A large national professional association with more than 450 employees, 155,000 members and 600 state and local chapters had 1.6 million documents in their existing document management system, and an unknown number of documents in shared network drives totaling around 1.5TB in size. Tracking and managing these files is essential to serving such a large population, which is why the association came to SPR Consulting for a professional SharePoint 2013 solution.
Deep SharePoint experience – and more
The association wanted an experienced vendor who had successfully converted data collection systems to a SharePoint-based solution in the past. SPR Consulting certainly fit the bill.
But more importantly, the association wanted a vendor who would provide a governance structure and a change management plan that involved the association’s users early on in the design process. This kind of transparency and collaboration is nothing new to SPR Consulting: We call it the SPRWay.
In the end, SPR Consulting’s ability to explain complex systems simply, and educate and train both internal developers and end-users on new systems while the system was being built sealed the deal.
Bringing the client along for the ride
Rather than working behind closed doors and delivering a finished product, the SPRWay – our unique deployment methodology – involves walking the customer through our technical and business processes, step-by-step, so they understand how we do what we do; for example, how our information-gathering processes work, how we make decisions, and how we develop their taxonomy.
Through frequent showcases and opportunities to refine and update our project plan based on user and client feedback, we develop a user-friendly system, which ultimately drives satisfaction and adoption. This unique sprint-based approach brings together the flexibility inherent in agile with the control of waterfall.
By delivering in an iterative manner and explaining what they were doing as they went, SPR allowed the association’s users to get involved early and drive the design, so they would be comfortable with the resulting system. This kind of involvement throughout the process helped mitigate any change management risk. SPR also provided user training through a third party that included materials and technical guidance for implementation and ongoing use of the system.
Collaborating end users become advocates for adoption
SPR Consulting firmly believes that usability drives adoption. SPR Consulting involved 50-60 association users early on in the design process. These users interacted with and provided input into the system being built and became an integral part of the design process. Collaboration like this is essential, especially when working with an organization that can be resistant to change; the involved users became advocates for the new system and an active force for change, encouraging training and adoption of the new system that they helped create.
In addition to defining and building out several SharePoint collaboration portal sites for the association, SPR Consulting managed the migration of their 1.6 million documents and metadata from their current OpenText LiveLink version 10 and other shared drives into SharePoint so everything was consistent across the board. The association’s current document scanning process was also replaced with a new third-party, SharePoint-compatible system from KnowledgeLake.
Key attributes of SPR Consulting’s solution: