Following the successful migration of Northamptonshire GP practices to a single domain, there was no longer a need for practice-based servers to store practice and user data. This resulted in a project to decommission and remove 56 servers and to upgrade a further 13.
The Arden & GEM project team designed and implemented a process which minimised disruption to GP practices, managed device and software dependencies, and made effective use of engineer time to reduce costs. A total of 69 servers were safely and securely decommissioned or upgraded resulting in reduced energy, licensing and support costs, and improved server performance.
The challenge
Arden & GEM’s IT service had previously delivered a project to transfer the Northamptonshire primary care estate onto a newly created Azure single domain. As a result, there was no longer a need for practice-based services to store practice and user data.
The 56 practices using the SystmOne clinical system would be able to decommission and remove their servers completely, resulting in significant energy savings for the practice and reduced licensing and support costs for the ICB. However, the 13 practices using EMIS still required servers for clinical system updates. These servers needed to be replaced as their licensing and support were nearing expiration.
Successfully decommissioning and replacing servers would also require the following challenges to be managed:
- Reliance on existing servers by third-party software and clinical devices
- Backups and data not included in the original Azure project migration to the cloud
- Coordination with the logistics partner, Greenworld, to ensure prompt collection and disposal of legacy servers.
Our approach
A project team – comprising managers, support officers, engineers and a programme lead – was formed to oversee server decommissioning and replacement with minimal disruption to GP surgeries.
Managing resources and logistics
The first step was to determine the requirements for each site, including:
- Identifying remaining dependencies on servers scheduled for decommissioning
- Planning EMIS server replacements to avoid service disruption
- Scheduling field engineers to disconnect the legacy servers from the network
- Arranging collection and environmentally responsible disposal of the decommissioned servers.
Managing server decommissioning and dependencies
For SystmOne sites, servers were checked for active applications and these were removed. The infrastructure team then shut down each server remotely, waited a week to monitor for issues and, if none arose, a field engineer disconnected and prepared the server for disposal. This proactive strategy was effective in identifying unexpected software dependencies at two sites where third-party systems were reliant on the servers.
At one practice, a portion of their telephone system was so closely integrated with the server that functionality was lost when the server was shut down. The ICB was able to work with the practice to implement a modern cloud-based telephony solution. Following its deployment, the server was successfully decommissioned.
Another practice needed its ECG software database to be migrated from the server to a workstation, with all relevant PCs reconfigured to access the new database location. Upon completion of this migration, the server was decommissioned.
Upgrading servers efficiently
At EMIS sites, 13 new servers were delivered to a central hub, then installed and configured at individual sites within the same week – to minimise engineering time and travel expenses. Once EMIS completed network setup, the old server was shut down by a field engineer and prepared for collection and disposal.
The outcomes
The project was planned and executed to be as efficient and effective as possible.
Timely delivery: aside from the two practices where system and software dependencies were encountered, the project was delivered within the scheduled timeframe and without delays.
Cost efficiency: the delivery plan, together with the logistics teams support, resulted in the project staying within the proposed budget. All decommissioning and replacements were scheduled during working hours to reduce project costs.
Customer satisfaction: the collaborative approach and ongoing communication helped address customer requirements and expectations. Some customers noted that they were unaware the work had already been completed.
Quality assurance: proactive device quality management ensured IT security compliance and future operating system compatibility.
The project benefits have included:
- Reduced energy costs for SystmOne practices
- Reduced server licence and support costs for the ICB
- Improved value for money from newly licensed EMIS servers
- Increased energy efficiency and performance from the 13 new servers.
Customer feedback
"We were given dates and information well in advance and the engineers were very helpful." - Sarah Berry, Practice Manager, Saxon Spires Practice
"All seemed to go very smoothly, and no issues noted. This is the main goal for us." - Chloe Lamont, Practice Manager, Towcester Medical Centre
"Minimal disruption and effective communication throughout." - Mini Scott, Assistant Practice Manager, St Luke’s Primary Care Centre
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