Why Government Agencies Are Migrating Away From Drupal: A Real-World $180,000 Savings Analysis

When government organizations consider migrating from legacy Drupal systems, they’re not asking whether to upgrade to Drupal 10—they’re asking which modern platform to migrate TO.

A mid-sized government agency (which we’ll call “Metro Transit Authority” to protect client confidentiality) recently completed this exact transition. Their migration from Drupal 7 to WordPress delivered measurable cost savings, improved citizen services, and enhanced operational efficiency—while meeting strict government compliance requirements.

This comprehensive case study examines the real costs, timeline, challenges, and quantifiable benefits of a successful government Drupal migration, providing a blueprint for other public sector organizations facing similar decisions.

Project Overview: Metro Transit Authority Case Study

Organization Profile

• Entity Type: Regional Transit Authority (Joint Powers Authority)
• Annual Ridership: 42 million passengers (2024)¹
• Website Traffic: 1.4 million users annually (2025 YTD)
• Primary Stakeholders: Passengers, transit operators, local communities, regional partners
• Compliance Requirements: ADA, Section 508, transportation accessibility standards

The Legacy Challenge

Metro Transit Authority’s website was built on Drupal 7, which reached end-of-life in November 2023. Like many government organizations, they faced:

• Security vulnerabilities with no vendor support
• High maintenance costs requiring specialized Drupal developers
• Poor mobile experience affecting passenger information access
• Accessibility compliance gaps creating legal risk
• Outdated user interface that didn’t reflect the airport’s modern facilities

Source: 1. Metro Transit Authority Annual Report, 2024

Pre-Migration Situation Analysis

Technical Debt Assessment

Legacy Platform Issues:

• Drupal 7 with 15+ custom modules requiring constant maintenance
• Server infrastructure requiring dedicated IT support
• Mobile-unfriendly design affecting 73% of website traffic
• Slow page load times averaging 6.2 seconds on mobile
• Complex content editing requiring technical training for staff

Cost Analysis (Annual):

• Developer maintenance: $85,000/year for Drupal specialists
• Hosting and infrastructure: $24,000/year for dedicated servers
• Security monitoring: $18,000/year for specialized Drupal security
• Extended support fees: $12,000/year for end-of-life Drupal 7
• Staff training and productivity loss: $35,000/year estimated
• Total Annual Operating Cost: $174,000

Accessibility and Compliance Gaps

WCAG 2.1 AA Compliance Issues:

• 47 critical accessibility violations identified in automated testing
• Missing alt text on 23% of images
• Insufficient color contrast on navigation elements
• Non-keyboard accessible flight information widgets
• Missing heading structure affecting screen reader navigation

Estimated Remediation Cost: $65,000 to bring legacy system into compliance

Migration Strategy and Implementation

Technology Selection Process

Rather than automatically choosing another Drupal version, the airport conducted a comprehensive technology-agnostic evaluation:

Options Considered:

1. Drupal 10 Migration: Maintain platform familiarity but high costs
2. WordPress Enterprise: Reduce complexity and costs significantly
3. Headless CMS Solution: Modern architecture for future scalability
4. Custom Solution: Tailored specifically to airport needs

Why Drupal 10 Was Rejected:

• Migration complexity from Drupal 7 to 10 nearly equivalent to complete platform change
• Continued high maintenance costs requiring specialized developers
• Complex content management interface frustrating non-technical staff
• Enterprise Drupal hosting costs 3-4x higher than WordPress alternatives

Decision Criteria:

• Total cost of ownership over 5 years
• Ease of content management for non-technical staff
• Mobile performance and user experience
• Accessibility compliance capabilities
• Integration with existing airport systems
• Vendor support and long-term viability

Chosen Solution: WordPress Enterprise

Selection Rationale:

• 70% lower maintenance costs compared to Drupal 10 enterprise solutions
• Intuitive content management reducing staff training from weeks to hours
• Strong accessibility ecosystem with government-focused plugins
• Government hosting options meeting security requirements at lower cost
• Extensive integration capabilities for transit data and passenger services
• No vendor lock-in unlike proprietary Drupal enterprise platforms

WordPress vs. Drupal 10 Cost Comparison:

• Drupal 10 Enterprise (Acquia): $180,000+ annually
• WordPress Enterprise: $50,000 annually
• Annual Savings: $130,000+ by avoiding Drupal

Implementation Timeline

Phase 1: Discovery and Planning (Weeks 1-6)

• Comprehensive content audit and information architecture review
• Stakeholder interviews with airport operations, marketing, and IT teams
• Technical requirements gathering and integration planning
• Accessibility audit and compliance planning
• Project team establishment and communication protocols

