Hafod modernises legacy systems and reduces IT overhead with a seamless move to Microsoft 365.
Project Type: Migration Sector: Non-Profit
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Hafod was operating on ageing, end-of-life file servers that had been temporarily migrated to Azure. While this provided short-term continuity, it introduced large hosting costs and did not address deeper issues around collaboration and data management.
File sharing across departments was complicated by rigid security structures and fragmented data. Their teams, especially Finance, relied heavily on complex spreadsheet links, which created operational risk and limited their ability to evolve. As part of a broader digital transformation strategy, Hafod aimed to transition to Microsoft 365 but required support in doing so without disrupting critical day-to-day operations.
Hafod is one of the leading not-for-profit housing, care, and support providers in South Wales. With over 1,200 employees and services spanning across eight local authority areas, Hafod delivers affordable housing, community support, and residential care to more than 16,000 people annually.
Valto partnered with Hafod to deliver a structured, phased migration to Microsoft 365. The project began with a high-level digital transformation workshop to understand strategic goals. This was followed by detailed workshops with each directorate to map out current data usage and design an optimal future structure. The migration was then executed in batches. Pre-migration steps included data clean-up and configuration, followed by scheduled migrations and hands-on post-migration support.
Finance received specialist attention, with parallel workshops focused on link remediation for their complex spreadsheets to ensure no downtime or broken workflows. Post-migration reviews ensured each department had the right tools and training to succeed. A core objective throughout was to create a standardised way of working that enhanced security, accessibility, and governance while reducing data duplication.
By moving to Microsoft 365, Hafod significantly reduced its IT costs and eliminated the risks associated with legacy infrastructure. Teams now benefit from easier, more secure collaboration, with structured SharePoint environments replacing previously siloed and inconsistent file shares.
The migration also allowed departments to reassess how they work with data, creating opportunities to streamline operations and improve oversight. With a cloud-first platform now in place, Hafod is well-positioned for future digital transformation initiatives, including the potential adoption of AI and other modern technologies. Valto’s delivery laid the foundation for long-term growth and innovation.
“This project was about creating a modern foundation that supports how Hafod works today and grows tomorrow. By moving to Microsoft 365, we helped them reduce costs, simplify collaboration, and build a secure, scalable platform for the future.”
Rob Thomas,
Head of MS365, Valto
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