30 May 2019

Case Study: State agency engages Optimum for Office 365 and SharePoint governance and workflow automation


Migrating an entire agency’s SharePoint environment to the cloud is no small task! Security, permissions, collaboration, document library structure and access management, and workflow automation need to be considered and designed into the destination environment.

Optimum stepped in to do just that! Working with the client to thoroughly understand their department-specific Office 365 and SharePoint current state and future needs and goals, Optimum’s team of collaboration and portal experts created a customized Office 365 and SharePoint governance framework to bring best practices in security, information architecture, content and document management, apps, data backups, and more to the agency.

sharepoint Governance model optimum

This framework integrated the client’s business needs, information architecture, security compliance requirements, as well as SharePoint-specific best practices. This integration ensured the new SharePoint environment would serve the client’s needs for years to come, while also making critical data accessible to the appropriate level of users.

Workflow Automation for Change Advisory Board Process

A streamlined process for vetting IT Help Desk tickets is critical for ensuring that high-risk, high-urgency change requests are appropriately prioritized and managed accordingly.
Through client workshops, the Optimum Team gained a thorough understanding of the Change Advisory Board (CAB) process, documenting its approval points, alert and notification needs, and integration requirements between the Nintex solution and the client’s existing software systems.

Utilizing Nintex’s workflow automation solution, Optimum was able to ensure that relevant CAB personnel were notified of requests in their queue, as well as keeping the ticket submitter informed of their ticket’s progress through the workflow.
Nintex’s solution, coupled with the SharePoint and Office 365 capabilities, allowed for detailed visibility into the CAB process, bringing more efficiency, time-saving, and productivity for the agency’s employees and IT department.