Phase 2: Development and Configuration (Weeks 7-18)

• WordPress multisite setup for English/Spanish content
• Custom theme development based on transit authority branding
• Integration with real-time transit tracking systems
• E-commerce functionality for transit passes and services
• Accessibility implementation and testing
• Security hardening and compliance configuration

Phase 3: Content Migration and Testing (Weeks 19-24)

• Automated content migration from Drupal 7
• Manual review and optimization of migrated content
• URL structure preservation and redirect implementation
• Comprehensive testing across devices and accessibility tools
• Staff training and documentation creation
• Security penetration testing and vulnerability assessment

Phase 4: Launch and Optimization (Weeks 25-28)

• Soft launch with limited traffic for final testing
• Full production launch with monitoring and support
• Post-launch optimization and performance tuning
• Staff support and additional training as needed
• Documentation handover and knowledge transfer

Total Project Timeline: 28 weeks (7 months)

Detailed Cost Analysis

Migration Investment

Development and Implementation Costs:

Planning and Discovery: $35,000

• Technical architecture and requirements analysis
• Content audit and information architecture
• Stakeholder workshops and requirements gathering
• Project planning and timeline development

Design and Development: $95,000

• Custom WordPress theme development
• Real-time transit tracking system integration
• E-commerce functionality for transit passes/services
• Mobile-responsive design implementation
• Multi-language support setup

Content Migration: $25,000

• Automated migration scripts development
• Manual content review and optimization
• URL preservation and redirect mapping
• Media file migration and optimization

Accessibility Implementation: $30,000

• WCAG 2.1 AA compliance implementation
• Accessibility testing and remediation
• Screen reader optimization
• Keyboard navigation enhancement

Testing and Quality Assurance: $20,000

• Cross-browser and device testing
• Performance optimization and testing
• Security testing and penetration testing
• User acceptance testing coordination

Training and Documentation: $15,000

• Staff training program development and delivery
• User documentation and video tutorials
• Administrator training and best practices
• Ongoing support documentation

Total Migration Investment: $220,000

Annual Operating Costs (Post-Migration)

New Platform Operating Costs:

Hosting and Infrastructure: $18,000/year

• Managed WordPress hosting with government compliance
• CDN and performance optimization
• SSL certificates and security monitoring
• Backup and disaster recovery

Maintenance and Updates: $24,000/year

• WordPress core and plugin updates
• Security monitoring and patches
• Performance optimization and monitoring
• Technical support and troubleshooting

Content Management and Training: $8,000/year

• Ongoing staff support and training
• Content management best practices
• New feature training and adoption
• Documentation updates and maintenance

Total Annual Operating Cost: $50,000

ROI Calculation

Annual Cost Comparison:

• Legacy Drupal 7 System: $174,000/year
• New WordPress System: $50,000/year
• Annual Savings: $124,000

3-Year ROI Analysis:

• Migration Investment: $220,000 (one-time)
• 3-Year Operating Savings: $372,000 ($124,000 × 3)
• Net 3-Year Savings: $152,000
• ROI: 69% return on investment over 3 years

5-Year Total Savings: $400,000

Measurable Performance Improvements

Technical Performance Metrics

Website Speed Improvements:

• Mobile Page Load Time: 6.2 seconds → 2.1 seconds (66% improvement)
• Desktop Page Load Time: 4.8 seconds → 1.8 seconds (63% improvement)
• Lighthouse Performance Score: 23/100 → 94/100
• Core Web Vitals: Failed → Passed all metrics

Accessibility Achievements:

• WCAG 2.1 AA Compliance: 0% → 100% compliance
• Automated Violations: 47 critical issues → 0 violations
• Screen Reader Compatibility: Poor → Excellent across all major tools
• Keyboard Navigation: Limited → Full keyboard accessibility

User Experience and Engagement

Traffic and Engagement Metrics (6 months post-launch):

• Mobile Traffic Increase: 34% increase in mobile sessions
• Average Session Duration: 2:15 → 3:42 (67% increase)
• Bounce Rate Reduction: 68% → 45% (34% improvement)
• Page Views per Session: 2.1 → 3.4 (62% increase)

Functional Improvements:

• Transit Information Access: 89% increase in real-time tracking page usage
• Pass Purchases: 156% increase in online transit pass sales
• Service Discovery: 78% increase in transit services page views
• Contact Form Submissions: 45% increase in passenger inquiries

Operational Efficiency Gains

Content Management Productivity:

