Summary:
- Designed and built a SharePoint Online DMS for multiple departments and program teams
- Migrated data from existing SharePoint Online sites to new SharePoint Online DMS sites
- Program Center to house all program specific data
- Custom training guides, 1-on-1 and group training sessions
The Challenge
- Department and Program teams were working in multiple locations with no one source of truth
- Most of the data was being stored under the root level site or sub sites of the root making it hard to secure sensitive data
- Granting access and onboarding was difficult due to lack of security governance
The Solutions
- Document Management System built on SharePoint Online
- Custom training guides, 1-on-1 and group training sessions
- Lock down Department and Program sites with security groups to manage user access
- Flatten Department and Program site folder structures
Testimonials
- “The new system has greatly improved the efficiency of our organization. The Program Center has been key to efficiency and having all documents in one place.- COO
- “I’m loving the new SharePoint Online DMS! The migration was smooth, and the training sessions were a huge help in getting everyone up to speed.”-VP of IT
Project by the numbers
- 15 Department sites and 14 Program Sites
- 29 sites protected with 130 security groups, granting different access levels
- Migrated 280 GB of data with 207,770 files and 26,033 folders
Ongoing Benefits
- Powerful Search
- Standardized Folder Structure
- Standard Naming Conventions
- Secure Internal and External Collaboration
- Auditable System
- Fully Encrypted Cloud Services
Who Was Helped:
- Pearl Employees across multiple departments (Finance, AP, AR, Payroll, Contracts, Business Development, TA, HR, E-Learning, Operations, Executive, IT and Marketing)
- The prime contractors, government agencies and commercial enterprises who rely on Pearl to support them
Systems Integrated:
- SharePoint Online
- File Servers
- Procore
- Azure Active Directory