"The project has undoubtedly been successful so far and is another example of how important adoption is when we present new IT solutions in large organizations."

Jakob Ventzel, Senior Document Management & Collaboration Architect

Customers
Vestas

Vestas takes a 100% adoption focus when rolling out Onedrive for Business

When Vestas rolled out OneDrive for Business to more than 20,000 employees, focus was particularly on user adoption.

In the fall of 2016, the wind turbine giant Vestas decided to start rolling out OneDrive for Business, Office 365 ProPlus and Multifactor Authentication for all employees in the global organization. The decision was made to give employees better document collaboration tools and to increase data security.

The project was based on three main priorities and was delivered in close cooperation between Vestas, Wipro and ProActive.

In the fall of 2016, the wind turbine giant Vestas decided to start rolling out OneDrive for Business, Office 365 ProPlus and Multifactor Authentication for all employees in the global organization. The decision was made to give employees better document collaboration tools and to increase data security.
The project was based on three main priorities and was delivered in close cooperation between Vestas, Wipro and ProActive.

Technical perfection:

  • One robust solution that can be verified by all Vestas Global IT employees and which can subsequently be handed over to the operating and support organization Wipro

Operational perfection:

  • A procedure for Microsoft's Evergreen Upgrade Model in Office 365
  • A knowledge bank about the solution and ongoing delivery to the operating organization
  • Automated processes for on- and off-boarding

User Adoption perfection:

  • Secure communication, training and attention about the new solution both before and after installation by the users
  • Ensure that the solution is taken into use as intended and in accordance with Vestas guidelines

100% focus on adoption

The solution became a bundle package, so employees got both Office 365 ProPlus installed, activated their OneDrive for Business account and were enabled for multifactor authentication (additional verification on login outside of Vestas network). To ensure a pleasant and smooth deployment of OneDrive for Business as possible for each employee, their locally stored files are automatically moved to the user's OneDrive for installation.

When the solution was implemented, it was tested in the pilot group, Global IT. Here Vestas wanted to run a dedicated adoption process in the pilot group, so that you could experience the anchorage and the material before rolling out for the rest of the organization. Therefore, several actions were taken:

  • Communication through multiple channels: intranet, landing page on SharePoint as the central focal point, Yammer user group and email communication
  • Preparation of two personas that could be used in the communication material as well as profiles that Vestas employees could identify with
  • An introduction video that briefly described the solution and the reasons for the project
  • Two "open house" events where users could get help with installation and gain inspiration for the use of the solution.

Ongoing evaluation

Based on the pilot process, an evaluation of the three main priorities was made after which several initiatives were decided before the rollout for the rest of the organization was launched.

It was decided to run the rollout at a safe pace, 250-750 users per week, so that users experienced dedicated attention and support at the installation. Three adoption initiatives were given priority:

  • Extended information material in the form of FAQ to users, management material and training material (video and handouts)
  • Extended Training of Service Desk and Field Support Including developed by Knowledge Bank in ServiceNow
  • Promotion tour in Denmark and locations outside Denmark with +200 employees

Throughout the course of the pilot phase of the 2 month promotion campaign and during the rollout itself, there has been continuous evaluation of the adoption process and the two other main priorities.

ProActive has been in place to facilitate the entire rollout and adoption process.

"Best IT Experience Ever"

Currently, 9,000 users are unboarded on the solution so there is still a little way to walk before everyone is on board, but the preliminary users on board are excited. This is primarily because of the new opportunities they have received with OneDrive for Business but also because communication, training and support have been fantastic throughout the entire process.

Particularly the promotional tour has been a great success and many users have expressed great satisfaction. An employee in Hamburg called the project "Best IT Experience ever".

ProActive is also responsible for conducting 3 training sessions a week over Skype for Business for Vestas users worldwide, learning to use OneDrive for Business, Multi Factor Authentication, Synchronization of Files, etc.

"The project has undoubtedly been successful so far and is another example of how important adoption is when we present new IT solutions in large organizations," says Jakob Ventzel, Senior Document Management & Collaboration Architect