Case Study - Operational Hub Sites and Teams Sites

CLIENT OVERVIEW

This Information Management (IM) Strategy is focused on supporting the Hermosa project through the project phase, and to support the transition into operations. A key driver of the IM strategy is to enable the Integrated Project Development Team (IPDT) seamlessly collaborate around shared data repositories and mitigate information-related project risk. Ensuring Information Management supports users in the business to seamlessly find, manage, use and share information is a critical element of this Strategy.

THE CHALLENGE

Currently, Hermosa has close to 400 Microsoft teams spaces / channels with over 100,000 files dedicated to its use with many duplicates. There is an old Hub site that is rarely used as a landing page for site information.  This has caused information duplication, trouble finding information, and risk of information misuse. Team has been left to support themselves with little to no guidance on the appropriate use of technology. This has led to Poor User Experience

APPROACH

In collaboration with key stakeholders, we outlined how Hermosa expects the Information Management solution to be accessed and utilised. This involves a structured approach spanning four weeks and five phases, each detailing specific tasks and objectives for all parties involved.  The goal is to consolidate team sites into relevant information with carefully ustilised storage, and create a centralised navigation from Hermosa Hub site out to the functions and studies.

SOLUTION 

Implemented modern SharePoint architecture and template designs. Maintained simple and intuitive solution to maximize user experience while supporting collaboration and sharing in a functionally rich environment.  The solution established a streamlined logical navigation structure, naming conventions, and consistent branding and functionality within the SharePoint/Teams ecosystem, creating a user-friendly environment that makes information easier to find, manage and share.

IMPACT

The cleansing and migration of the SharePoint/Teams environment will benefit by facilitating easier navigation and collaboration, ensuring timely access to information. Establishing a logical SharePoint/Teams structure promotes centralised communications and effective collaboration while minimizing duplication. This enhancement will empower team members to consistently locate accurate information, and optimize storage space.. Additionally, well-structured and organized SharePoint Hub/Team sites enable appropriate access control and permissions.