Streamlining Operations With a Unified Office 365 Environment

Case Study

Streamlining Operations with
a Unified Office 365 Environment

Modern logistics with Office 365 tools for efficient supply chain management.

The client is a nonprofit government consulting firm serving federal civilian agencies, the Department of Defense, and state and local governments. i3solutions consolidated the firm’s multi-farm SharePoint estate, which ranged from SharePoint 2010 to SharePoint 2013, into a consolidated Office 365 environment on SharePoint Online, integrated Okta for single sign-on within that environment, and created a tailored landing page that lists the relevant projects for each user. The SharePoint migration and development work moved all applications to a single SharePoint 2016 farm first and then to SharePoint Online, with zero critical outages and 99.9% uptime during cutover. Okta SSO with MFA achieved 95% enrollment across 4,000 users within 60 days. The firm reduced password reset tickets by 40%, eliminating more than 4,000 annual IT support requests and saving approximately $100K in helpdesk time each year, while retiring outdated infrastructure and licenses saved approximately $300K per year and delivered full ROI within the first year.

The Customer

And Their Challenge

The client is a nonprofit government consulting firm. It primarily serves federal civilian agencies, the Department of Defense, and state and local governments. The firm provides expertise in logistics, supply chain management, information management, and other areas critical to government operations. Their services include consulting, research, analysis, and implementation support to help government agencies improve efficiency, effectiveness, and innovation in their operations. However, they encountered a pressing challenge that hindered the efficiency of their own internal operations.

Their primary issue revolved around the integration of Okta with Office 365, as users faced the inconvenience of logging in multiple times across various platforms. The firm urgently needed a solution that would provide seamless single sign-on (sSO) capabilities, enabling users to access their applications effortlessly. They also needed assistance migrating their existing SharePoint environment to a modern instance while ensuring seamless integration with their existing systems and minimizing disruption to ongoing operations. The firm sought the expertise of i3solutions to address these critical challenges.

Secure Office 365 login interface for efficient business management.

The Solution

Migration and Single Sign-On Upgrade

In response to the firm’s multifaceted challenge, i3solutions devised a comprehensive solution that involved migrating several existing SharePoint sites into a consolidated Office 365 environment. This intricate process also included integrating Okta seamlessly within the Office 365 ecosystem and creating a tailored landing page to streamline visibility for users.

In the planning phase, i3solutions generated comprehensive usage reports to gain insights into the firm’s existing SharePoint environments. These reports played a crucial role in decision-making, allowing i3solutions to identify critical aspects such as site usage patterns, content relevance, and potential areas for optimization. This data-driven approach ensured that the migration strategy aligned with the firm’s specific needs and requirements.

In addition to this, i3solutions also leveraged Business Process Management (BPM) to identify, streamline and optimize workflows, ensuring that the migration not only preserved, but enhanced the efficiency of the firm’s business processes. By integrating BPM into the planning phase, i3solutions was able to align the migration strategy with the firm’s operational objectives, driving both immediate and long-term value.

Illustration of Office 365 profile management for streamlined business operations.

To facilitate the Okta integration and enhance the overall user experience, i3solutions implemented Site Collections, Hub Sites, and Office 365 groups based on Microsoft’s recommendations for the new environment. Usage reports were generated, and a strategic approach to retiring and archiving older sites was adopted to minimize migration complexities. By capitalizing on direct content database migrations between SQL Servers and employing the ShareGate migration tool for smaller sites, i3solutions ensured a seamless transition.

The newly implemented solution not only resolved the firm’s single sign-on challenges but also introduced a custom landing page. This crucial addition to the firm’s digital landscape, lists all relevant projects for each user, offering a streamlined and personalized experience.

To minimize migration complexities, i3solutions implemented a strategic approach to retire and archive older sites. This involved identifying and categorizing sites that were no longer actively used or essential to ongoing operations. By retiring and archiving such sites, i3Solutions streamlined the migration process, focusing on the transfer of relevant and current data to the new SharePoint environment.

The firm’s SharePoint infrastructure was comprised of multiple farms running diverse web applications, ranging from SharePoint 2010 to SharePoint 2013. Recognizing the importance of uninterrupted access to these applications, i3solutions meticulously planned a systematic migration strategy. Initially, all applications were migrated to a single 2016 SharePoint farm before being transitioned to the SharePoint Online environment.

Unified Office 365 environment enhances collaboration and productivity.

The architecture also incorporates Hub Sites to restructure the firm’s web applications framework, enhancing accessibility and streamlining navigation for users across various platforms.

In response to the firm’s multifaceted challenge, issolutions crafted a holistic solution that not only migrated existing SharePoint sites into a consolidated Office 365 environment but also addresses critical operational needs with precision and efficiency. Through meticulous planning and strategic execution, i3solutions seamlessly integrated Okta within the Office 365 ecosystem, streamlined user visibility with a customized landing page, and optimized the SharePoint infrastructure for enhanced accessibility and navigation. By leveraging cutting-edge technologies and a tailored approach, i3solutions exceeded the firm’s expectations, ushering in a new era of efficiency and effectiveness in their digital landscape.

Technologies

Used in the Solution

Modern office team collaborating using Office 365 tools for seamless workflow.

Okta, a leading identity management platform, played a pivotal role in resolving the firm’s challenge of multiple logins. i3solutions seamlessly integrated Okta into the SharePoint environment, providing users with a unified login experience. By leveraging Okta’s capabilities, users gained the ability to access multiple applications with a single set of credentials, streamlining their workflow and significantly improving the overall user experience.

Modern Office 365 setup for efficient business operations.

