The solution leverages nearly the full range of the Office 365 suite. This includes MS Teams, SharePoint Online, OneDrive, and the Power Platform. The migration process itself especially made effective use of Power Platform tools - Power BI, Power Automate & Power Apps.
Spectrum Health made heavy use of Jive for its internal needs. This platform facilitated collaboration and sharing for a diverse set of content (documents, discussions, blogs, videos, web pages, tasks, and more). It also supported a variety of use cases including both open communities as well as secured collaboration for business groups and project teams. Although Jive served a valuable purpose, a couple of prominent issues arose. Firstly, despite its large overlap in functionality with office 365, Jive came with a considerable licensing cost. Secondly, the legacy system had an outdated information architecture, no longer accurately reflecting Spectrum Health’s current view of itself, making it difficult to find information. It was decided that a consolidated and modernized content & collaboration implementation in Office 365 would provide an answer to both problems, while also setting the organization on a path of continued innovation in partnership with Microsoft & Netwoven.
This transformation did not come without challenges. Aligning a large, diverse group with different interests on an agreed information architecture is not an easy task. Neither is providing a cohesive user experience that ensures business continuity throughout a large consolidation project. Netwoven assisted Spectrum Health through the facilitation of workshops where the attendees made decisions on architecture, governance, user experience & migration strategy. These included performing card sorting and tree testing activities to validate the decisions made. Netwoven also defined robust and flexible migration processes, mapping every use case to Office 365, and providing stakeholders with a clear vision of the expected user experience. The final solution created a unified content collaboration experience for users that leverages the entire Office 365 suite. The rollout of this solution was accompanied by an extensive and targeted adoption program to ensure a smooth transition for the many different roles across their entire organization.
Spectrum Health was using Jive as their primary enterprise messaging and collaboration platform for several years. The platform was predominantly being used as a document repository by thousands of user groups and communities for sharing content, collaboration, managing projects, and more. Jive was also used as groups and community portals to share updates, news, discussions, events, conduct polls, and more. Each user also had their personal space for managing private content. Jive’s adoption was quite encouraging in Spectrum Health. Despite the solid experience with Jive, Spectrum Health decided to migrate from Jive, for several reasons:
Spectrum Health was also exploring options to implement real-time user collaboration through voice, video, and messaging channels as these had become a norm in the industry. So, the root-level adoption of Office 365 was of great significance. The goal was to move towards a seamlessly integrated social collaboration experience and avoiding a disconnected experience across multiple tools and platforms. The dilemma was, however, about migrating thousands of Jive communities and their conversations and content over to new platforms (Office 365) while ensuring business continuity at its maximum efficiency. There was also a huge concern about the change of user experience that had become the norm over the past several years. Stakeholders expressed concern about the potential loss of features and information due to unfamiliarity with Office 365 workloads in general. Of course, the overarching question was also about the cost, timeline, and unknown risks from migration.
To help Spectrum Health transition from Jive to Office 365, Netwoven designed a five-step flexible & customized migration strategy, based on the specific use cases and challenges anticipated by Spectrum Health. Netwoven’s experience from similar migration was factored in for perfection.
Before starting the migration, Netwoven uses the Power BI tool to create an interactive content inventory and analysis report which is an excellent way to determine
Once the inventory and analysis report is ready, it will be easier to take important decisions on migration, knowing what is needed and what is not.
Next Netwoven arranged a workshop to get a full understanding of Spectrum Health’s organizational structure to make determinations on architecture structure and security model. After the workshop, the team did the following:
Jive to Office 365 Migration tool built on .Net and Microsoft SQL is owned by Netwoven is best suited for Jive data migration - this is the backbone of the migration process.
All Jive container and content types and nicely mapped with the Office 365 objects like SharePoint, MS Teams, Yammer.
The tool was customized to meet all the use case scenario for Spectrum like:
Test migration helps Spectrum Health to visualize the customization that was agreed on in the workshop. Sites created on the production environment to replicate the same look & feel which was coming on the actual migration.
Pilot migration, to demonstrate how production migration would work and to test existing data in production, the team carried out a pilot migration exercise by mapping out content from few listed Jive places and applying the target information structure, classification, and metadata rules and then migrating to specific SharePoint site collections, MS Teams, and OneDrive.
After the successful pilot migration, the team started the final migration. Team Came up with a big bang migration approach and phased delta migration to support the migration process of more than 10,000 containers including personal spaces
To ensure users could find the newly migrated content on the Office 365 platform, Netwoven provided 3 weeks of post-migration support.
And also Netwoven implemented the “URL Redirection” module which helps the user to find their Jive content easily.
When the user pastes the old Jive URL in the browser, it will redirect them on this page with the new site’s URL. User can update their bookmark for future reference.
Spectrum Health was looking for an easier collaboration tool for its employees to find hospital documents, Operations, Marketing, Legal, Human Resources, and other internal documents to support their daily activities. By working with Netwoven through an initial assessment and PoC sessions, they realized that Office 365 provides a complete and modern environment to meet their expectations.
The migration helped Spectrum Health to rebuild their information architecture in O365. Hundreds of spaces/subspaces were merged into one site based on their usage. Non-active sites were archived into a Team site. Personal documents and blogs migrated with their sharing features into one drive.
All relevant Jive content now migrated to Office 365, providing great benefits to end-users, business units of the Company, IT staffs, and the management as they now have access to all content (migrated from Jive and other content from Office 365) under one platform and have a consistent user experience for content usage. The end-users were able to find information easily by navigating the portal and by using the search function.
Above all, this new system resulted in cost-saving and seamless integration with all cloud applications and increased end-user satisfaction.
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