DLF India

Migrated from IBM FileNet to SharePoint Online


Client Profile

DLF India is the largest commercial real estate developer in India, specializing in the development of commercial, retail, and residential properties throughout the country. DLF continues to see exceptional growth in a highly competitive and expanding market. The company is headed by Kushal Pal Singh, the world's richest property developer.

DLF took the decision to implement SharePoint Online to be able to manage content and information on a granular level; provide staff and external stakeholders with the flexibility of a centralized Content Services solution, and reduce the overall infrastructure costs.

With over 2.4 million content items held in an aging IBM FileNet P8 instance, and a requirement to minimize business downtime during the migration process, DLF chose Proventeq’s Migration Accelerator to discover, analyze, enhance, classify, and migrate their content portfolio. Our team then followed this with 90 days of post-migration support to ensure that the switchover to Microsoft’s platform was efficient and that each of the challenges of the project had been met.




Property Development


IBM FileNet


SharePoint Online

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The Challenges

Understanding the existing content

Content stored across FileNet repositories required analysis to identify errors, inconsistencies, and the often complex relationships surrounding DLF’s content.

Vast content distribution

Documents stored across multiple Object Stores and folders in FileNet P8 meant that content was often not correctly filed, related, secured, or in context.

Complex content architecture

Content in FileNet repositories required segregation and migration to consolidated content types and different site collections in SharePoint Online.

Granular security requirement

DLF required the ability to restrict view, read and print permissions for respective internal departments and staff, as well as a wide range of external stakeholders.

Requirement for full-fidelity

A short timeframe was required for the project as the incumbent FileNet platform was planned to be retired within a 3-month period due to a license expiration.

Proventeq's Migration Solution

We developed a strategic six step migration and support solution based on both DLF's unique challenges, and our extensive experience in migrating content from IBM FileNet P8 to SharePoint.
Discovery & Analysis

Discovery & analysis

Migration Accelerator’s drill-down discovery reports and pre-migration checks identified potential migration issues, directed an efficient migration strategy, and established the requirements of a target information structure.

Information architecture optimization

The target information structure was designed to match DLF’s organizational structure which consisted of Corporate, Subsidiaries, Promoters and Projects functions, each with their own departments, companies and sub-functions.

Information Architecture Optimization
Migration Design

Migration design & configuration

Custom content classification and target structure mapping features addressed the requirement to classify content accurately and migrate related documents together into site collections and document libraries in SharePoint.

Pilot migration

Proventeq’s migration team carried out a pilot migration by mapping content from FileNet to demonstrate how the production migration would work. This gave DLF an opportunity to test existing data in a production-like environment.

Pilot Migration
Incremental Migration

Incremental live migration

Following a successful pilot migration, Migration Accelerator’s incremental migration features were used to stage the production migration per department and minimize the impact to DLF’s business processes.

Post migration support

 As a Microsoft Gold Partner and Microsoft Preferred Partner in Content Services with extensive SharePoint, Proventeq’s adoption support ensured that DLF gained maximum value from the features offered by SharePoint.

Migration Support

The Results

Robust information protection

Thanks to the implementation of a granular SharePoint security model, DLF have met a key goal of controlling view, read, and print permissions on externally shared content. Migration Accelerator has also provided DLF the ability to apply Microsoft Azure Information Protection to high volumes of content across internal users and external stakeholders; strengthening the long-term security of shared content.

Improved user productivity

By empowering DLF’s users with a secure centralized search platform that allows the restriction of search to specific content types for specific users within their customized SharePoint Online instance, Proventeq have helped reduce the time spent across the organization searching for and working with content. This measure has also helped to negate the impact of having to replicate efforts in storing and managing documents and rich media across disconnected on-premise platforms, thereby allowing content to now be distributed to both internal staff and external stakeholders securely, quickly, and easily.

Reduced cost of infrastructure

Due to an existing investment in Microsoft’s Office 365 platform, DLF have found that by moving the content out of IBM FileNet P8 and decommissioning the IBM system there has been a significant reduction in the total cost of ownership of their ECM infrastructure. These savings have been generated by a 65% reduction in licensing costs and by negating the need for expenditure on modernizing and upgrading FileNet P8 to provide the functionality the organization requires.

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SPO answered all of DLF's needs and now forms the extensible central hub for DLF’s information management infrastructure; encouraging productivity and real-time collaboration.

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