Municipal District of Greenview – SharePoint Rebuild

Municipal District of Greenview – SharePoint Rebuild


Portfolio Description

Background and History

The Municipal District of Greenview No. 16 is a municipal district in northwest Alberta.

The Problem

MDG was looking to rebuild their existing SharePoint On-Premise environment in SharePoint Online in compliance with their governance, information management, and end-user experience requirements.

Their challenges were:

  • An outdated document control solution that was being used sporadically
  • Poor collaboration on information sharing and business processes
  • Multiple copies of documents were creating difficulty in identifying the active version

Our Solution

Spot Solutions created an overall architecture and governance plan that included building a hub site and 22 department sites. We met with each department to gather their requirements and then built each site to their specifications, setting up any needed libraries, lists, metadate, and permissions. Training was provided to end users, champions, and administrators to enable them to maintain the sites going forward. All training materials were saved in a training site, enabling new staff to quickly get up to speed on how to use SharePoint.

The Impact

The new solution enables MDG to embrace SharePoint Online as an information management document repository, intranet, and collaboration tool, taking advantage of the numerous benefits offered by the cloud-based platform.

Now they can:

  • Use the department sites to increase collaboration and engagement amongst their staff
  • Safely store their documents in their enterprise-wide document control solution
  • Use version control to easily find the active version
  • Migrate their existing content from file shares and use metadata to organize their data

Testimonial:

I wanted to express my gratitude to your staff. Work life for me has been made easier and less stressful due in part to their attention, initiative, and friendly/happy attitude. Thanks again for the work you have done for Greenview!

Peter Stoodley, Manager, Information Systems