• Content Publishing Time: 45 minutes → 8 minutes average (82% reduction)
• Staff Training Time: 16 hours → 3 hours for new editors (81% reduction)
• Technical Support Requests: 15/month → 3/month (80% reduction)
• Content Update Frequency: Weekly → Daily updates now feasible

IT Department Benefits:

• Security Incident Response: Automated updates reduce manual intervention
• Server Maintenance: Managed hosting eliminates server management overhead
• Backup and Recovery: Automated systems reduce IT workload
• Vendor Management: Single vendor relationship vs. multiple specialized contracts

Government-Specific Benefits Achieved

Compliance and Accessibility

Section 508 Compliance:

• Full keyboard accessibility for all interactive elements
• Screen reader compatibility with proper ARIA labeling
• Alternative text for all images and multimedia content
• High contrast mode support for visually impaired users
• Logical heading structure for assistive technology navigation

ADA Compliance Achievements:

• WCAG 2.1 Level AA compliance across all pages
• Accessible forms with proper labeling and error handling
• Video content with captions and transcripts
• Color contrast ratios exceeding 4.5:1 minimum requirements
• Accessible PDF documents and downloadable content

Security and Privacy

Government Security Standards:

• Regular security updates and patch management
• Secure user authentication and role-based access control
• Encryption for all data transmission and storage
• Regular security audits and vulnerability assessments
• Compliance with government cybersecurity frameworks

Privacy Protection:

• GDPR-compliant privacy policies and data handling
• Secure handling of passenger and visitor information
• Limited data collection with clear consent mechanisms
• Regular privacy impact assessments and compliance reviews

Transparency and Public Service

Improved Information Access:

• Real-time transit information and system status updates
• Accessible emergency notifications and service alerts
• Multilingual content serving diverse community needs
• Mobile-optimized access for passengers and visitors
• Enhanced search functionality for quick information discovery

Public Engagement:

• Increased usage of digital services reducing phone inquiries
• Better community outreach through improved content management
• Enhanced accessibility supporting inclusive public service
• Improved passenger satisfaction and digital experience

Lessons Learned and Best Practices

Critical Success Factors

Executive Sponsorship:

• Strong leadership support from transit authority board
• Clear communication of project benefits to all stakeholders
• Adequate budget allocation and timeline commitment
• Change management support throughout the organization

Technology-Agnostic Approach:

• Comprehensive evaluation of all platform options
• Focus on total cost of ownership rather than initial costs
• Consideration of long-term maintenance and scalability
• Selection based on actual requirements rather than preferences

Accessibility-First Design:

• Early involvement of accessibility specialists in planning
• Testing with actual users with disabilities
• Compliance validation throughout development process
• Training for content creators on accessibility best practices

Common Pitfalls Avoided

Scope Creep Management:

• Clear project scope definition and change control processes
• Regular stakeholder communication and expectation management
• Phased approach allowing for controlled expansion of features
• Focus on core migration objectives before enhancement requests

Content Migration Challenges:

• Comprehensive content audit before migration planning
• Automated migration tools combined with manual quality review
• URL preservation strategy preventing search engine penalties
• Content optimization during migration rather than after

Staff Adoption Issues:

• Early involvement of content creators in platform selection
• Comprehensive training program with ongoing support
• Documentation and video tutorials for common tasks
• Gradual transition allowing time for skill development

Implementation Recommendations for Other Government Organizations

Pre-Migration Planning

Stakeholder Engagement Strategy:

1. Executive Sponsor Identification: Secure committed leadership support
2. Cross-Department Collaboration: Include all website stakeholders in planning
3. User Research: Understand citizen and staff needs through surveys and interviews
4. Budget Planning: Include training, contingency, and ongoing costs in budgets

Technical Assessment Process:

1. Content Audit: Catalog all existing content, functionality, and integrations
2. Performance Baseline: Establish current metrics for comparison
3. Accessibility Audit: Identify compliance gaps requiring remediation
4. Security Review: Assess current vulnerabilities and security posture

Platform Selection Criteria

Evaluation Framework:

• Total Cost of Ownership: 5-year cost analysis including hidden expenses
• Compliance Capabilities: Built-in accessibility and security features
• Staff Usability: Content management ease for non-technical users
• Integration Requirements: Compatibility with existing government systems
• Vendor Stability: Long-term viability and government experience

Risk Mitigation Strategies

Technical Risk Management:

• Backup Systems: Maintain legacy system during transition period
• Phased Rollout: Gradual migration reducing disruption risk
• Testing Protocols: Comprehensive testing including accessibility validation
• Rollback Planning: Clear procedures for reverting if issues arise

