Financial Services Intranet Platform Migration

Business Case:

An international financial services client engaged CapTech for assistance modernizing their intranet platform and enhancing the technology processes servicing 1.9 million individual and institutional client accounts. Their intranet received more than 2 million page views per month and was the most widely-used communication and knowledge-sharing vehicle for the company, servicing 13,000 associates across 2,300 locations. However, they were locked into a legacy intranet platform, which could not provide the flexibility they needed. Their current platform was a hybrid of multiple systems, which resulted in a complex, in-flexible, and expensive solution. Furthermore, from a governance standpoint, these multiple platforms hindered editorial control and have created an inconsistent user experience. They asked us to help them transition their intranet to a SharePoint 2010 platform with new taxonomy, enhanced governance, publishing workflows, and new information/content architecture. 

Solution: 

We worked with our client to identify content, functionality, and processes within their current state intranet for migration and enhancement. Together we built a plan to move from their legacy content management system to SharePoint 2010, starting with establishment of business objectives and finishing with a detailed plan for the migration and implementation project.  Deliverables included:

  • Content Analysis - Reviewed a representative sample of intranet content and structure, including samples from external data stores. Deliverables from this exercise include a Content Inventory, Content Audit, Content Map, and Personas
  • Wireframes - Worked with the client's design team to develop high-level wireframes 
  • Search Strategy - Defined the appropriate search tool(s) and features for ensuring effective search against all content types (metadata, recommended links, categorization, security trimming, facets, and tagging)
  • External Integration Strategy - Documented a review and discovery across the current state content and identifies external end points for SharePoint 2010 consumption through the Business Connectivity Services (BCS)
  • Migration Strategy - Reviewed available tools for automated migration and delivered recommendations for migrating RJnet content into SharePoint 2010
  • Governance Plan - Outlined roles, responsibilities, and policies necessary to support the intranet from both a business and technical perspective
  • High-level Business Requirements - Developed high-level business requirements for a phase one launch for end users and key stakeholders
  • Organizational Change Management Plan - Outlined strategies and tactics for buy-in and adoption of new business processes and the technology platform.
Content Analysis 
We reviewed a representative sample of intranet content and structure, including samples from external data stores. Deliverables from this exercise include a Content Inventory, Content Audit, Content Map, and Personas. 
Wireframes
CapTech has worked with the RJnet team to develop high-level wireframes which outline top-level components with and two to three layers of depth, including examples of identified content types.  
Search Strategy 
Search strategy focused on defining the appropriate search tool(s) to use for intranet search, as well as tactics and features for ensuring effective search against all content types (metadata, recommended links, categorization, security trimming, facets, and tagging). 
External Integration Strategy 
The External Integration Strategy documented a review and discovery across the current state content and identifies external end points for SharePoint 2010 consumption through the Business Connectivity Services (BCS).
Migration Strategy 
CapTech reviewed available tools for automated migration and delivered recommendations for migrating RJnet content into SharePoint 2010. We tested the selected tool, and developed a detailed plan for the migration effort, working hand in hand with client and vendor representatives. 
Governance Plan
The Governance Plan outlines the roles, responsibilities, and policies necessary to support the intranet, from both a business and technical perspective. The document defines strategies and best practices for intranet ownership and content management. The Governance Plan also includes a Workflow Strategy. This strategy provides recommendations on the number and type of workflows necessary to meet authoring and editorial needs.  The focus is on SharePoint standard workflows, and avoidance of workflow customization where possible.  
High-level Business Requirements
We developed high-level business requirements for a phase one launch of of the new intranet, based on the output of all other deliverables.  The business requirements include what the needed achievements of the systems will be for end users, and key stakeholders while capturing the key business objectives.
Organizational Change Management Plan
In the Change Management Plan we outlined strategies and tactics for buy-in and adoption of both the new business processes and the new technology platform, by all levels of users. It includes ideas for effective communication and training plans.
Tools: 
  • SharePoint 2010
  • ASP.net
Results: 

We helped our client move from vision to execution of a new intranet platform, designed to meet their needs and establish a stable and feature rich environment for the changing needs of their growing organization. Implementation of the recommended solution is currently under way, and CapTech continues to work side-by-side with business leaders in this organization to make that vision a reality.