develop and implement a risk mitigation plan for Windows 10 PCs reaching their end-of-life date, with a focus on IT security risks and continuity of services.
• Evaluate the feasibility and cost-effectiveness of upgrading non-Windows 11-compatible university-owned PCs and develop a budget estimate for stakeholders.
• Create a phased transition plan for Windows 11 adoption, considering budget constraints and the importance of security.
• Develop and document lifecycle management procedures and standards for university-owned computers, with an emphasis on effective budgeting practices.
• Implement visual dashboards and planning tools to aid in budgeting, planning and tracking progress of the upgrade efforts.
• Establish key performance indicators (KPIs) for assessing the success of the Windows 11 adoption and lifecycle management initiatives.
• Coordinate and facilitate communication with stakeholders to ensure timely action by departments in preparation for the Windows 11 deadline.

Out of Scope

• Procuring new computers for departments (the project will focus on planning, tracking, and communication).
• Addressing IT needs unrelated to Windows 11 compatibility and lifecycle management.
• Handling student or employee personal devices (the project will communicate awareness but not provide solutions for personal devices).
• Upgrading devices to Windows 11.  Upgrades will occur through normal operations.
• Decommissioning non-Windows 11 compatible PCs. Departments will manage their inventory through their existing processes.

Deliverables

1. An implemented Communication Plan
2. KPI tracking “dashboard” available to stakeholders
3. As accurate of an inventory of Windows 11-compatible and non-compatible university-owned computers as available data allows.
4. Budget estimates for hardware upgrades to support Windows 11 adoption.
5. An implemented Risk Mitigation Plan for Windows 10 PCs at their end-of-life, addressing IT security risks and continuity of operations.
6. Unit-level recommendations for addressing each unit’s transition away from non-Windows 11 compatible computers.
7. Phased Transition Plan with a focus on budget considerations and security.
8. Documented IT Lifecycle Management Procedures and Standards.
9. Competitive vendors quotes for replacement hardware