Case study
How an Australian Not-for-Profit Consolidated IT onto a Fully Managed Microsoft 365 Platform
An Australian community-services not-for-profit had accumulated a patchwork of donated devices, mixed Google and Microsoft accounts, and three different support contracts across head office and regional sites. Mycelium 365 consolidated the environment onto fully managed Microsoft 365 with non-profit licensing, a single helpdesk and a security uplift sized to the organisation's budget and risk profile.
The challenge
Frontline staff and case workers were spread across head office, regional offices and a handful of home-based roles, each with different devices, different identity providers and different ways of sharing files. Onboarding a new worker often took a week, and offboarding was inconsistent — a real concern given the sensitivity of client records.
Leadership had limited budget headroom, no in-house IT manager, and growing pressure from funders and auditors to demonstrate basic cyber hygiene, MFA coverage and a clear data-handling story for vulnerable clients.
The approach
Mycelium 365 ran a short discovery to map users, devices, mailboxes and shared drives, then consolidated identity into a single Microsoft Entra ID tenant using Microsoft 365 Business Premium under non-profit licensing.
Existing Google Workspace mail and files were migrated to Exchange Online and SharePoint with retention policies tailored to the organisation's records obligations. Microsoft Defender for Business and Intune brought every laptop and phone under a managed baseline, including disk encryption, MFA and conditional access.
A single Mycelium 365 helpdesk replaced three legacy support contracts, with standard onboarding and offboarding runbooks so a new case worker is productive on day one and access is revoked within minutes when someone leaves.
Where the budget did not stretch to bespoke projects, we used Microsoft 365 capabilities the organisation already paid for — Bookings, Lists, Teams shifts and Planner — to replace standalone tools and reduce subscription sprawl.
The outcome
The not-for-profit reduced its total IT subscription and support spend within the first year, freeing budget back into frontline programmes while lifting security materially. MFA coverage went from partial to universal, and disk encryption is now enforced on every managed device.
Onboarding a new case worker dropped from around a week to under a day, and offboarding is now a single repeatable runbook with audit evidence — directly addressing funder and auditor questions about access to client records.
Leadership has a single managed-services partner, predictable monthly costs, and quarterly reporting that translates security posture and helpdesk performance into language the board can act on.
Technologies used
- Microsoft 365 Business Premium (non-profit licensing)
- Exchange Online and SharePoint Online
- Microsoft Entra ID with conditional access and MFA
- Microsoft Defender for Business
- Microsoft Intune (managed devices and BYOD)
- Mycelium 365 managed helpdesk and onboarding runbooks
Need a similar outcome?
Book a Discovery Call with Mycelium 365 to discuss your environment, security priorities, and the practical next step.
