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Managing Technology for Business

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Global Sample Request Site in SharePoint

A U.S. pharmaceutical company needed to improve its process for sample requests via its global affiliates. The current process was a series of emails and faxes without a formal process, structure or oversight. A digital and collaborative process in SharePoint would allow the capture of structured data, notification workflows and the ability to report on many aspects of the process to management. After bringing together a complete team that is involved in the process, our next task was to build a business requirement that reflected the undocumented process. The extensive interviews and review process with the team brought us a completed requirement and allowed us to build a proof-of-concept to validate with the team. Development of the this new SharePoint site, using the business requirement and the POC, brought it to system and UAT testing. Populating the site with data and final user testing brought us to a successful launch. The challenges here were the undocumented process, the complex data dependencies across the different countries and data importing. The site has kicked off and is successfully being used for a few product samples until all products are added. In future versions, adding logistics and shipping data will round out the request process.

Site Collection Build in SharePoint

A new design and re-introduction of the a new SharePoint site collection was needed for our client as we helped user adoption issues, training and generally, better communication. The objective here was to re-engage with the various business groups and determine what their individual collaboration needs were going forward. Also, with some other systems approaching "end-of-life", we participated in the migration effort into SharePoint. Finally, implementation of the is new 80+ site collection imported stray team sites into this new hierarchical collection to allow for a better navigation experience, better security and better collaboration. The challenges were the size and scope of the project, various priorities in these business groups and working with a number of I.T. groups. When completed, many users attended training and really began to grow their sites and adding more users. Their new use of lists to capture data and begin reporting on it allowed management to see trends from graphical dashboards.

Remote Migration to SharePoint

A global pharmaceutical, after recently purchasing a U.S. company, needed to merge Lotus Notes databases into their existing SharePoint infrastructure. The merging of data is becoming a common requirement and with the right tools and expertise, we developed a roadmap for this project. The tasks that needed to be completed started with configuring a remote environment for the operational staff and our team to begin the project as quickly as possible and from some international locations. Next, a discovery process of Lotus databases and their respective site owners had to be completed. We also built a test environment to load our Quest migration tool and some sample databases. This also provided a space to teach techniques to the staff by our team, remotely. Some easier migrations were performed first and onto some more complex databases into customized SharePoint team sites. Lastly, was some final user training, old database deletions and documentation. The challenges were working remotely, including international users, communicating with the new company, older company and our team. Our lessons and successes were the strong communications, adherence to our timelines and being flexible to multiple environments.

Lotus Notes to SharePoint Migration, 1000+ db’s

The client was looking to consolidate their Lotus environment due to rising costs and migrate their data to a new Microsoft SharePoint space to better serve their needs. The tasks that were taken were done in phases, and partly due to the size and scope of the work. First, we needed to conduct a discovery process of all the servers and capture data about the Lotus databases, sizes, last used, owners, type and much more. This information was important to determine whether a database would be migrated or not, what type of SharePoint site would be created and how much disk storage would be needed. Next was meeting with business owners to determine their requirements and participation. Working with developers, as well as migrating some databases ourselves, as part of the overall migration and into a newly developed SharePoint site. Finally, rollout of the new sites and subsequent training allowed for a smooth transition while the Lotus servers were retired. There were many challenges to the project ranging from missing database owners, getting access to secured databases and gathering requirements from various business groups. The success of the project relied upon good communication and cooperation with site owners. As well as our attention to the details during discovery, migration and site creation.