On-prem to cloud migration in your workplace: how to make the project a success

What does cloud migration mean?

Cloud migration refers to the process of transferring data, applications and IT resources from local systems or data centers to a cloud computing environment. A desirable goal is often to benefit from the advantages of the cloud, such as scalability, flexibility and cost efficiency.

Short definition: What is cloud software?

Cloud software, often also known as cloud computing, refers to a complex IT infrastructure that is not stored locally. This includes storage space, computing power and the software used and is often linked to a service package from a software manufacturer. A distinction is made between different cloud services.

Different cloud migration strategies

Software or IT systems cannot simply be packed into a box and moved from A to B. In the case of virtual systems, it must be ensured that they continue to function, that the data is still available and that users can access the information without any problems. The challenges are therefore data migration, the adaptation of existing systems and the costs and time involved. There are therefore various options for migration. Below is a brief overview of some of them.

• Rehosting: Existing applications are transferred unchanged to the cloud. This is a simple and quick form of migration in which only the infrastructure is adapted without adapting the application itself. Depending on the application, it is therefore not always possible to fully exploit the advantages of the cloud.
• Refactoring: During this migration process, the application is fundamentally revised to enable maximum utilization of the benefits. These include higher performance and increased flexibility. The aim is to adapt the application code without affecting the functionality. The disadvantages are the increased effort and longer implementation time.
• Repurchasing: The name already reveals that this refers to migration from on-premise to the cloud. If an on-prem model was previously used, it will be provided via a SaaS solution in future. Disadvantages may include a loss of functionality or the need to adapt internal processes. A detailed analysis should be carried out in advance.

Reasons for moving from on prem to cloud

The advantages of migrating to the cloud are obvious for many business areas. Scalability and flexibility are some of the most frequently cited reasons given by companies from various industries. Various studies show why now is exactly the right time to consider a move to the cloud.

Here’s why now is the right time to look at running software in the cloud

• 92% of CFOs said they plan to increase spending on technology solutions to enable a more agile and business-focused finance organization, according to a study by Gartner.
• In a multi-client study by Foundry, in which companies such as Vodafone and Lufthansa took part, 66% of respondents stated that they wanted to increase the number of IT employees. One of the reasons for this is that 71% of the companies surveyed want to migrate 20-80% of their on-premise solutions to the cloud.
• The Foundry study also stated that almost four-fifths of companies were satisfied with cloud migration projects that had already been completed.
• According to a survey by PWC, 56% of CEOs see technological changes as having a major impact on their job. However, 77% of all employees surveyed felt ready to try out new ways of working, according to this survey.
• 61% of the companies surveyed experienced an improved response to potential risks and better responsiveness to future trends through cloud solutions, according to a study by Deloitte.
• According to a Deloitte study in Canada, 71% of the organizations surveyed stated that increased cyber security was a reason for migrating to the cloud.
• The use of outdated technology or outdated system versions leads to an increased risk of cyber attacks, reports Forbes. In 2023, such attacks will have increased by 40-45%. The German Federal Office for Information Security also stated that the number of victims of data leaks had more than doubled in 2023 compared to the previous year.
•  Another study by Deloitte on the future of the cloud found that 90% of respondents were certain that the cloud, in combination with other technologies such as artificial intelligence (AI) or the Internet of Things (IoT), represents a kind of “force multiplier”. 
• According to KPMG, around 70% of HR departments are occupied with administrative tasks that do not add any value to the company. There is therefore a need to automate these tasks in order to free up time for value-adding activities. The automation options include HR self-services and digital personnel files.
• IBM's Cloud Transformation Report states that decision-makers around the world are using cloud solutions to enforce and track internal sustainability goals.
• 70% of the companies surveyed stated that they had been affected by the theft of digital data in the last year, says Bitkom Research 2023. 61% reported digital sabotage of information and production systems or operational processes. 
• Customer data (56%) and employee data (33%) are the focus of these cyberattacks, reports Bitkom Research 2023.
• 80% of European industrial companies are inadequately prepared for hacker attacks according to the Cisco Cybersecurity Readiness Index 2024.

The most frequently cited benefits for moving to the cloud

• Cost efficiency: Economic advantages of the cloud are used to optimize IT budgets in companies.
• Scalability: Companies appreciate the flexibility of a cloud application, as this means more room for maneuver, especially in dynamic business environments.
• Support for modern working models: Cloud software enables greater mobility and flexibility, as solutions can be accessed anytime, anywhere.
• Faster updates: The continuous improvement of applications and security encourages organizations to rely on cloud software.
• Better collaboration: An integrated, central platform supports team collaboration and efficiency - even across different locations.
• Automation: Applications in the cloud can automate processes and thus save manual effort. This gives specialists and managers more time for strategic and creative tasks.
• Support for data analysis: Advanced analysis functions in the cloud can help to evaluate data volumes in real time and promote data-driven decision-making within the company.

Important steps for moving into the cloud

In general, five different phases can be identified during the migration from on-prem to cloud. These are necessary to introduce the cloud solution during ongoing operations. All steps are aimed at minimizing the risks for organizations and achieving the desired results.

1. Preparation and analysis

This phase includes both the selection of a software manufacturer and the project planning of the cloud migration. With careful planning, all requirements from both sides are recorded by the project managers so that technical prerequisites can be created and important information can be exchanged. A thorough analysis of the existing IT infrastructure is essential in order to determine the cloud capability of the existing components in advance if a system is already in use.

The objectives for moving from on-premise to the cloud should then also be defined. These differ from company to company. Examples may include cost reduction or improved security standards.

2. Planning the project

Once the technical prerequisites have been created and the requirements have been recorded in detail, it is time to actively implement the planning tasks. What internal and external resources are required? Personnel, financial resources and technological resources must be planned.

It is also helpful to draw up a clearly defined schedule for the migration from on-premise to the cloud in order to monitor progress. Tests, training and progress can be recorded in such a plan.

3. Data migration

Before the data is available in the cloud, it must be prepared and refined. This allows companies to avoid unnecessary data ballast and increase their data quality at the same time.

This is followed by the actual migration process, which can be carried out using various methods. Here, those responsible should ensure that the data is transferred completely and securely.

4. Customization and integration

Once moving from on-premise to the cloud is finished, the cloud software must be adapted to the company's specific requirements. These have already been precisely determined in a previous step. This can also mean connecting to existing IT systems or software solutions using interfaces. Ensuring data compatibility is essential in this part of the process.

5. Training and optimization

Once the cloud migration has taken place, employees must receive important training on how best to use the software and be informed of any changes or functional adaptations. 

Continuous monitoring of the application ensures that it functions optimally. Regular performance checks, penetration tests and backups by the provider should be the rule. If potential for improvement is identified, SaaS providers must react to this as quickly as possible and adapt the scope of functions and security.

After these steps have been completed, the move from on-premise to the cloud is also complete. The positive aspect is that the software is scalable thanks to the hosting model and can therefore grow with the company. Regular updates to the application and IT infrastructure are already carried out by the provider. In addition, the provider is also responsible for data protection and IT security.

On-prem to cloud migration with GFOS

Are you looking for software for workforce management, smart manufacturing or access control? GFOS offers ISO-certified systems based on over 35 years of expertise in the software industry. The application is also available in the GFOS knownCloud - hosted in Germany, with strict cloud security standards.