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Case Study

Örebrokompaniet

Well-timed modernisation of IT support provided the best conditions for remote coworking

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Örebrokompaniet logo - Proact customer

Industry

Solution provided

Örebrokompaniet sought to modernise its IT function and turned to Proact to find a new solution. The proposal entailed a transition to a fully cloud-based environment. It was implemented at just the right time. When the office was emptied in the wake of the Covid-19 pandemic, the company had just started using the tools that effectively enabled remote coworking.

Challenge

Örebrokompaniet is the marketing and tourism arm of Örebro, sixth largest town in Sweden. The mission of this small company is to attract travellers, businesses and events to Örebro. The company also manages events and guided tours at the medieval Örebro Castle.

For Örebrokompaniet, it has never been a real option to have specialised IT staff. Instead, Proact has been assigned to provide user support and for managing servers and networks. This is a longstanding partnership where Proact also has an advisory role.

Örebrokompaniet had an aging server estate with an imminent need for replacement. This also coincided with the company’s plans for moving their office. ”We have discussed with Proact over several years about moving to a cloud-based workspace. But as there was nothing in our present environment that didn’t work, we saw no hurry to begin migration,” says Björn Fransson, Destination development manager at Örebrokompaniet.

But the legacy IT environment did have one signifi cant shortcoming: the support it provided for remote working was, to put it mildly, limited. There was no practical way of connecting to the office servers, and for using key applications such as fi nance, working on site was the only option.

Without the capabilities we now have for remote collaboration, we would have found ourselves in a very complex situation. It would not have been sustainable over time
Björn Fransson, Destination development manager, Örebrokompaniet

Solution

Instead of investing in new hardware and continue operating their on-premises servers, Örebrokompaniet elected to migrate to an entirely cloud-based environment. Some key components were already in place, e.g. the Office 365 email application. With their new solution, Örebrokompaniet leverages a broad range of Microsoft Office 365 features. User home directories are now on OneDrive, where users have 1 TB of personal storage space. Workgroup file management is facilitated using Teams and SharePoint. All of these tools come included with Office 365 and are also available through apps for mobile users.

Print management is now cloud-based as well, using Printix, a third-party service which is integrated with the Microsoft platform. This enables access to office printers regardless of where the user is located. The accounting application which used to reside on a local server has been replaced by Fortnox, a cloud-based platform for small business administration.

Several security features have also been added. These include Defender for Office 365 which adds protection against various cyberthreats and Windows Hello for secure user identification. Passwords for user login have been set aside, replaced by biometric access control based on fingerprints or face recognition. Any access to the office environment requires multi-factor authentication.

The final, definitive step towards the new cloud-based environment involved migrating user accounts and other digital identities to Azure AD (Active Directory). This migration was conducted in multiple steps over several months, and ultimately it was possible to shut down the local server environment.

Proact has built and adapted the solution and conducted user training as part of the organisation’s planning and preparation for the new environment. ”We have had great benefits from Proact’s expertise. We could never have managed the migration relying only on our own resources. Another plus is that we have a key contact who knows our organisation and can use these insights to come up with solutions that provide the best fit for us,” says Björn Fransson.

Pandemic vs. life at the office

Örebrokompaniet’s new office is designed as an activity-based workplace, where a key concept is that there are no fi xed desks or personal workstations. The relocation therefore required some new hardware – laptop computers became the default choice and the new setup called for a wireless LAN with higher performance. The chosen solution includes Cisco networking equipment with cloud-based management tools.

When the Covid-19 pandemic struck, the premises were soon emptied. Like for almost every office site, remote working has become the rule at Örebrokompaniet, but that would have been impossible with the company’s old IT environment. The cloud migration could hardly have been performed at a better time.

”Without the capabilities we now have for remote collaboration, we would have found ourselves in a very complex situation. It would not have been sustainable over time,” says Björn Fransson. Helped by the new tools, the company can operate as close to normal as is reasonably possible, given the unfamiliar circumstances created by the pandemic. This involves frequent digital meetings and contacts each day, and the experiences Örebrokompaniet has made from this are positive.

”Using Teams not only makes our daily work easier. It has also helped strengthen collaboration within our workgroup. We did not expect that the chat feature would become so useful. Now it’s easy to stay connected without making calls or sending emails,” says Björn Fransson.

With Björn’s own assessment, Örebrokompaniet has moved from being an ”average” organisation in terms of tech maturity and digital enterprise support, to being an early adopter of a fully updated digital toolset. ”Everything has worked fine from the start and we are very satisfi ed with the outcome. It’s difficult for us to wish for anything more when it comes to technology,” says Björn Fransson.

Benefits

  • Security
    Enhanced security from updated Windows 10 security features, including multi-factor authentication.
  • Collaboration
    Through the Teams app, users can share information, chat, collaborate on documents and through video meetings.
  • Flexible workplace
    Users’ physical location is irrelevant. Everyone can work productively from home. During the Covid-19 pandemic, this capability has been critical for the business
  • Easy maintenance
    Without on-premises infrastructure, management is simplified and lower cost.

Key components

  • Cloud-based environment based on Windows 10, Microsoft Office 365 and Azure AD.
  • Secure user authentication without passwords using Hello for Business
  • OneDrive for personal file storage
  • Teams and SharePoint for workgroup collaboration and storage
  • Teams for chat, meetings and document management
  • Fortnox for business administration
  • Printix for print management
  • Cisco Meraki wireless LAN with cloud-based management
We have had great benefits from Proact’s expertise. We could never have managed the migration relying only on our own resources
Björn Fransson, Destination development manager, Örebrokompaniet

About Örebrokompaniet

Örebrokompaniet is a small company with the mission to market the town of Örebro as a destination. By means of communication, information and destination development, Örebrokompaniet works strategically to attract domestic and international visitors. The company is owned by and operates under the authority of Örebro municipality.

www.orebrokompaniet.se

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