1Project Overview
Crawford Consulting Services is moving from existing GCC High G3 and G5 licensing to a GCC High Business Premium model with supporting add-ons. The project runs a structured, single-user proof of concept to validate functionality and user experience, then completes a full organization-wide licensing transition only after your formal approval. The goal is a validated, standardized licensing model with no loss of access to Teams, Exchange, OneDrive, or Office.
Pilot Users
1
Users in Full Transition
170
Estimated Effort
24 hours
Project Phases
7
2Target Licensing State
The end-state license assignment upon completion of the transition.
170
GCC High Business Premium
Assign
115
GCC High Teams Voice
Assign
170
Entra ID P2 (step-up from P1)
Assign
170
Exchange Online Plan 2
Assign
All
GCC High G3 / G5 (legacy)
Removed after validation
3Roadmap
Indicative day-by-day sequence. Day counts are working days and assume timely pilot testing and approval; the client-approval gate can extend the calendar.
Day 1 · Pilot
Assign Business Premium and add-ons to the pilot user; remove the pilot user's legacy G-series. Baseline captured first.
PGH Engineer
Day 2–3 · Pilot
Pilot user testing: Office apps, OneDrive external sharing, Teams availability and meetings, and RDS shared computer activation.
PGH Engineer + Pilot User
Day 4 · Validation Milestone
Validate test results and document outcomes.
PGH Engineer / PM
Day 5 · Client Approval Gate
Pilot results delivered to client; formal approval to proceed obtained. No full transition begins until this gate is passed.
PGH PM / Client
Day 6 · Procure & Transition Milestone
Procure/adjust licensing; assign Business Premium, Teams Voice, Entra ID P2, and Exchange Online P2 to all users; remove G3/G5 only after new licenses confirmed active.
PGH Engineer
Day 7 · Validation
Users test; post-transition validation of Exchange, Teams, OneDrive, and Office; remediate any gaps.
PGH Engineer + Users
Day 8 · Project Close Sign-off
Final documentation, handoff, and client sign-off. Legacy licenses released only after acceptance.
PGH PM / Client
4Detailed Project Plan
Task-level breakdown across the seven phases, with responsible roles.
| # | Phase | Task | Owner | Est. Hrs |
|---|---|---|---|---|
| 1 | Discovery | Project kickoff & current-state review | PM / Engineer | 1.5 |
| 2 | Discovery | Confirm license SKUs, part numbers & quantities | Engineer / Sales | 1.5 |
| 3 | Pilot | Assign pilot user license; remove pilot G-series | Engineer | 1.0 |
| 4 | Pilot | Validate Office desktop applications | Engineer | 1.0 |
| 5 | Pilot | Validate OneDrive external sharing | Engineer | 1.0 |
| 6 | Pilot | Validate Teams availability & meetings | Engineer | 1.0 |
| 7 | Pilot | Validate shared computer activation (RDS) | Engineer | 1.5 |
| 8 | Pilot | Document pilot test results | Engineer / PM | 1.0 |
| 9 | Client Approval | Deliver results & obtain formal approval | PM / Client | 1.0 |
| 10 | Procurement | Procure / adjust license quantities | Engineer / Vendor | 1.5 |
| 11 | Full Transition | Prep transition (grouping, batching, comms) | Engineer / PM | 1.5 |
| 12 | Full Transition | Assign Business Premium to 170 users | Engineer | 2.0 |
| 13 | Full Transition | Assign Teams Voice to 115 users | Engineer | 1.0 |
| 14 | Full Transition | Assign Entra ID P2 to 170 users | Engineer | 1.0 |
| 15 | Full Transition | Assign Exchange Online Plan 2 to 170 users | Engineer | 1.0 |
| 16 | Full Transition | Remove legacy G3/G5 licensing | Engineer | 1.0 |
| 17 | Validation | Validate core services across users | Engineer | 2.0 |
| 18 | Validation | Spot-check & remediate issues | Engineer | 1.0 |
| 19 | Project Close | Final documentation & handoff | PM | 1.0 |
| 20 | Project Close | Project close & sign-off | PM / Client | 0.5 |
| Total | 24.0 |
5Deliverables
The concrete outcomes that define a completed project.
