EDTECH: Insights on Migration Preparation
ARNOLD: At Vanderbilt University Medical Center (VUMC), our IT framework consists of three main divisions. First, we have VUMC IT, which serves as the central IT hub responsible for managing infrastructure, application oversight, data handling, network operations, IT service management, and workplace services. Next is the Vanderbilt Enterprise Cybersecurity team, which focuses on all aspects of cybersecurity, including identity management, firewalls, and access protocols. Lastly, there’s our Health IT department, tasked with overseeing clinical application management, including everything from Epic to specialized apps used across our facilities.
To facilitate the migration, we collaborated closely with these teams to identify and assess applications that were not yet certified. Our extensive efforts involved engaging various app groups to gather necessary data and ensure that we wouldn’t mandate upgrades without adequate preparation.
We personally coordinated with application owners who had concerns about the Windows 11 rollout, guiding them to test the update on their devices before proceeding with a wider deployment. This proactive approach fostered comfort with the transition and emphasized teamwork across departments.
EDTECH: Disposal Strategies for Noncompatible Devices
ARNOLD: We are committed to sustainability and actively avoid contributing to landfill waste. To manage obsolete devices, we partner with an external company for responsible disposal. They handle the secure shredding of drives and components that might contain sensitive information while also focusing on recycling and repurposing as much as possible. Our priority is to ensure both security and environmental responsibility.
EDTECH: Aligning Windows 11 Migration with Digital Transformation Goals
ARNOLD: VUMC’s overarching goal is to modernize and standardize our systems wherever feasible. By transitioning to Windows 11, we aren’t just implementing new technology; we’re setting up processes that will benefit future migrations as well. We recognize that Windows 11 will eventually be succeeded by newer systems, and we want our application owners to consider compliance in their budgeting and planning, making future transitions smoother.
In our digital transformation journey, we aim to keep device uptime at a premium. We’ve implemented various tools to monitor device performance, and Windows 11 enhances our security with better patch management and new features offered through Microsoft Intune. This allows us to leverage the benefits of newer technology for improved service delivery.
While some Windows 10 machines may remain operational for years, we have security measures in place to segregate them from networks exposed to external threats, thereby minimizing vulnerability. The cybersecurity team’s involvement is crucial in assessing each device and managing exceptions effectively.
LEARN MORE: Windows Autopilot supports Microsoft device management.
EDTECH: IT Advantages from the Windows 11 Migration
ARNOLD: The migration to Windows 11 brings several enhancements, particularly in security features and functionalities within Microsoft Intune. It prompted us to reevaluate our hardware, ensuring compatibility with the increased processing demands of Windows 11. Consequently, this upgrade improved our capacity to maintain not only Windows but also other applications as they evolve, driving us toward acquiring more capable hardware.
EDTECH: Valuable Lessons Learned from the Process
ARNOLD: One critical takeaway is the importance of ongoing coordination. IT and cybersecurity must engage in conversations that explain the rationale behind decisions to both clinical and standard application owners.
We’re also pushing towards standardizing application management, which ensures that multiple departments are not independently purchasing the same software. This not only allows us to negotiate discounts through bulk orders but also lets us effectively manage the vulnerabilities of applications, ensuring they receive necessary updates. By centralizing application oversight, we enhance security and efficiency.
EDTECH: Final Thoughts
ARNOLD: Having been at VUMC for nearly four years, I’ve witnessed substantial updates and initiatives aimed at fostering standardization and centralization. We’re collaborating closely with our partners, such as Microsoft, to remain current. While we may not rush to adopt Windows 12 upon its release, it’s vital for application owners to engage in discussions with their vendors regarding future updates, rather than delaying until years later. Proactive planning should be at the forefront of every conversation.
