Empowering Education through Digital Innovation

Case Study

Empowering Education through
Digital Innovation

Student using a laptop and notebook for digital learning at home.

The client is a national online education provider known for its online schooling and curricula. With its SharePoint environment approaching end of life, the provider brought in i3solutions to run an assessment of the existing SharePoint environment, manage the move off it to SharePoint 2019 and Office 365, and build a new Intranet portal. The SharePoint development work included configuring Microsoft Entra ID (formerly Active Directory) so user accounts, permissions, and other critical data transferred intact, a data clean-up run jointly with the provider’s IT team that kept orphan users out of the migrated environment, and a new taxonomy and data architecture for the portal. The portal itself was rebuilt on custom Bootstrap, JQuery, and JavaScript and optimized for tablet use, the specific accessibility need the client had raised for homeschooling users. The migration ran against a written plan and a timeline with key milestones, and the provider landed on a modern, supported platform without disrupting day-to-day operations.

The Customer

And Their Challenge

The client, a national online education provider known for its innovative online schooling and curricula, encountered a significant challenge as their SharePoint system approached its end of life. With a steadfast commitment to delivering high-quality education, the provider recognized the critical need to transition to a modern, supported platform to maintain seamless operations. They also sought to improve accessibility for homeschooling, particularly on tablets, which required a mobile-friendly solution.

To address these needs, the provider enlisted the expertise of i3solutions. The primary objectives were clear: conduct a thorough assessment of the existing SharePoint environment, manage the migration to SharePoint 2019, and develop a new, dynamic Intranet portal. This complex project involved configuring Entra ID (Formerly Active Directory) for a smooth user transition, overcoming migration challenges from the existing SharePoint 2013 environment to Office 365, and designing a robust taxonomy and architecture for the new solution. i3solutions worked in close collaboration with the provider’s IT team, not only restructuring the data architecture but also revitalizing the Intranet portal’s branding with a modern touch.

The Solution

SharePoint Migration and Portal Modernization

Before embarking on the migration, i3solutions meticulously prepared by conducting a series of strategic steps to ensure a smooth and successful transition. First, the team performed an in-depth discovery and assessment of the provider’s existing SharePoint 2013 environment, identifying potential challenges and key areas for improvement. This involved a thorough analysis of the current data structures, user permissions, and content organization. i3solutions then collaborated closely with the provider’s IT team to establish a comprehensive migration plan, outlining the necessary technical configurations, data clean-up processes, and security protocols. They also developed a detailed timeline, incorporating key milestones to monitor progress and address any issues promptly. By laying this solid groundwork, i3solutions set the stage for a seamless migration to the new SharePoint environment, ensuring that the provider’s operations would continue without disruption.

i3solutions undertook a comprehensive overhaul of the provider’s Intranet portal, enhancing both its functionality and visual appeal. By implementing a sleek, modern design rooted in the latest Ul/UX principles, the portal became significantly more user-friendly, an essential improvement given the provider’s diverse audience. The use of custom Bootstrap, JQuery, and JavaScript further elevated the user experience, particularly for mobile users, aligning the platform with the rapidly evolving digital education landscape.

Collaboration with the provider’s internal IT team was key to executing a meticulous data clean-up process, which was crucial for ensuring a smooth transition of permissions, users, and data. This proactive approach minimized the risk of orphan users post-migration, addressing a common but often overlooked security concern. Throughout the migration, i3solutions prioritized data security, demonstrating foresight and diligence.

A critical component of the project was the strategic engagement with end users during detailed discovery sessions. This collaborative approach yielded valuable insights that enabled i3solutions to refine data structures, enhance information organization, and address specific needs, such as improving accessibility for homeschooling. To achieve this, i3solutions focused on optimizing the platform for tablet use, creating a mobile-friendly solution that catered to the provider’s increasingly mobile user base. The result was a more efficient and accessible system, empowering users to navigate and retrieve data with greater ease. By adhering to best practices in the software lifecycle and incorporating the latest technical trends, i3solutions ensured the project’s overall success.

Digital education platform showcasing online learning tools and resources.

Technologies

Used in the Solution

Digital proposal management platform for efficient project workflows.

Office 365 provides the client with a modern, cloud- based platform that significantly enhances their operations. The scalable and flexible infrastructure is perfectly suited to their growing needs. The platform’s comprehensive suite of tools improves collaboration and communication across the organization, streamlining workflows and increasing efficiency. The transition to Office 365 not only modernizes the provider’s IT environment but also positions them to easily adopt future innovations within the Office 365 ecosystem, empowering them to better support their online schooling and curricula.

Microsoft Entra ID logo representing security and identity management.

To facilitate the smooth transition of users during the migration process, i3solutions focused on configuring Microsoft Entra ID (formerly Active Directory). This directory service plays a central role in managing and authenticating network resources. By configuring Entra ID, i3solutions ensured a seamless transfer of user accounts, permissions, and other critical data from the existing on-premise SharePoint environment to the new SharePoint version. This meticulous configuration was crucial in maintaining user access, data integrity, and security throughout the migration.

Modern classroom using digital tools for innovative learning experiences.

