Dubai Silicon Oasis Authority manage a 100% government-owned free zone that promotes modern technology-based industries with urban master-planned community, state-of-the-art infrastructure and in-house business services.
THE BUSINESS CASE FOR MIGRATION
DSOA had an ageing system which was not answering the demands of their business. The structure of the FileNet platform had proved too complex for users to easily interact with content, causing a detrimental effect on productivity and collaboration. To enable better content management, DSOA chose Microsoft's SharePoint platform to avail the classification and collaboration advantages offered.
Having used a legacy IBM FileNet deployment to manage over 850Gb of content since 2009, DSOA had a requirement for a modern platform to streamline various business processes and improve departmental efficiencies.
To achieve this, DSOA needed assistance in understanding the existing content landscape, implementation of an effective information management and governance strategy in SharePoint and migration of large volume of content from existing FileNet platform to align with the streamlined business processes.
However, DSOA faced a variety challenges to ensure they could take full advantage of the rich feature set offered by Microsoft SharePoint. These included:
- Required an insight into the existing content, information architecture and ECM Features being used in IBM FileNet.
- Investigation of the day-to-day operations involving IBM FileNet to address high-level business decisions surrounding FileNet’s content.
- Thorough assessment of source content to identify errors, inconsistencies, and relationships surrounding content.
- Need for an optimised information architecture which closely matched DSOA’s existing business processes.
- Efficiently manage the migration of a large volume of content across multiple departments.
- An audit trail of the entire migration was required to comply with government legislation.
THE MIGRATION SOLUTION
To assist with the challenges, DSOA selected Proventeq to deliver a digital transformation, aligned with their business needs. Proventeq worked closely with DSOA to understand the day-to-day operations and the need for change. Proventeq Migration Accelerator was chosen to migrate content effectively from IBM FileNet to SharePoint, with an aim to optimize content classification.
By undertaking detailed analysis to illustrate DSOA’s existing content landscape and departmental useage, our migration experts highlighted data inconsistencies and potential issues which required attention prior to DSOA’s migration.
Content from various logical department folders within the FileNet object store were mapped and migrated to various SharePoint site collections and sites. Some content originally stored in hierarchical IBM FileNet folders was flattened and tagged with relevant metadata for improved classification. As their migration to SharePoint allowed DSOA to take advantage of the platform's streamlined content type classification, over 200 different document classes were consolidated into less than 20 Content Types. This solution provided an expedited migration to SharePoint with the ability to migrate all relevant metadata alongside the newly classified content.
Additional metadata had to be generated based on DSOA’s existing document class attributes. Our team substituted all invalid characters and patterns present in the last 5 revisions of DSOA’s documents prior to migration to ensure compliance with SharePoint's file naming conventions. Content enrichment was performed on incorrectly classified content and items with missing metadata. Technically incompatible structures from FileNet were re-modelled to ensure compatibility with SharePoint.
To accelerate HR department activities and improve data protection, sensitive data spread across multiple locations was collated into an employee-centric structure.
Using Migration Accelerator's flexible scheduling and incremental migration features, DSOA’s migration was staggered over several weeks to alleviate departmental downtime.
By empowering DSOA’s users with a streamlined content platform, Proventeq have helped reduce the time spent across the organization searching for and working with content. SharePoint has provided DSOA with a content services platform which enables flexible collaboration, distribution and management, thus improving user productivity across the organization.
DSOA have found that by moving the content out of IBM FileNet 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 reduction in licensing and support costs; and by negating the need for expenditure on modernizing the existing platform functionality to meet the organizational needs.