1. / A Life Sciences Company Migrates SharePoint with 40% Cost Savings
Overview

Upgrading a collaborative system like Microsoft SharePoint to a website-based system across various work sites is a complex task. The customer used the application’s portals for document management and collaboration with internal and external vendors, the latter of which constituted 70% of the traffic across 5600 sites. The customer wanted to upgrade the system but was concerned about scalability and cost escalation in providing Office365 licenses to external users.

Problem

The customer’s existing infrastructure posed various challenges:

  • Security risks posed by end of support for SharePoint 2010
  • User experience affected by legacy systems, especially because of a lack of search functionality as well as slow and unresponsive pages
  • Loss of productivity resulting from a lack of integration systems
Solution

After assessing the readiness and strength of the customer’s existing systems, Apexon proposed a multi-dimensional solution.

  • In a two-step approach, the environment will be moved to the SharePoint 2016 on-premise version in Phase 1. It will eventually move to SharePoint Online in Phase 2
  • Using proprietary accelerators and used content DB detach-attach method, we reduced the time taken and cost of migration for the project
  • We reduced technical debt using a rationalization of the sites based on usage, as well as customizations to the sites and users
  • By archiving 20% of the sites, we saved migration costs in Phase 2
  • By integrating with Microsoft Teams and other third party systems, we helped improve collaboration and team productivity
Impact

The two-step approach to the solution helped us deliver a variety of benefits to the customer.

  • In-place migration to the latest version with content DB detach-attach method saved 40% of migration costs
  • User experience was enhanced with a modern UI
  • Collaboration was improved through integrations to Microsoft Teams and other internal systems
  • Security was enhanced with conditional access to unsecured devices
  • The migration had near-zero downtime
  • The migration of around 5600 sites with 14 TB of data was completed in just 6 months

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