We assisted the team at Biala Peninsula through the implementation of a cloud-based document management solution, which supported the organisations’ goal of moving their core business systems to the cloud while also providing a cheaper, more flexible, alternative to their traditional on-premises solution.
The client
Biala Peninsula is a community-based, not-for-profit specialist intervention service for children from birth to twelve years of age with additional needs, delays and disabilities and their families.
They are committed to helping children become confident, are able to express themselves, do not feel judged or different and above all, feel happy and safe within their world.
The context
The pandemic changed the way families could access support, with onsite clinic support needing to transition to the child’s home or educational setting. Accessing their client’s information remotely was cumbersome and time consuming, dealing with VPNs and siloed data. They had begun the process of cloud migration but struggled with resourcing to complete the project.
We need to keep pace with marketplace and stay competitive to ensure we attract and retain the best staff, plus driving efficiency so we can provide more support to children. – David Greenwood, CEO
Their goal
Through migration to the Microsoft 365 cloud ecosystem, they set out to improve remote access to essential data by their therapists. The variety of locations, services and levels of technical proficiency mean that they need their systems to ‘just work’ and allow their therapists to focus more on the needs of the children.
Our approach
Through interviews with key stakeholders, collaborative workshops, and analysis of the current state of their information, we gathered and documented their requirements. Taking into consideration their partial cloud transition, we planned an implementation schedule that worked for them. We also adapted our timing and resourcing to work with their availability.
James explained everything in straightforward terms. He walked us through the whole process. Even just by learning more about the capabilities of SharePoint, we feel more empowered to use it effectively. – David Greenwood, CEO
Key deliverables
Project kick off, discovery and information gathering
Project Management Plan and project kick off meeting
Information requirements workshop via Teams
Current state assessment and review of current documents
Current usage workshop via Teams
File audit including recommendations document
Solution design, permission scoping and migration planning
Information architecture workshop via Teams
Development of high-level site map and permissions document
Implementation planning, content plan, pilot and communications
Implementation schedule
Creation of SharePoint environment including security groups
Content planning workshop via Teams
Implementation and migration, training and change management
Supported change management activities
SharePoint training to all staff via Teams
Assistance with migration of documents to SharePoint
Post Implementation Support
The outcome
All content was migrated successfully into the cloud solution, reducing complexity and improving efficiency for staff, whilst lowering operational costs.
An additional benefit was that the advancements in technology enabled the organisation to draw in and retain better experienced staff without requiring unrelated technical know-how. The simple, straightforward and intuitive access and storage of information in SharePoint provides additional appeal to current and prospective employees.
Even after only using the new systems for a week, I’ve found them brilliant! So easy to use now, and everything just works. – David Greenwood, CEO
Key benefits
Reduced cost and higher availability of business-critical data
Improved collaboration through centralised communications and further utilisation of Microsoft’s application stack e.g., Teams
Advanced search capability via document tagging and advanced Microsoft search features
Increased employee value proposition through modernised technology and flexible working conditions
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