Abstract:

This study presents the strategic initiative of Texas A&M University (TAMU) to adopt Microsoft 365, aiming to enhance its digital infrastructure in response to the evolving demands of higher education and crisis management. The university, supporting 30,000 employees, has historically relied on an on-premise framework, utilizing Microsoft Exchange 2016 and Lync Server 2013. This approach, although traditional, resulted in substantial financial outlays exceeding $800,000 annually, overshadowing the benefits of the already procured Microsoft 365 licenses. The proposed transition to Microsoft 365 is more than a technological shift; it embodies a response to the dynamic landscape of digital learning and communication, particularly underlined by the COVID-19 pandemic. The existing dichotomy between the student-centered G Suite and the fragmented staff-oriented on-premise infrastructure necessitates a unifying, efficient digital solution. Central to this transition is the emphasis on reliability and accessibility. This aspect is crucial for uninterrupted educational and administrative operations, especially during unforeseen crises. The university's use of Microsoft 365 for diverse functions, such as automated health authentication and quality management systems, illustrates the platform's adaptability and potential to address varied institutional needs. The implementation strategy pivots on two fundamental research inquiries: the stakeholder acceptance of the user experience transition and the financial return on investment. Addressed through a robust IT Governance Framework, these inquiries reflect the university's commitment to stakeholder-centric decision-making and fiscal prudence. An anticipated annual cost saving of $714,565 and positive stakeholder feedback reinforce the proposal's feasibility and strategic merit. The migration to Microsoft 365 at AM TAMU is anticipated to be a pivotal strategy in redefining its educational and operational paradigm. This case study contributes to the discourse on digital transformation in higher education, presenting insights and frameworks applicable to similar institutions in the quest for digital excellence in education.

Keywords:

Educational technology, Higher education, Digital transformation, Operational efficiency, Distance learning.