Anonymized engagement summary: Exchange Server 2016 to Exchange Online migration for a state transportation agency's traffic management center (2023)
Contracted — countersigned (EPC-reported; documents private)First-pass editionA traffic management center of a state transportation agency (client not named) · 2023 · Project ID EPC-2023-ANON-GOV-EXO
Last updated by Errin O'Connor, Founder & Chief AI Architect, EPC Group
Opening answer. In October 2023 a state transportation agency's traffic management center countersigned a statement of work with EPC Group. It covers moving about 100 users and mailboxes from Exchange Server 2016 to Microsoft 365 Exchange Online, about 316 GB of mail with contacts, distribution lists, public folders and resources. Applications that sent mail through the on-premises SMTP relays were to be moved to Exchange Online relays with the same function. The scope also adds multi-factor authentication and stronger password requirements.
Disclosure. This is an EPC-reported anonymized engagement summary. The agency is not named. The countersigned statement of work and the agency's user-access forms are retained privately and are not published in the Evidence Center, so this account is outside the Evidence Center's documented-engagement counts. Every engagement fact below is taken from those documents.
Verification class
Contracted — countersigned (EPC-reported; documents private). The agency signed the statement of work electronically in October 2023. EPC Group's user-access application and the agency's related forms were completed later that month. No cut-over record, acceptance sign-off or outcome measurement is cited or claimed.
Buyer problem and scope
| Item | What the statement of work states |
|---|---|
| Buyer | The traffic management center of a state transportation agency (client not named) |
| Source | On-premises Exchange Server 2016: about 100 users and mailboxes, about 316 GB, plus contacts, distribution lists, public folders and resources |
| Target | Microsoft 365 Exchange Online; users stay on desktop Outlook |
| Dependencies | Several applications relaying mail through on-premises Exchange SMTP, to be reconfigured on Exchange Online SMTP relays with the same behaviour |
| Desired outcomes | Mail continuity throughout the move, an Exchange Online environment set up for the agency's needs, migration and archiving completed, stronger password complexity, and multi-factor authentication introduced |
| Timeline (estimate) | Four to seven weeks: assessment and planning, preparation, migration, then a week of post-migration support, documentation and training |
Unknowns, not stated in the documents cited: the cut-over date, any exceptions in the final migration, and post-migration measurements.
Approach and artifacts
Discover the dependencies before moving the mail. The first phase evaluates:
- the on-premises Active Directory and domains
- the Exchange 2016 environment, health-checked with EPC Group's discovery tools
- every custom application or integration that has to be rebuilt in the new environment
- each dependency between Exchange and other applications or third-party systems
It also checks for gaps and constraints that need fixing first.
Prepare both ends. In the source, Exchange misconfigurations are cleaned up before migration. In the target:
- domains are verified and tenant-level security configured
- users, licences and groups are provisioned
- advanced mail security, quotas, archiving and retention policies, and anti-spam and malware protection are set
- single sign-on and multi-factor authentication are deployed
A pilot migration with EPC Group's migration tool comes before any production move.
Migrate, then cut over with little or no email downtime. End users get awareness material and pre-deployment training before their mailboxes move. Migration results are monitored and validated before and after. At go-live, MX records are switched, the target is synchronized, and all mail services are moved over.
Support after go-live. Train-the-trainer sessions and an as-built document follow. Then about two weeks of support: a week on standby, then a week with a target response time of about two hours after an incident is reported.
Documents (dated, held privately):
| Document | Date |
|---|---|
| Statement of work, Exchange 2016 to Exchange Online migration (countersigned) | September–October 2023 |
| User-access application and related agency forms for EPC Group's architect | October 2023 |
Results and limitations
| Claim | Basis | Status |
|---|---|---|
| The agency contracted EPC Group for an Exchange 2016 to Exchange Online migration | Countersigned statement of work, October 2023 | Contracted (EPC-reported; documents private) |
| EPC Group was onboarded to the agency's systems | User-access forms, October 2023 | On file (EPC-reported) |
| Migration completed, cut-over done, acceptance obtained | No document cited | Not claimed |
Provenance
- Sources: the countersigned statement of work and the user-access forms (2023), held privately. Engagement ID: EPC-2023-ANON-GOV-EXO, an alias unrelated to the client's name.
- Anonymization: sector and organization type only, under EPC Group's anonymized-case rule; the agency's name, location, staff names and commercial terms are not published.
- Not claimed: client endorsement, completion, or any measured result.
- Author: Errin O'Connor, Founder & Chief AI Architect, EPC Group, named in the statement of work as project sponsor.
Revision history
- 2026-10-25: anonymized engagement summary published from the engagement's countersigned statement of work.
Related service
Exchange consulting · Exchange to Microsoft 365 migration guide · Talk to a senior architect
Author: Errin O'Connor, Founder & Chief AI Architect, EPC Group · Published: 2026-10-25.