Overview
When Microsoft announced that support for Windows 10 would end on 14 October 2025, Avanti West Coast faced a clear, critical deadline: to upgrade their entire estate of PCs and laptops to Windows 11 to avoid the risks of non-compliance.
As Avanti’s Managed Service Provider, we were engaged to manage the rollout, ensuring every device was updated, configured, and ready to go, with zero disruption to day-to-day operations.
The Challenge
The scale and logistics of the upgrade were significant. Across 24 stations, from Glasgow to London Euston, Avanti West Coast relies on a wide variety of devices: from team leader and announcer PCs to Customer Information Screens and safety-critical systems such as control room devices.
Compounding the challenge, the upgrade had to be meticulously executed during business-as-usual (BAU) hours, without the formation of a dedicated project team or incurring additional spend, all while ensuring no disruption to daily operations. This required careful coordination across multiple sites, with the majority located in the Midlands and North. Spherica’s engineers, working within existing support resources, successfully completed up to 20 site visits each month, ensuring the rollout was seamless, efficient and cost-effective
The Solution
Spherica’s End User Computing (EUC) team designed a streamlined, controlled process to deliver the upgrades efficiently and with minimal disruption.
Each replacement device was pre-built and configured with Windows 11 before being deployed on-site. Engineers replaced legacy PCs and laptops, transferred user data and core applications, and refurbished the old hardware for reuse, reducing waste and maintaining sustainability.
Streamlined Management and Coordination
To ensure the process was managed efficiently and transparently:
- Microsoft Intune was leveraged to export and track devices, providing real-time visibility of progress across all sites.
- Custom spreadsheets were maintained to accurately monitor PCs by location.
- For laptops, a Microsoft Forms booking system was implemented, enabling users to self-schedule their upgrade appointments with ease.
This systematic approach made it easy to coordinate logistics, track completions, and keep users informed throughout the process.
The Results
By October, Spherica had successfully upgraded 98% of devices, with just a few remaining due to unavoidable delays. The project was delivered on time, within BAU operations, and without service disruption.
Petros Tsinontas, Senior IT Operations Manager at Avanti West Coast, commented:
“Spherica made what could have been a disruptive and resource-heavy upgrade feel seamless. Their planning, communication and flexibility meant our teams could keep working without interruption.”
The result is a secure, fully supported Windows 11 environment that positions Avanti West Coast for continued operational stability and efficiency.
Hasnain Ashfaq, EUC Team Leader at Spherica remarked, “The logistics were complex, but our team pulled together to plan and deliver each stage with precision. Coordinating site visits, tracking upgrades, and ensuring critical systems remained operational was a real team effort.”
