You can’t change what you can’t see.

Planning

Before a wave is signed off, you can see what it will affect.

Discovery exports arrive one workload at a time, and plans inherit the split, twice over when a merger or an acquisition brings two tenants together. Novalysis reads users, mailboxes, OneDrive, SharePoint, Teams, groups and Power Platform into one record and keeps it current as the tenant changes.

Waves are built around teams and departments. The wave planner keeps a department’s members together, and can do the same for the members of a Team, the people who share a mailbox and the members of a SharePoint site. A dependency check on a wave then pulls in the shared mailboxes, Teams and sites its people use.

Novalysis links Power Apps and Power BI to the SharePoint sites, lists and files they depend on, and unpacks the Power Automate flows between them to find the mailbox each one watches or sends from. You can see which apps a wave will affect, how many people use them and who owns them. The Power Platform part needs a one-off registration by a Power Platform admin.

Communications

A campaign is set up once and runs for every wave.

Without one, the comms team sends each message to each wave by hand: copy the last wave’s email, change the date, paste in this wave’s names, check nobody has changed wave since, send, and start again when a date moves.

In Novalysis a campaign is a set of steps timed from the wave’s date: an announcement four weeks out, say, then two weeks to go, one week to go, the day itself and help on the first day. Every wave gets the same steps on its own dates, and when a wave moves, its emails move with it. Templates keep a version history and fill in each person’s details, such as their new address and their date. Each draft is checked for reading age and length against limits you set, and the AI can rewrite it to be shorter, more reassuring or less formal.

You can see who each step will reach, require two different people to approve it, and skip people who have already done what it asks, such as activating their new account. Everything is sent from your own mailboxes, through your own Microsoft 365.

The staff page

Each person sees their own move, in Teams.

Programme emails describe the whole migration, and most people only want to know what happens to them. Their page shows their move date with a countdown, their new address, what’s moving with them, a short checklist and every email they’ve been sent, so anyone who missed one can still find it. It warns them if their mailbox is too large to move, and tells them when their date changes.

The page is your own app in Microsoft Teams, with your name, logo and colours, so staff aren’t sent to yet another site, and it opens in a browser too. You choose who can sign in: nobody yet, selected waves or Entra groups, or everyone.

An assistant answers their questions from your FAQs and their own move, in terms that fit their job: what happens to the room bookings, whether their phone needs setting up again. It runs on Azure OpenAI in your subscription, and the service desk is left with the questions that need a person.

Afterwards

Every scope decision stays on the page of the thing it’s about.

In a spreadsheet, decisions end up in a Notes column, in one copy, often among the files of whoever ran the project. In Novalysis every change of scope records who made it (a person, the assistant, a rule, or “automatically because…”), when, why and where it was made. Renames are kept the same way, so a site’s page shows what it used to be called and why that changed. The history is append-only and never purged, and it appears on each user, mailbox, OneDrive, group, Team, site, Power App and flow.

A wave can’t be exported until it’s signed off. The sign-off goes out by email and keeps a fixed snapshot of what was in scope and what was left out, each exclusion with its reason, along with the approver’s name and title, their response and the date.

Project decisions go in the decision log, one of the RAID registers, with the options, the criteria, the rationale, the approver and a date to review it, and the whole log can be exported. All of it stays in your Azure subscription when the consultancy moves on, for as long as you keep Novalysis.

Copilot

Copilot goes to each department once its sites are ready.

Novalysis reads SharePoint permissions down to individual files and list items, keeps an inventory of sharing links, and shows who gets access, broken down by department. When the files in one folder keep being shared with the same few people, it treats them as a working group. It then suggests a place of their own: a restricted library, a private team in Microsoft Teams, or a space shared with the department they work with.

Each site gets a Copilot readiness score and a state, from blocked to enabled, and its owner gets a plan of what to fix. Causes that sit in tenant settings, such as the default sharing link, are picked out separately, because fixing those site by site only lets them grow back. Then each department gets Copilot, announced with the same campaigns and staff page as a migration.