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Developing a Robust Governance Plan and Framework to Boost Efficiency and Optimize Department-Specific Processes for State Agency

Optimum brings efficiency, automation, and governance to a state agency’s SharePoint and Office 365 environment.

About the Client

State agency in Texas.

Business Challenges

An imminent migration from on-premises SharePoint to Office 365 left the client in need of a robust governance plan, best practices, and department-specific process optimization. The agency faced challenges related to security, user permissions, information architecture, document management, and workflow automation during this migration.

Optimum’s Involvement

Optimum assessed client’s Office 365 environment and developed a comprehensive governance plan that included security, document management, and administration best practices. 

The project focused on:

  • Assessment and Planning: Conducting a thorough analysis of the Office 365 and SharePoint environment to understand the agency’s specific needs and goals.
  • Governance Model Development: Creating a customized governance framework that covered security, information architecture, content management, and compliance.
  • Process Optimization: Streamlining IT department workflows and automating the agency’s Change Advisory Board (CAB) processes using Office 365 and Nintex solutions.

Optimum worked closely with client to:

  • Map and document current and future state business processes.
  • Define and implement optimized approval workflows, notifications, and data flows.
  • Use automation technologies like Microsoft Power Automate and Nintex to enhance efficiency and productivity.

Project Outcomes and Benefits

Optimum delivered a comprehensive governance framework and automated workflows, resulting in:

  • Enhanced Efficiency: Streamlined processes and automated workflows reduced operational time and improved task management.
  • Improved Security and Compliance: A robust governance model ensured adherence to security and compliance requirements.
  • Increased Visibility and Collaboration: Detailed visibility into workflows and better inter-departmental collaboration.
  • Productivity Gains: Automation of the CAB process and other critical workflows improved overall productivity.

Deliverables included:

  • Department-specific process maps and optimization recommendations for document management, workflows, security, and collaboration best practices.
  • A customized SharePoint governance plan and Nintex workflow automation.

Optimum’s expertise in Office 365 and SharePoint governance ensured a successful migration and a solid framework for client’s future needs, enhancing efficiency, security, and collaboration across the agency.

About Optimum: Your Partner in Governance Solutions

Optimum is a nationally recognized IT consulting firm dedicated to delivering governance advisory services aimed at ensuring security, compliance, and organizational efficiency.

We specialize in SharePoint and Office 365 governance consulting, providing custom strategies and processes for content creation, distribution, administration, and maintenance. This ensures secure and accessible company information, minimizes operational costs, enables easy search and retrieval of information, and ensures compliance with regulations.

Reach out today for a complimentary discovery session, and let’s explore the best governance solution for your needs! 

Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com

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