What they wanted to do
PW.live approached Shivaami Cloud Services with the following key objectives:
- Upgrade the existing Google Workspace environment to:
-Enterprise Starter
-Enterprise Plus
- Optimize license allocation across thousands of users.
Enable and operationalize enterprise-grade security controls, including:
-2-Step Verification (2SV)
-Data Loss Prevention (DLP)
-Google Vault
-Security Sandbox
-Context-aware access (BYOD)
-Advanced mobile and Windows device management
- Implement advanced identity and access management via:
-SAML SSO
-LDAP integration
- Conduct structured training and knowledge transfer (KT) sessions for the internal IT team to ensure full utilization of enterprise features prior to project closure.
What they did
With Shivaami them they executed the engagement in a phased and structured manner:
- License Provisioning & User Segregation
- Provisioned 7,410 Enterprise Starter and 2,000 Enterprise Plus licenses
- Migrated a total of 9,262 users to the new enterprise environment
- Assigned 1,346 users from the customer-defined Enterprise Plus list
- Randomly mapped 573 users to complete the Enterprise Plus quota
- Mapped 7,409 users to Enterprise Starter
- Added 100 urgent Enterprise Starter licenses to prevent user ID creation disruption
- Enterprise Security & Feature Enablement
- Enabled Google Vault, Security Sandbox, and Data Loss Prevention (Gmail, Drive & Devices)
- Implemented context-aware access, BYOD security, and advanced device management
- Activated Security Center, Investigation Tool, S/MIME, SSO (SAML), and LDAP authentication
- Integrated Cloud Search, third-party applications, and BigQuery security logs
- 2-Step Verification (2SV) Enforcement
- Enforced 2-Step Verification for 866 users through a controlled phased rollout
- Planned full-scale organization-wide enforcement post user validation
- Admin Training & Knowledge Transfer
- Conducted structured training on admin controls, security governance, and device management
- Delivered hands-on sessions for data protection and investigation workflows
- Completed knowledge transfer as a formal pre-project closure milestone
What they achieved
The engagement delivered the following measurable outcomes:
- Successful migration and provisioning of over 9,410 enterprise licenses
- Deployment of a high-availability, enterprise-grade security architecture
- Centralised administration of:
- Users
- Devices
- Access and authentication controls
- Enhanced data governance and compliance using Vault and DLP
- Improved identity protection and unauthorized access prevention
- A fully enabled and trained internal IT team capable of managing enterprise-grade operations independently
Business
- Industry: EdTech
- Old Email Service: Google Workspace
- Number of Employees: 2600
Challenges
Despite overall success, the following challenges were encountered:
User data discrepancies:
Certain email IDs in the Enterprise Plus list were found to be non-existent in the Google Admin Console and required validation.
Large-scale license allocation complexity:
Segregating and optimizing licenses across 9,000+ users required backend user extraction and filtering.
Security adoption risks:
Enforcing 2SV across a large user base required phased activation to prevent access disruptions.
Operational continuity pressure:
Immediate demand for additional licenses to avoid interruption in ID provisioning posed a time-sensitive risk
Solution
Cross-verification of user lists before final assignment.
Backend extraction of the complete admin user list for filtering by:
- Storage utilization
- Usage patterns
Phased security enforcement approach for 2SV to prevent user lockouts.
On-demand license provisioning for business continuity.
Multiple live training & walkthrough sessions to improve adoption of enterprise features.
Result
Zero operational downtime during migration and rollout
Strong enterprise security posture across the organization
Highly scalable licensing framework aligned to business growth
Fully trained and empowered IT operations team
Significant improvement in:
- Compliance readiness
- Data security
- Identity protection
- Device governance
A future-ready, enterprise-grade Google Workspace environment for PW.live
