Our client is a government-owned insurance provider that manages workers’ compensation insurance in Queensland, Australia. Their primary function is to provide workers’ compensation insurance to employers, covering the costs of employee injuries or illnesses that occur due to work.
Client
Withheld
Service
SharePoint migrration
Organisation size
Medium
Industry
Government
Context
For our client, supporting businesses and injured workers across the state relies on more than policy and process – it depends on timely access to accurate information and seamless internal collaboration. At the heart of this is its digital workplace. Employees rely on intranet services and information systems every day to communicate, manage projects, and access critical business and employee data.
However, the technology underpinning this experience was no longer keeping pace.
Their on-premises SharePoint environment had grown into a complex and fragmented landscape, with more than 5,000 sites and over 7TB of data. While it remained business-critical, it was increasingly difficult to manage, scale, and secure.
At the same time, the organisation was embarking on a broader transformation across its digital, data, cybersecurity, and technology strategy. This created an opportunity not just to migrate systems, but to rethink how information services were designed, governed, and experienced.
Engage Squared was engaged to help modernise their environment by reimagining core information services and delivering a scalable, future-ready platform migrating to Microsoft 365.
Challenge
Our client faced a multifaceted challenge driven by the size and history of their existing environment, compounded by complexities in integration and information architecture.
They needed to migrate a large, deeply embedded SharePoint environment without disrupting day-to-day business operations. Thousands of employees relied on these systems, meaning even small inconsistencies could impact productivity.
At the same time, the migration presented a broader challenge: how to simplify and modernise an environment that had evolved over many years, while preserving the information and processes the business depended on.
Compounding this was the need to:
- Redesign information architecture to align with modern best practices
- Replace legacy workflows and customisations
- Transform the security model to support a cloud-first approach
- Deliver the program within tight timeframes and limited internal capacity
Solution
Their new SharePoint Online environment involved a comprehensive approach to re-establishing and modernising their information services. This included:
- Intranet: The Intranet was re-established using modern SharePoint Online capabilities, including Viva adaptive card-based web parts, to create a dynamic and engaging user experience. Customisations were applied to ensure the Intranet met their specific communication and collaboration needs.
- Projects: The Projects information service was modernised using SharePoint Online sites, which were designed to facilitate project collaboration and management. This included the migration of existing project data and the transformation of Nintex workflows to Power Automate, streamlining project-related processes.
- Spaces: Similar to Projects, Spaces were transitioned to modernised SharePoint sites. These sites were tailored to support various units of work and collaboration efforts, with a focus on improving the organisation and accessibility of information.
- Employee File Service (EFS): The EFS underwent architecture of the previous solution components. This included the development of secure and scalable employee file sites, automation of file management processes using Azure services, and the integration of custom workflows to manage employee data effectively. This involved re-design and implementation of custom timer jobs, scheduled PowerShell scripts and Nintex workflow to instead use Azure based services including Azure Logic Apps, Microsoft Graph, Azure Logic Apps and Azure Runbooks with PowerShell to achieve a modernised set of or equivalent capabilities for the solution within Microsoft 365.
- Migration Strategy and Security Model Transformation: Engage Squared orchestrated a significant migration project, transitioning from an outdated SharePoint 2010 environment to a modern platform. The migration utilized ShareGate, Lync Fixing Tool Cognillo, and PowerShell to manage multiple migration waves and address anomalies from legacy fields. A pivotal challenge was the overhaul of the security model, where the client opted for dynamic security groups using Microsoft Entra ID Dynamic Security Groups. Engage Squared provided PowerShell scripts and techniques to ensure successful permission mapping, exemplifying the partnership between both entities and their commitment to innovation and modernisation.
The solution focused on leveraging the advanced features of Microsoft 365 to create a more efficient, secure, and user-friendly digital environment. The transition not only modernised the existing services but also provided a platform for future growth and innovation.
Results
This migration project culminated in a resounding success, achieving equivalence with the legacy system by harnessing the modern features and capabilities of Microsoft 365 and Azure.
A contemporary architecture was established, adhering to recommended patterns and practices, ensuring all content was seamlessly migrated to the new sites.
The reimplementation of Nintex workflows using Power Automate and Azure services facilitated the discontinuation of Nintex licensing.
This transition enabled the decommissioning of two on-premises SharePoint server farms. With the foundation set, our client is poised to embark on phase 2 enhancements, fully leveraging the inherent capabilities of the Microsoft 365 E5 platform, and propelling them towards a future of continuous improvement and innovation.
Final thoughts
This transformation was more than a migration. It was a reset of how information is managed, accessed, and experienced across the organisation. By modernising core services and simplifying a complex legacy environment, our client now has a platform that not only supports today’s needs, but is built to evolve with them.
With greater flexibility, stronger security, and a more connected digital workplace, they are well equipped to continue delivering critical services and to adapt with confidence as those needs change.
