The Ministry of Education and Child Care – Migration from SharePoint 2016 to SharePoint Online

The Ministry of Education and Child Care – Migration from SharePoint 2016 to SharePoint Online


Portfolio Description

Background and History

The Ministry of Education and Child Care of the Government of B.C. primarily focuses on the BC school system and is located in Victoria. The British Columbia school system aims to empower students to realize their potential, develop essential skills and knowledge, and contribute to a thriving society and economy.

The Problem

The OCIO mandated the Child Care Division (ECC-CCD) to migrate their sites from SharePoint 2016 to SharePoint Online to meet the plan to retire the on-premise server at the end of 2023. ECC-CCD sought to improve its site structure and access control in the new SharePoint environment.

Their challenges were:

  • Short timeline to achieve their goal
  • Ineffective site structure and strict security requirements
  • Required external sharing

Our Solution

Spot Solutions was engaged to migrate its content from SP2016 to SharePoint Online. The initiative also focused on implementing a governance plan, ensuring proper management, usage, and control of their sites to ensure successful completion and user adoption. Spot Solutions ensured ECC privacy requirements were met throughout the project, and we engaged with stakeholders to plan and design the information architecture and guided them in cleaning up data and defining the scope of content for migration. The Spot team configured the target SharePoint sites and migrated desired content. Spot conducted SharePoint training to power users to ensure a smooth transition. 

The Impact 

The successful migration and the new site structure provide ECC with a clean-slate environment. Their new SharePoint Online sites enable users to organize their content more effectively using the modern experience, increase collaboration among users and allow continuous improvement.

Now they can:

  • Organize their content more effectively using the modern experience 
  • Collaborate effectively
  • Decommission their SharePoint 2016 site as planned by the OCIO