INDUSTRY
Government
ORG SIZE
5000
SPOKE SOLUTIONS
Traction: Workspaces
SPOKE SERVICES
Coaching & Mentoring, Solution Design
The Challenge
Oranga Tamariki, New Zealand's Ministry for Children, undertook a complex systems transition in 2021 as it moved its entire IT infrastructure to Microsoft 365 and SharePoint. With the Ministry’s System of Record separating from the Ministry of Social Development's Objective® platform, creating user-friendly and secure workspaces became critical to empower frontline teams. The newly formed Information Management (IM) team, however, had limited experience with Microsoft 365 and no internal expertise in SharePoint solution design. Migrating substantial volumes of sensitive data from Objective® posed significant challenges around security, compliance, and accessibility.
The Solution
To navigate these challenges, Oranga Tamariki engaged Spoke, a leading Microsoft 365 consultancy. Spoke's experts embedded with the ministry's IM team, providing technical guidance and support throughout the migration:
Comprehensive Assessment
Spoke began with a thorough evaluation of the ministry’s IT environment, analysing data types, volumes, and usage patterns to inform the migration approach.
Strategic Planning
A detailed roadmap was developed, defining migration phases, priorities, and timelines for both the document management system (DMS) and collaborative workspaces.
Solution Design
Spoke crafted new site templates and information architecture within Microsoft 365, aligning with both the ministry's requirements and Microsoft best practices.
Compliance and Security
Ensuring alignment with government regulations, Spoke implemented robust security protocols to safeguard sensitive data in the cloud.
Data Migration
As quality assurance and subject experts, Spoke guided the ministry team through the migration of 11 TB from Objective® and 25 TB from file shares to SharePoint Online, ensuring minimal disruption to daily operations.
Operational Governance
Spoke established a governance framework for ongoing Microsoft 365 management, clarifying processes and roles within the IM team.
Training and Support
Comprehensive training and mentoring programs were delivered, supporting the IM team and staff in SharePoint administration, document management, and user adoption strategies.
The Result
Seamless Migration:
Oranga Tamariki successfully transitioned from Objective® and file shares to a modern cloud-based system with no significant disruption to operations.
Enhanced Functionality:
The new system delivered enhanced capabilities, including a secure document exchange and a self-service management platform.
Increased Efficiency and Security:
Cloud migration increased efficiency and compliance, with role-based access controls ensuring secure workspace management.
Positive User Adoption:
The system was well-received across the IM team and management, with feedback showing high user satisfaction and successful adoption.
Conclusion
Oranga Tamariki's successful cloud migration demonstrates the value of partnering with a skilled consultancy like Spoke. By leveraging Spoke's expertise in solution design, data migration, security, and training, the ministry was able to navigate complex challenges and achieve a seamless transition to a more efficient and secure information management system.