Pilot User Validation
- One user successfully transitioned from GCC High G-Series to Business Premium
- Office desktop applications verified under the Business Premium licensing state
- OneDrive sharing verified between the GCC High tenant and external recipients
- Microsoft Teams availability verified; pilot user can host and join meetings
- Shared computer activation behavior verified via RDS login/logout testing
Client Approval Milestone
- Documented pilot test results provided to the client
- Formal client approval received to proceed with the full transition
Licensing Transition & Validation
- 170 users on Business Premium, 115 on Teams Voice, 170 on Entra ID P2, 170 on Exchange Online Plan 2
- All users removed from prior GCC High G3 and G5 licensing
- All users confirmed with active access to Exchange Online, Teams, OneDrive, and Office
- No loss of access to core Microsoft 365 services for transitioned users
6Backout / Rollback Plan
Core principle: the legacy GCC High G3/G5 licenses are retained and not released until full
client sign-off. A per-user license baseline is exported before any change, so a rollback is simply
re-assigning the original licensing from that known-good state.
Before any change
- Export a complete per-user baseline of current license assignments before the pilot and before the full transition.
- Do not cancel or reduce legacy G3/G5 seats until the project is formally accepted.
- Confirm enough legacy seats remain to re-assign all 170 users if a full rollback is needed.
- Run the full transition in an agreed change window with a named client approver who can authorize a backout.
| # | Scenario / Trigger | Backout Action |
|---|---|---|
| 1 | Pilot fails (Office, OneDrive, Teams, or RDS does not work under Business Premium) | Re-assign the pilot user's original G-series license from baseline; remove Business Premium and add-ons. Do not proceed to full transition. |
| 2 | New licenses not active before legacy removal | Halt removal of G3/G5. Leave old and new licenses assigned together until new services are confirmed active — no user loses access during the overlap. |
| 3 | Widespread loss of access after transition | Re-assign legacy G3/G5 licensing to affected users from baseline and remove the new SKUs as needed to restore the known-good state. Validate access restored. |
| 4 | Exchange Online mailbox access lost / mailbox unlicensed | Immediately re-assign Exchange Online Plan 2 (or the legacy plan) to keep the mailbox licensed and avoid the grace/disable window. |
| 5 | Teams Voice / calling broken for the 115 users | Re-assign prior voice configuration from baseline and confirm phone/meeting function. Escalate to Microsoft if the issue is tenant-side. |
| 6 | Entra ID P2 step-up disrupts policy / conditional access | Revert affected users to Entra ID P1 from baseline; review identity and conditional-access policies before re-attempting the step-up. |
| 7 | Client withholds or revokes approval mid-project | Stop at the current safe state; roll any changed users back to baseline. No legacy licenses are released. |
7Risks & Assumptions
| Type | Item | Mitigation |
|---|---|---|
| Assumption | Pilot must be completed and approved before full deployment. | Hard approval gate built into the plan; no full transition without sign-off. |
| Assumption | License quantities may be adjusted prior to final execution per client direction. | Final counts confirmed before procurement. |
| Risk | Delayed client participation for testing, feedback, or approval. | Set a check-in cadence; PGH may proceed in good faith after reasonable follow-up per the SOW. |
| Risk | Work required outside normal operating hours. | Agree the change window in advance; additional labor may apply per the SOW. |
| Risk | Removing G3/G5 before new licenses are active causes access loss. | Assign-then-remove ordering with license overlap; backout plan retains legacy seats. |
| Risk | RDS / shared computer activation behaves differently under Business Premium. | Validated explicitly during the pilot before full rollout. |
| Risk | GCC High external OneDrive sharing blocked by tenant policy. | Tested during the pilot; tenant sharing policy adjusted if required. |
| Risk | Items outside this SOW surfacing mid-project. | Out-of-scope items handled via a separate SOW or change request. |