The Challenge
Turning a mature AI strategy into coordinated, sustainable adoption
The Solution
Building an AI adoption framework through ASI's AI Adoption Essentials workshop
The Results
Smarter Copilot licensing, aligned teams and a reusable change framework
Overview
Haileybury is one of Australia’s leading independent schools, educating more than 5,000 students from the Early Learning through to Year 12 across campuses in Melbourne, Darwin and online through Haileybury Pangea.
With a mature AI roadmap, established governance and a clear vision for digital innovation, Haileybury was already well advanced in its AI journey. The next step was ensuring its strategy could translate into meaningful, sustainable adoption across the school.
To support this, Haileybury partnered with ASI Solutions to undertake AI Adoption Essentials for Education, a facilitated workshop delivered as part of ASI’s AI Accelerator program.
The workshop helped Haileybury build on its existing foundations, strengthen its approach to AI adoption and develop a repeatable framework that could support change well beyond AI.
Challenge
Haileybury wasn’t starting its AI journey from scratch. The school already had a mature AI roadmap, an established change management methodology and strong governance underpinned by its Digital Evolution roadmap.
The challenge was translating those foundations into a coordinated approach to AI adoption across the organisation.
With teaching and learning teams and Corporate Services working across different functions, Haileybury needed a shared understanding of how AI adoption would progress, the practical tools to support each stage and a consistent way to measure success.
This was particularly important as the school progressed its broader Digital Evolution roadmap, encompassing AI, data quality, cybersecurity and infrastructure improvements over the coming years.
Rather than introducing another standalone process, Haileybury wanted to strengthen its existing change management approach and ensure AI could be embedded into everyday practices.
The school needed a practical, repeatable framework that would bring stakeholders together, build confidence and turn an established strategy into coordinated action.
Solution
Haileybury engaged ASI Solutions to deliver its AI Adoption Essentials for Education workshop, part of the AI Accelerator program.
The engagement brought together representatives from teaching and learning and Corporate Services to collaboratively design an adoption approach suited to Haileybury’s existing processes, priorities and culture.
Rather than focusing solely on technology, the workshop addressed the people, processes and organisational change required for successful AI adoption.
The program focused on three key stages:
Establishing the adoption foundations
Participants explored the principles of effective adoption and change management, developing a shared understanding of what successful AI adoption looks like and how Haileybury’s existing practices could support it.
Designing the adoption approach
The group worked collaboratively to define an adoption vision, identify key stakeholders and responsibilities, assess change impacts and develop practical adoption scenarios based on the school’s operations.
Building the plan for sustainable change
The final stage focused on translating the framework into action, addressing measurement, stakeholder engagement, resistance management and reinforcement strategies to support adoption over time.
Microsoft 365 Copilot, its usage and adoption reporting capabilities, and Copilot agents were also explored to demonstrate how data could inform adoption decisions.
By the end of the engagement, Haileybury had developed a cross-functional AI adoption and change management plan, supported by practical working documents and a structured approach that could be applied consistently across the school.
Importantly, the workshop also validated Haileybury’s existing direction, giving its leaders greater confidence that their established approach aligned with best practice.
Results
The impact of the workshop became evident within just one week. When several senior staff requested Microsoft 365 Copilot licences, Haileybury’s ICT team reviewed existing usage data rather than immediately purchasing additional licences.
They identified staff who had held licences for approximately six months but had barely used Copilot. This enabled straightforward, evidence-based conversations and the reallocation of an underutilised licence to a colleague who needed it. What could have resulted in an unnecessary purchase instead became a smarter use of the school’s existing investment.
Beyond this immediate improvement, the workshop helped establish a consistent approach to adoption across teaching and learning and Corporate Services. Both teams now had a shared framework, practical working documents and a jointly developed plan to guide future AI initiatives.
The benefits have also extended beyond AI, with Haileybury already applying the same change management methodology to its Microsoft Purview rollout. This demonstrates how the framework can support multiple initiatives, giving the school a practical, repeatable approach to delivering sustainable change.
“The significant value of the workshop was recognising that the framework can be applied to the rollout of any initiative, not just AI.”
Faizul Zakaria, Director of ICT, Haileybury
Some of the key outcomes include:
Data-driven Copilot licence reallocation helped avoid an unnecessary purchase within one week
Cross-functional collaboration created a shared, practical approach to sustainable AI adoption
A reusable change framework is already supporting Haileybury's Microsoft Purview rollout
