{"id":2359,"date":"2024-01-29T10:20:25","date_gmt":"2024-01-29T10:20:25","guid":{"rendered":"https:\/\/poiseddevelopers.com\/reality-tech\/?post_type=case-study&#038;p=2359"},"modified":"2024-05-02T07:34:36","modified_gmt":"2024-05-02T07:34:36","slug":"casestudies-enhancing-efficiency-sharepoint-intranet-and-documentum-migration-for-a-property-casualty-insurer","status":"publish","type":"case-study","link":"https:\/\/poiseddevelopers.com\/reality-tech\/casestudies\/enhancing-efficiency-sharepoint-intranet-and-documentum-migration-for-a-property-casualty-insurer\/","title":{"rendered":"Enhancing Efficiency: Sharepoint Intranet and Documentum Migration for a Property\/ Casualty Insurer"},"content":{"rendered":"<h2>Business Scenario<\/h2>\n<p data-uw-rm-sr=\"\">A prominent Property\/ Casualty Insurance company with a $1.2B valuation needed a streamlined approach to managing its 6.2 million documents distributed across departments. Their existing landscape included Documentum and an older version of SharePoint. The challenge was to simplify document handling, integrate with essential systems, and execute seamless migrations along with:<\/p>\n<ul>\n<li>Integration with Retention Policy systems<\/li>\n<li>SharePoint integration with MS-Outlook<\/li>\n<li>Migration of 2TB of Documentum content, covering the range of policyholder reference documentation<\/li>\n<li>Migration of 1TB of documents from an older SharePoint version<\/li>\n<li>Creation of Information Architecture designed separately for each department<\/li>\n<li>For Accounting, create an automated process for generating libraries, folders, and site collection per Accounting year, and setting automated document tagging per location<\/li>\n<li>For Policies, create a hierarchy based on Policyholder, Policy and Claim<\/li>\n<li>An engaging, feature-rich, and intuitive user interface to ensure easy adoption by all employees.<\/li>\n<\/ul>\n<h2>Project Details<\/h2>\n<table style=\"border-collapse: collapse; width: 100%; margin-top: 20px;\">\n<tbody>\n<tr style=\"background-color: #f2f2f2;\">\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Customer<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Mid-Sized Organization, 300 employees<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Country<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">USA, East Rutherford NJ<\/td>\n<\/tr>\n<tr style=\"background-color: #f2f2f2;\">\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Domain<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Property\/Casualty Insurer<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Division\/ Department<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Claims, Underwriting, IT, Legal, Investments, Actuarial<\/td>\n<\/tr>\n<tr style=\"background-color: #f2f2f2;\">\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Engagement Model<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Dedicated Resources<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Tools and Technology<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">\n<ul>\n<li>SharePoint 2019<\/li>\n<li>Advance search<\/li>\n<li>PowerShell<\/li>\n<li>MacroView<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<tr style=\"background-color: #f2f2f2;\">\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Browser Compatibility<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Internet Explorer, Edge, Firefox, Chrome, Safari<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Migration Tool<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Tzunami Migration Toolt<\/td>\n<\/tr>\n<tr style=\"background-color: #f2f2f2;\">\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Development Environment<\/td>\n<td style=\"border: 1px solid #dddddd; text-align: left; padding: 8px;\">Visual Studio<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2>Our Solution<\/h2>\n<p>Our team embarked on a comprehensive solution tailored to the company\u2019s unique requirements. Here\u2019s an overview of our approach:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-2363 size-full\" src=\"https:\/\/poiseddevelopers.com\/reality-tech\/wp-content\/uploads\/2024\/03\/2-6.webp\" alt=\"img-02\" width=\"730\" height=\"372\" srcset=\"https:\/\/poiseddevelopers.com\/reality-tech\/wp-content\/uploads\/2024\/03\/2-6.webp 730w, https:\/\/poiseddevelopers.com\/reality-tech\/wp-content\/uploads\/2024\/03\/2-6-300x153.webp 300w\" sizes=\"auto, (max-width: 730px) 100vw, 730px\" \/><\/p>\n<ul>\n<li><strong>Information Architecture Design<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>A meticulous process was undertaken to design an information architecture<br role=\"presentation\" data-uw-rm-sr=\"\" \/>that met search, tagging, and security needs. This architecture allowed for a fine-grained security model while ensuring efficient scaling of repositories within SharePoint.