From Legacy Systems to Modern Solutions: Sharepoint Migration and Intranet Implementation for a Medical Center

Joel Plaut

January 29, 2024

All Post

Business Scenario

A regional hospital and medical center, with 300 offices and 300GB of content, embarked on a transformational journey to enhance its information management and collaboration capabilities. Their goal was to transition from an older version of SharePoint and integrate it seamlessly with other systems to optimize workflow efficiency and data accessibility.

Challenges and Objectives

The hospital faced several challenges, including the need for integration with Active Directory for user management, a custom email filing solution, and SharePoint integration with MS Outlook for streamlined communication. Additionally, they sought to migrate their on-premises SharePoint content to SharePoint Online for improved scalability and accessibility.

Project Details

Solution Offered

Understanding the complexity of the task, our team undertook a comprehensive analysis of the requirements. We devised an approach that encompassed both the migration of existing data and the implementation of a new SharePoint-based intranet portal.

• Information Architecture and Security
  • We crafted a robust Information Architecture that aligned with the hospital’s search and tagging requirements.
  • This architecture not only enabled efficient search and document management but also facilitated a fine-grained security model. This approach granted access to documents while maintaining strict control, ensuring sensitive medical information remained confidential. Automated Tagging and Folder Creation
• Migration Strategy
  • To ensure a smooth migration, we meticulously planned the process. The migration was conducted in phases, with one or several departments migrated in each phase.
  • We performed initial migrations followed by basic validations and concluded with delta migrations until the final cutover. This staged approach minimized disruptions and allowed for thorough testing at each step.
• Customizations and Integration
  • The solution included various customizations to enhance user experience and streamline processes.
  • We integrated SharePoint with Active Directory to ensure seamless user management and authentication.
  • A custom email filing solution was implemented to simplify document filing and retrieval directly from users’ email clients. Furthermore, SharePoint integration with MS Outlook was established to enable easy document management and sharing.
• Training and User Adoption
  • We recognized that successful implementation hinges on user adoption. To facilitate this, we adopted a “Train the Trainer” approach, appointing a trainer from each department who would also act as the local administrator.
  • A centralized “Training Hub” was established to host training materials, user guides, and instructional videos, ensuring that users could access resources easily.

Results

The project yielded remarkable outcomes:

• Streamlined document management and collaboration.
• Improved document access, navigation, and search capabilities.
• Automated tagging and structured hierarchy for enhanced organization.
• Integration with policy systems, Outlook, and Claims for seamless operations.
• Increased user adoption through tailored training and support.

Results and Conclusion

The hospital’s transformation journey yielded remarkable results. The new SharePoint-based intranet portal streamlined communication, simplified document management, and improved collaboration across 300 offices. Integration with Active Directory and MS Outlook enhanced user experience, while the migration to SharePoint Online ensured scalability and accessibility. The “Train the Trainer” approach facilitated seamless user adoption and training.

In conclusion, the successful migration and implementation not only modernized the hospital’s information management but also laid the foundation for enhanced efficiency and collaboration in their medical operations.