Government-Funded Research
Modernizing Project Server, Without the Risk
Upgrading a legacy platform without disrupting active research programs.
Client Profile
The Challenge
A Platform Past Its Supported Life
The organization relied on Microsoft Project Server to manage project schedules, resources, workflows and supporting information across its research operations. However, the existing platform was built on Microsoft Project Server 2013, SharePoint 2013, SQL Server 2012 and Windows Server 2012. With these technologies reaching or passing end of support, the environment presented growing concerns around security, software compatibility, operational stability and long-term supportability. A direct migration to the latest Microsoft platform was not possible. The Project Server, SharePoint, SQL Server and Windows Server components had to be upgraded through several supported versions in the correct sequence. The organization needed a modernization strategy that would:
Arcadion was already responsible for managing the organization's cloud and infrastructure environment. Existing access, backups, monitoring and infrastructure knowledge allowed the project to begin without a lengthy discovery or onboarding process.
The Action
Seven Controlled Stages
Arcadion developed a phased Microsoft Project Server modernization plan. Rather than performing upgrades directly against the production environment, Arcadion created isolated clones of the Project Server and SQL Server virtual machines. These copies provided a controlled environment in which each upgrade stage could be completed and validated before production cutover.
This staged approach addressed the technical dependencies between Microsoft Project Server, SharePoint, SQL Server and the underlying operating system while maintaining a recoverable environment throughout the project.
Arcadion worked with the organization's stakeholders to confirm the upgrade sequence, licensing requirements, available installation media, backup readiness and production cutover strategy.
The project team also established communication checkpoints and confirmed how the existing Project Server hostname and user access would be managed during the transition.
The existing Project Server and SQL Server virtual machines were cloned and isolated from production.
Arcadion validated the integrity of both clones before beginning any upgrade activities. This created a controlled test environment while preserving the original production systems as a rollback option.
The cloned servers were upgraded from Windows Server 2012 to Windows Server 2016. Following the upgrade, Arcadion verified:
Arcadion upgraded SQL Server 2012 to SQL Server 2016 and SharePoint 2013 to SharePoint 2016.
Project Web App functionality was then tested to confirm that project schedules, site collections, databases and supporting artifacts remained accessible.
Database integrity and connectivity were reviewed before advancing to the next stage.
Once the intermediate environment was stable, Arcadion upgraded both servers to Windows Server 2022.
SQL Server was subsequently upgraded from SQL Server 2016 to SQL Server 2022. Database migration and application connectivity were validated before proceeding with the final SharePoint upgrade.
The SharePoint environment was upgraded to SharePoint Subscription Edition, providing the organization with a continuously supported platform rather than another fixed lifecycle release. Arcadion validated:
After successful testing, Arcadion coordinated the production cutover. The cutover process included DNS validation, final migration checks and technical support during go-live. The legacy environment remained available until the upgraded platform had been accepted.
Following approval, Arcadion completed quality assurance activities, documented the upgrade and prepared the former servers for decommissioning.
Results and Business Impact
A Supported, Recoverable Platform
The organization moved away from an aging Project Server 2013 environment and established a modern foundation based on Windows Server 2022, SQL Server 2022 and SharePoint Subscription Edition.
Replacing end-of-life server platforms reduced exposure to unsupported software, security vulnerabilities and future compatibility issues.
The phased upgrade path preserved existing schedules, workflows, SharePoint content and project records without requiring the organization to rebuild its project management environment from the beginning.
Working from cloned virtual machines allowed Arcadion to test each upgrade stage independently. The original production systems remained available as a recovery option until final acceptance.
Testing and troubleshooting were completed before production cutover, reducing the risk of extended downtime for research teams and administrative users.
The upgraded environment can now receive current Microsoft security updates, platform improvements and ongoing vendor support.
Because Arcadion already managed the organization’s infrastructure, the upgraded Project Server environment transitioned directly into its existing monitoring, backup and support services following cutover.
Why Arcadion
Upgrades require more than installing newer software.
Each version of Windows Server, SQL Server, SharePoint and Project Server has specific upgrade dependencies that must be followed carefully. Arcadion combines Microsoft infrastructure expertise with ongoing managed services capabilities to provide:
- Microsoft server and application modernization
- SharePoint and Project Server upgrade planning
- SQL Server migration and validation
- Virtual machine cloning and recovery planning
- Structured testing and production cutover
- Infrastructure monitoring, backup and support
- Clear communication with management and internal IT teams
By combining project delivery with ongoing infrastructure management, Arcadion helps organizations modernize critical systems while maintaining operational continuity.
Ready to Modernize Your Project Server?
Let's upgrade your platform without disrupting active programs.