<\/li>\n<li><strong>User Experience Enhancement<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>We conceptualized the portal\u2019s look and feel through wireframes and master<br role=\"presentation\" data-uw-rm-sr=\"\" \/>pages, incorporating company colors, logos, and branding elements for a consistent user experience.<\/li>\n<li><strong>Data Migration<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Existing documents were migrated to the SharePoint Document Management System (DMS), ensuring a seamless transition. Data integrity and document relationships were maintained during the migration process.<\/li>\n<li><strong>Document Navigation and Access<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Various mechanisms were established for seamless document access:\n<ul>\n<li><strong>Search<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Users could search across the enterprise, through a customized search page tuned to allow metadata selection appropriate for the specific department. Document previews and promoted search results were used, as well as Refiners to allow drill-in on documents.<\/li>\n<li><strong>Claims integration<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>A consistent method was implemented to reach a given Policy and Claim, enabling a link to be generated within the Claim system to allow users to seamlessly reach a given claim.<\/li>\n<li><strong>Shortcuts<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>To facilitate Accounting needs, a set of shortcuts was deployed to accounting user desktops to allow easy navigation using WebDav for Explorer-like navigation when needed for attaching documents for website-based work.<\/li>\n<li><strong>Outlook integration<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>MacroView DMF was implemented that provided Outlook integration, to allow documents to be easily dragged\/ dropped from an email into SharePoint. Customized search panels were configured in MacroView to allow a personalized search experience appropriate for each department.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Automated Tagging and Folder Creation<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>Documents were automatically tagged based on location using event receivers, ensuring consistent metadata application. A custom solution restricted folder creation, promoting consistency and controlled structure.<\/li>\n<li><strong>Training and User Adoption<\/strong><br role=\"presentation\" data-uw-rm-sr=\"\" \/>A \u201cTrain the Trainer\u201d approach was adopted, empowering departmental trainers<br role=\"presentation\" data-uw-rm-sr=\"\" \/>who acted as local administrators. A central \u201cTraining Hub\u201d housed all training materials, guides, and videos.<\/li>\n<\/ul>\n<h2>Results<\/h2>\n<p>The project yielded remarkable outcomes:<\/p>\n<ul>\n<li>Streamlined document management and collaboration.<\/li>\n<li>Improved document access, navigation, and search capabilities.<\/li>\n<li>Automated tagging and structured hierarchy for enhanced organization.<\/li>\n<li>Integration with policy systems, Outlook, and Claims for seamless operations.<\/li>\n<li>Increased user adoption through tailored training and support.<\/li>\n<\/ul>\n<h2>Conclusion<\/h2>\n<p>The successful execution of the Documentum migration and SharePoint-based Intranet portal project underscores the transformative power of strategic planning and tailored solutions. By addressing specific business needs, automating processes, and enhancing collaboration, the organization achieved improved productivity, streamlined operations, and enhanced user experience. This case study exemplifies the positive impact that well-executed technology initiatives can have on modernizing and optimizing business processes.<\/p>\n","protected":false},"featured_media":2402,"comment_status":"open","ping_status":"closed","template":"","categories":[16,14,15],"class_list":["post-2359","case-study","type-case-study","status-publish","has-post-thumbnail","hentry","category-intranet-modernization","category-sharepoint-development-solutions","category-sharepoint-information-architecture-services"],"acf":[],"_links":{"self":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/case-study\/2359","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/case-study"}],"about":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/types\/case-study"}],"replies":[{"embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/comments?post=2359"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/media\/2402"}],"wp:attachment":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/media?parent=2359"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/categories?post=2359"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}