University of Innovation: LMS Migration Success Story

Project Overview

The University of Innovation, a large public university with over 30,000 students, needed to replace their aging learning management system that was becoming increasingly unstable and unable to support their growing online and hybrid learning initiatives. The university selected Canvas as their new platform and partnered with EdTek Consulting to manage the complex migration process.

The Challenge

The university faced several significant challenges:

• Scale: Migrating over 5,000 active courses and historical data for 50,000+ user accounts
• Integration: Maintaining critical connections with the student information system, authentication services, and third-party tools
• Timeline: Completing the migration during a single summer break to minimize disruption
• Adoption: Ensuring that 1,200+ faculty members were prepared to use the new system effectively
• Customization: Preserving unique workflows developed over years in the legacy system

The stakes were high—a poorly executed migration would disrupt learning for thousands of students and could potentially damage the university’s reputation and enrollment numbers.

Our Approach

We developed a comprehensive migration strategy centered around five key phases:

1. Assessment & Planning

• Conducted a thorough audit of the existing LMS implementation
• Documented critical integrations and custom workflows
• Interviewed stakeholders from each college to identify specific needs
• Created a detailed migration timeline with clear milestones
• Established a governance committee to guide decision-making

2. Technical Infrastructure

• Configured the Canvas environment to align with university policies and structure
• Developed a custom migration tool to transfer course content while preserving integrity
• Built and tested integrations with PeopleSoft SIS, SSO authentication, and library systems
• Implemented a robust testing environment for quality assurance

3. Pilot Implementation

• Selected representative courses from each college for initial migration
• Trained a core group of faculty “champions” to test the new system
• Gathered feedback and made refinements to the migration process
• Documented common issues and solutions for the knowledge base

4. Training & Change Management

• Developed a multi-channel training program including in-person workshops, online resources, and video tutorials
• Created college-specific guides addressing unique departmental workflows
• Established a peer mentoring program pairing experienced Canvas users with newcomers
• Ran a communication campaign to prepare the university community for the change

5. Full Migration & Support

• Executed the full migration over a 6-week period using a batch approach
• Provided an extended support desk with rapid response times during the transition
• Conducted post-migration audits to catch and resolve any issues
• Offered just-in-time training sessions throughout the first semester of implementation

Technical Solution Details

Our technical approach included several innovative elements:

Custom Migration Tool

We developed a specialized tool that:

• Preserved course structure while optimizing for the new platform
• Automatically repaired broken links and identified missing files
• Tagged courses requiring manual intervention due to complex elements
• Generated detailed reports for quality assurance

Integration Architecture

We implemented a middleware layer that:

• Enabled real-time synchronization between Canvas and PeopleSoft
• Provided failover mechanisms to prevent disruption if systems went offline
• Logged all data transfers for troubleshooting and audit purposes

Template System

We created a template framework that:

• Enforced university branding and accessibility standards
• Offered discipline-specific variations to meet different pedagogical needs
• Included pre-built modules for common course elements
• Reduced course development time by an average of 40%

The Results

The migration was completed on schedule and yielded impressive results:

Quantitative Outcomes

• Successfully migrated 5,273 courses with 99.7% content integrity
• Achieved 97% system uptime during the transition period
• Reduced help desk tickets by 42% compared to the previous system
• Increased student engagement metrics by 30% within the first semester
• Improved course completion rates by 12% year-over-year

Qualitative Outcomes

• 94% of faculty reported satisfaction with the new system in post-implementation surveys
• Student feedback highlighted improved mobile access and better communication tools
• The university’s online programs saw a 15% enrollment increase in the following academic year
• The IT department reported significantly reduced maintenance requirements

Lessons Learned & Best Practices

Several key insights emerged from this project that we’ve applied to subsequent LMS migrations:

1. Faculty champions are critical. Identifying and empowering influential faculty members to serve as advocates dramatically improves adoption rates.

2. Course migration is not one-size-fits-all. Different academic disciplines often require customized approaches to preserve specialized content and activities.

3. Over-communicate the timeline. Providing clear, consistent messaging about what will happen when helps reduce anxiety and resistance.

4. Build in buffer time. Unexpected technical challenges inevitably arise during complex migrations, and having schedule flexibility is essential.

5. Focus on early wins. Identifying and highlighting successful early adopters helps build momentum for the broader implementation.

Conclusion

The University of Innovation’s LMS migration exemplifies how a strategic approach can turn a potentially disruptive technology transition into an opportunity for institutional advancement. By combining technical expertise with change management best practices, we delivered a solution that not only preserved existing capabilities but enhanced the teaching and learning experience across the university.

This project has become a model for our higher education LMS implementations, and the lessons learned continue to inform our approach to enterprise academic technology projects.

EdTek Consulting transformed what could have been a chaotic migration into a smooth, well-orchestrated transition. Their expertise was invaluable at every step.