Spectrum Health was using Jive as their primary messaging and collaboration platform. Jive was used as a document repository by the user groups and community portals to share updates, news, discussions, etc. They were exploring options to implement real-time user collaboration through industry best practices such as voice, video, and messaging channels. The goal was to move towards a seamlessly integrated social collaboration experience and avoid disconnected experiences across multiple tools and platforms. However, the challenge was migrating thousands of Jive communities and their conversations and content over to Microsoft 365, a new platform, while ensuring business continuity with maximum efficiency.
Spectrum Health decided to migrate from Jive to Microsoft 365 for the following reasons:
The solution we offered the customer leveraged almost the complete range of Microsoft 365 suite, including Microsoft Teams, SharePoint Online, OneDrive, and the Power Platform. The migration process also made effective use of Power Platform tools such as Power BI, Power Automate & Power Apps.
Netwoven assisted Spectrum Health by facilitating 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 findings made. Netwoven also defined robust and flexible migration processes, mapping every use case to Microsoft 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 Microsoft 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.
To help Spectrum Health transition from Jive to Microsoft 365, Netwoven designed a five-step flexible & customized migration strategy based on the specific use cases and challenges anticipated by the customer.
Before initiating the migration, Netwoven used the Power BI tool to create an interactive content inventory and analysis report to determine what content exists in Jive, what needs to be migrated and what had to be archived. It helped understand the best mapping options for Jive content types and the top contributors to notify and include in the migration plan. It also provided the ability to search, sort, and filter inventory information based on content type, status, year of creation, and modification.
Next, Netwoven arranged a workshop to fully understand Spectrum Health’s organizational structure to make determinations on architecture structure and security model. After the workshop, Netwoven team performed the following:
The Jive to Microsoft 365 Migration tool developed by Netwoven and built on .Net and Microsoft SQL was the backbone of the migration process. The tool was customized to meet all the use case scenarios for Spectrum Health:
Test migration helped Spectrum Health visualize the customization that was agreed upon in the workshop. Sites created on the production environment replicated the exact look & feel of the planned migration.
Pilot migration was conducted 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 to migrate specific SharePoint site collections, MS Teams, and OneDrive.
After the successful pilot migration, the team started the final migration with a 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 Microsoft 365 platform, Netwoven provided three weeks of post-migration support. Netwoven implemented the URL Redirection module, which helps the user find their Jive content easily
The customer achieved a more straightforward collaboration tool that offered optimal support to their employees in everyday activities. Spectrum Health gained tremendous cost savings and value through the consolidation of Jive into a modern Microsoft 365 intranet.
Also Read: How Netwoven helped Keysight reduce cost and improve adoption of Microsoft 365 platform