Bootstrap, a powerful front-end framework, was custom-tailored by i3solutions to revamp the design of the provider’s Intranet portal. Bootstrap provides a responsive grid system and pre-designed components, ensuring a consistent and visually appealing layout across various devices. i3solutions leveraged the flexibility of Bootstrap to create a sleek and modern design, crucial for a user-friendly interface. This customization not only enhances the portal’s aesthetics but also ensures optimal performance on mobile devices, catering to the needs of homeschooling users accessing the portal on tablets.

Custom SharePoint portal for mission attendance management.

JavaScript, a fundamental scripting language for web development, was employed by i3solutions to add advanced features and interactivity to the Intranet portal. JavaScript’s versatility allowed for the creation of dynamic content, real-time updates, and improved user engagement. i3solutions strategically integrated JavaScript to address specific requirements identified during the discovery phase. This included interactive elements that not only enriched the user experience but also contributed to the overall modernization of the portal.

Modern arbitration management software interface with digital tools and analytics. Query, a fast and lightweight JavaScript library, was instrumental in adding dynamic and interactive elements to the Intranet portal. i3solutions utilized Query to streamline the user interface, making it more intuitive and responsive, providing users with a seamless and enjoyable experience. This technology plays a crucial role in achieving the goal of creating a user-friendly environment, especially for end-users accessing the portal on different devices.

Measurable Benefits
and Business Impact

Efficient Office 365 environment for seamless collaboration and productivity.

Enhanced User Experience and Accessibility

i3solutions’ work significantly enhanced the user experience and accessibility of the provider’s Intranet portal. The updated, modern design and user-focused features make the portal more engaging and easier to navigate. Additionally, the mobile-friendly approach ensures that students and educators can seamlessly access resources and participate in homeschooling activities, aligning with the evolving needs of the education sector.

Business team collaborating with digital CRM integration tools.

Data Security
and Risk
Mitigation

i3solutions played a crucial role in safeguarding the provider’s data security and mitigating risks associated with post- migration vulnerabilities. Through a meticulous data clean-up process, potential vulnerabilities were identified and addressed, reducing the likelihood of data breaches. This proactive approach not only ensures the security of sensitive information but also instills confidence among stakeholders regarding the integrity of the educational platform.

Business analyst reviewing data charts and reports for strategic analysis.

Streamlined Data Management and Efficiency

By strategically engaging with end users, i3solutions streamlined data structures and enhanced efficiency in information retrieval within the provider’s educational environment. This collaboration pinpointed critical data management challenges and led to the implementation of targeted solutions to address them. As a result, educators and students experience improved workflows and save valuable time, ultimately enhancing productivity in educational settings where time is of the essence.

Data analytics and fusion tools for strategic awareness and analysis.

Future
Scalability and
Adaptability

i3solutions demonstrated a commitment to future scalability and adaptability by ensuring that the provider’s intranet portal embraces modern technologies and best practices. By integrating the latest technical trends into the portal’s architecture, a solid foundation was laid for future enhancements and expansions. This approach empowers the provider to remain agile and responsive to changing educational needs, positioning them at the forefront of digital education now and in the future.

Frequently Asked Questions

Why did the client have to move off its existing SharePoint version?

Its SharePoint system was approaching end of life, so the provider needed a modern, supported platform to keep operations running. i3solutions assessed the existing environment and managed the migration to SharePoint 2019 and Office 365, which also gave the client a cloud platform it can keep building on.

What happens before a SharePoint migration actually starts?

A discovery and assessment pass over the current environment first. On this project that meant analyzing the provider’s existing data structures, user permissions, and content organization, and identifying the challenges and the areas worth improving. i3solutions then worked with the provider’s IT team on a migration plan covering the technical configurations, data clean-up, and security protocols, plus a timeline with milestones to track progress and catch issues early.

How do user accounts and permissions carry over to the new platform?

Through directory configuration and a data clean-up. i3solutions configured Microsoft Entra ID (formerly Active Directory) so user accounts, permissions, and other critical data transferred from the on-premise SharePoint environment to the new SharePoint version with user access, data integrity, and security intact. The clean-up done with the provider’s IT team reduced the risk of orphan users after the migration, a common but often overlooked security concern.

How was the new Intranet portal made usable on tablets?

Tablet access was one of the client’s stated requirements, so it shaped the front-end work rather than being retrofitted. i3solutions ran discovery sessions with end users, then rebuilt the portal front end with custom Bootstrap, JQuery, and JavaScript. Bootstrap supplies the responsive grid and components that keep the layout consistent across devices, and the customization was tuned for tablets so homeschooling users could navigate and retrieve content on the devices they actually use. The same sessions informed a reworked data structure and information organization behind the portal.

If you are running a SharePoint version that is out of support, or close to it, the hard part is usually not the migration itself but what is sitting in the environment: permissions nobody has reviewed in years, accounts that no longer map to a person, and content with no owner. A first conversation covers which version you are on, where your intranet content and permissions actually live, and what an assessment would have to look at before anyone commits to a target platform. You leave with a written read on your own environment that you can take to the people who approve the project, including the answers your IT and security reviewers will ask for, such as how permissions transfer and how orphaned accounts get handled at cutover. Start the conversation

Running a version that is out of support puts a date on your calendar that somebody else chose. A Risk and Roadmap Assessment covers what is in the environment now, including permissions nobody has reviewed and accounts that no longer map to a person, and sequences the move.