SharePoint is designed to facilitate collaboration, document management, and information sharing within organizations. i3solutions strategically migrated all applications to a single SharePoint 2016 farm before transitioning to the final destination – SharePoint Online. This approach ensured a phased and controlled migration, minimizing downtime and disruptions to the firm’s operations. SharePoint Online provides the firm with enhanced flexibility, accessibility, and additional features for content management and collaboration.

Modern office team collaborating using Office 365 tools for streamlined workflow.

i3solutions employed the ShareGate migration tool for smaller SharePoint sites within the firm’s infrastructure. This tool facilitated efficient content migration, ensuring that smaller sites were seamlessly moved to the new environment with minimal manual intervention. ShareGate’s capabilities in handling data transfers, site restructuring, and maintaining data integrity contributed to a smooth and reliable migration process.

Team collaborating on Office 365 tools for efficient business operations.

To optimize the new SharePoint environment, iSolutions implemented Site Collections, Hub Sites, and Office 365 Groups. Site Collections organize and manage related sites efficiently. Hub Sites were strategically used to restructure the framework of the firm’s web applications, providing a centralized and connected experience. Office 365 Groups facilitate collaboration, enabling users to work together seamlessly within their designated groups.

Efficient Office 365 management and integration by i3solutions for seamless business operations.

SQL Server is a relational database management system designed for storing, retrieving, and managing data across various applications and platforms. The migration to SharePoint 2016 was handled with direct content database migrations between SQL Servers ensuring a seamless transition of the firm’s data and content.

Office 365 environment streamlining for improved business operations and collaboration.

Measurable Benefits
and Business Impact

Data analytics and fusion tools for strategic awareness and analysis.

Minimized Downtime

i3solutions’ migration approach to Microsoft 365 ensured a seamless transition from legacy systems with zero critical outages and 99.9% uptime during cutover. Staff maintained uninterrupted access to collaboration tools, preventing an estimated $50K+ in productivity losses during the transition.

Data analytics and fusion visuals for strategic awareness enhancement.

Reduced IT Support Burden

By consolidating logins from three systems into one and enabling Okta Single Sign-On (SSO) with 95% MFA adoption, the firm reduced password reset tickets by 40%, eliminating more than 4,000 annual IT support requests and saving approximately $100K in helpdesk time each year.

Modern office environment with integrated Office 365 tools for efficient workflow.

Increased Cost Savings

Retiring outdated infrastructure and licenses saved approximately $300K per year. The move to Microsoft 365 and Okta SSO also reduced ongoing maintenance and licensing overhead by about 25%, delivering full ROI within the first year.

Efficient Office 365 environment for seamless collaboration and productivity.

Enhanced User Productivity

Unified access across Microsoft 365 applications cut login times and reduced downtime incidents by over 35%, enabling staff to spend more time collaborating and less time troubleshooting. The result: a notable boost in daily efficiency across 4,000+ users company wide.

Data analytics and fusion tools for strategic awareness and analysis.

Improved Security & Compliance

Implementing Okta SSO with MFA achieved 95% enrollment across 4,000 users within 60 days, closing critical authentication gaps and reducing breach risk exposure valued at over $1M annually.

Frequently Asked Questions

How did the migration avoid downtime for users?

The migration was staged. The firm’s SharePoint infrastructure was multiple farms running web applications ranging from SharePoint 2010 to SharePoint 2013, so all applications were migrated to a single SharePoint 2016 farm before being transitioned to SharePoint Online. Large sites moved by direct content database migrations between SQL Servers and smaller sites moved with the ShareGate migration tool. The approach produced zero critical outages and 99.9% uptime during cutover, and staff kept access to their collaboration tools throughout.

Did users end up with one login instead of several?

Yes. Users had been logging in multiple times across various platforms, and i3solutions integrated Okta within the Office 365 ecosystem for single sign-on. Logins from three systems were consolidated into one, and Okta SSO with multifactor authentication achieved 95% enrollment across 4,000 users within 60 days.

What were the measurable results?

Zero critical outages and 99.9% uptime during cutover. Password reset tickets fell by 40%, eliminating more than 4,000 annual IT support requests and saving approximately $100K in helpdesk time each year. Retiring outdated infrastructure and licenses saved approximately $300K per year, ongoing maintenance and licensing overhead dropped by about 25%, and the engagement delivered full ROI within the first year.

How is the new SharePoint environment organized?

With Site Collections, Hub Sites, and Office 365 Groups, implemented based on Microsoft’s recommendations. Site Collections organize and manage related sites, Hub Sites restructure the framework of the firm’s web applications so navigation is centralized and connected, and Office 365 Groups support collaboration within designated groups. A custom landing page sits on top of it and lists all relevant projects for each user.

What happened to the older SharePoint sites?

They were retired and archived. i3solutions generated usage reports on the existing environments, identified and categorized sites that were no longer actively used or essential to ongoing operations, and retired those sites rather than moving them. That kept the migration focused on relevant and current data and reduced its complexity.

If you are running more than one SharePoint farm and your users are signing in separately to each one, those two problems are usually solved in the same project: the migration path and the identity model have to be sequenced together. A first conversation covers what is in each farm today, which sites are worth moving versus retiring, and where single sign-on fits into the order of work. You leave with a concrete read on migration phasing and identity consolidation, the kind of detail an internal case needs. Start the conversation

More than one farm, with a separate sign in for each, is really two problems that have to be sequenced together. A Risk and Roadmap Assessment covers what is in each environment, what is worth moving rather than retiring, and where single sign on fits into the order of work.