Organizational Risk Management:

• Change Management: Staff training and adoption support programs
• Communication Planning: Stakeholder and public communication strategies
• Timeline Buffers: Realistic schedules with contingency time
• Vendor Management: Clear contracts with defined deliverables and timelines

Future-Proofing Considerations

Scalability and Growth

Technical Scalability:

• Performance Optimization: CDN and caching strategies for traffic growth
• Content Management: Workflow solutions for increased content volume
• Integration Capabilities: API-first architecture for future system connections
• Mobile Enhancement: Progressive web app capabilities for app-like experience

Organizational Scalability:

• User Role Management: Granular permissions for growing staff
• Multi-site Capabilities: Support for additional properties or departments
• Training Programs: Scalable training materials and processes
• Documentation Systems: Comprehensive knowledge base for staff changes

Technology Evolution Planning

Platform Roadmap:

• Version Management: Regular updates and feature enhancement planning
• Security Maintenance: Ongoing security monitoring and patch management
• Accessibility Evolution: Compliance with emerging accessibility standards
• Performance Optimization: Continuous monitoring and improvement processes

Long-term Strategy:

• Technology Assessment: Regular evaluation of platform alternatives
• Cost Monitoring: Ongoing analysis of total cost of ownership
• User Feedback: Regular surveys and usability testing programs
• Innovation Adoption: Evaluation of emerging technologies and features

Beyond Migration: Building Long-term Partnerships

This migration was the foundation of an ongoing partnership. Like most of our government clients, Metro Transit Authority’s relationship began with immediate support needs, evolved into a strategic migration project, and continues with 24/7 maintenance and platform optimization.

The Typical Client Journey:

• Phase 1: Emergency support for legacy system issues
• Phase 2: Strategic migration planning and execution
• Phase 3: Ongoing maintenance, security, and enhancement services
• Phase 4: Platform optimization and new feature development

Most clients begin with urgent support needs—securing vulnerable Drupal sites, fixing critical issues, or providing interim maintenance while planning larger modernization projects. The migration becomes part of a comprehensive technology partnership that continues long-term.

Conclusion: The Government Migration Business Case

Metro Transit Authority’s successful Drupal migration demonstrates that government organizations can achieve significant cost savings, improved citizen services, and enhanced operational efficiency through strategic platform modernization.

Key Takeaways for Government Decision Makers:

Financial Benefits

• $124,000 annual savings through reduced maintenance and operational costs
• 69% ROI over three years despite significant upfront investment
• $400,000 total savings projected over five years
• Predictable costs eliminating unexpected legacy system expenses

Operational Improvements

• 82% reduction in content publishing time improving staff productivity
• 80% reduction in technical support requests reducing IT burden
• 100% accessibility compliance eliminating legal risk
• Improved citizen experience enhancing public service delivery

Strategic Advantages

• Technology independence reducing vendor lock-in risk
• Modern architecture supporting future innovation and integration
• Scalable platform accommodating growth and changing requirements
• Compliance readiness meeting current and future government standards

Critical Success Requirements

• Executive commitment with adequate budget and timeline allocation
• Technology-agnostic evaluation focusing on actual requirements and ROI
• Accessibility-first approach ensuring compliance throughout the process
• Change management supporting staff adoption and organizational transition

The question for government organizations is no longer whether to migrate from legacy systems, but how quickly and effectively they can make the transition while maximizing ROI and minimizing risk.

Metro Transit Authority’s experience provides a proven blueprint for successful government CMS modernization, demonstrating that with proper planning, execution, and support, public sector organizations can achieve both cost savings and improved citizen services through strategic technology decisions.

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Considering a government Drupal migration or CMS modernization project? Our team has successfully guided federal, state, and local government organizations through complex platform transitions while ensuring compliance, accessibility, and cost-effectiveness. Contact our government technology specialists for a comprehensive assessment of your current system and modernization options.

Additional Resources

Government Migration Planning Tools

• Government CMS Assessment Checklist
• ROI Calculator for Government Migrations
• Accessibility Compliance Audit Tool
• Technology Selection Framework

Compliance and Security Resources

• Section 508 Compliance Guide
• WCAG 2.1 Implementation Checklist
• Government Security Best Practices
• FedRAMP Authorization Guide

Case Study References

All performance metrics and cost data in this case study are based on actual project results from a composite of government agency migrations completed in 2024. Financial figures have been rounded to protect sensitive organizational information while maintaining accuracy of cost relationships and ROI calculations.