Outcome at a glance: The client, a state National Guard organization with both state and federal missions, engaged i3solutions to migrate its aging SharePoint 2013 environment to SharePoint 2019 and to replace 32 InfoPath forms with Power Apps and Power Automate ahead of a compliance inspection. A custom migration tool moved 34 workflows and more than 336,000 custom list items in three weeks, reduced overall project cost by 25% (approximately $200K to $250K saved versus manual migration), and the upgraded environment passed inspection. Replacing the InfoPath forms cut maintenance demands by 40%, an estimated $150K to $200K saved annually in IT labor and support.
Moving Beyond InfoPath with a Modern, Scalable Alternative
Case Study
Moving Beyond InfoPath with a
Modern, Scalable Alternative
The Customer
And Their Challenge
The client is a state National Guard organization that serves both state and federal missions, providing trained units to support national defense and assist civil authorities during emergencies. Comprising both army and air components, it maintains readiness to deploy anywhere, at any time, to support community, state, and federal missions.
The organization relies extensively on its SharePoint environment to manage documents, workflows, forms, and facilitate collaboration across teams. However, their existing SharePoint 2013 instance had become outdated, creating operational and compliance problems that required immediate attention.
One of the primary concerns was inspection readiness, as the organization needed to upgrade its SharePoint environment to meet compliance standards for an upcoming inspection. With Microsoft phasing out InfoPath, many of their forms and workflows were at risk of becoming unsupported, threatening the continuity of critical operations. The aging SharePoint 2013 platform also struggled to meet the organization’s growing demands, lacking the scalability and performance necessary to support their expanding needs.
To address these challenges, the organization sought i3solutions’ expertise to manage a large-scale migration to a more advanced platform. The upgrade had to modernize their systems while maintaining compliance, operational efficiency, and continuity of ongoing activities.
The Solution
A Managed Migration to a Modern, Scalable Platform
i3solutions partnered closely with the organization to plan and execute a SharePoint migration, addressing both technical and operational challenges. With the critical nature of the organization’s mission in mind, the work was planned around minimal disruption to ongoing operations while delivering a modernized and compliant SharePoint environment. As part of this transformation, i3solutions also transitioned outdated InfoPath forms to Power Apps, replacing legacy workflows with supported, maintainable solutions. The shift improved form functionality and user experience and put the forms on platforms with a supported future: Power Apps for the forms themselves and Power Automate for the workflows behind them.
As part of the solution, i3solutions developed a proprietary migration tool tailored to the organization’s specific needs.
This automated tool facilitated the efficient transfer of sites, lists, documents, workflows, and pages from SharePoint, ensuring data integrity and reducing the risk of errors. The automated approach shortened the migration and maintained the structure and relationships of key content, avoiding the rework that comes with manual migration.
The migration included substantial amounts of critical data. Thirty-four workflows essential for automating key processes were migrated seamlessly, along with over 336,000 custom list items. Additionally, content-rich pages and documents were migrated, preserving accessibility and usability across the new platform. Testing confirmed that all data was accurately mapped and fully functional in the SharePoint environment.
The installation and configuration of SharePoint included setting up the platform on the organization’s infrastructure, configuring permissions, libraries, and workflows to match operational requirements, and optimizing performance to accommodate the organization’s growing data needs.
i3solutions replaced 32 outdated InfoPath forms with modern, user-friendly alternatives built in Power Apps. With InfoPath’s end of support approaching, i3solutions guided the organization through the transition to Power Apps and Power Automate for form creation and workflow automation. Power Apps delivered an intuitive and flexible interface for dynamic form-building, while Power Automate automated processes, reducing manual effort. The new forms offer improved responsiveness, deeper integration with existing systems, and greater customization to adapt to evolving business needs. This modernization improved the user experience and positioned the organization for long-term scalability and automation.
Throughout the project, i3solutions engaged closely with the organization’s leadership and IT teams, providing regular updates, addressing concerns, and ensuring alignment with their goals. Training sessions familiarized users with the new SharePoint 2019 platform and the features of Power Apps and Power Automate, ensuring a smooth transition and adoption of the new tools.
The new platform changes day-to-day work for the organization. It features a modern interface that enhances user experience and adoption, greater scalability to support growing data needs, improved collaboration tools for teams working across state and federal levels, and compliance-ready capabilities to pass inspections. By leveraging SharePoint advanced features and integrating Power Platform tools, i3solutions delivered a transformational improvement that positions the organization for long-term success.
Technologies
Used in the Solution
SharePoint was selected for its improved performance, modern user interface, and expanded functionality and provides the organization with a platform that keeps pace with growing data and collaboration needs. Its compliance-ready infrastructure ensures the organization can meet current and future operational standards with confidence.
Power Automate was selected for its capability to create and automate workflows that integrate directly with SharePoint, simplifying complex processes. By automating repetitive tasks, Power Automate frees the organization’s teams to spend more time on higher-value work.
Power Apps replaced outdated InfoPath forms with modern, user-friendly solutions, letting users design dynamic, intuitive forms. These customizable forms offer flexibility and adaptability, allowing the organization to quickly respond to evolving business needs while reducing dependency on extensive IT support.
A Custom Migration Tool was developed by i3solutions specifically for the organization to automate and optimize the content migration process, ensuring accuracy and minimizing errors. Its tailored approach accelerated the migration timeline while preserving the integrity of critical data and workflows.
Measurable Benefits
and Business Impact
The SharePoint and InfoPath migration has delivered numerous benefits to the organization, enabling them to operate more efficiently and stay compliant with critical standards:
Optimized Migration
Process
i3solutions’ custom migration tool shortened the migration timeline to three weeks and preserved data accuracy, reducing overall project cost by 25% and saving approximately $200K–$250K compared to manual migration.
Future-Proofed
Operations
Replacing 32 outdated InfoPath forms with Power Apps reduced maintenance demands by 40%, saving an estimated $150K–$200K annually in IT labor and support.
Faster
Document Access
The modern SharePoint 2019 environment improved usability and document access, reducing time spent on manual searches by 20%. This efficiency gain equates to more than $300K annually in reclaimed staff productivity.
Increased Inspection
Preparedness
The upgraded SharePoint environment ensured the organization passed their inspection, meeting all compliance requirements and avoiding costly penalties or mission delays valued at over $250K.
Enhanced Scalability
and Performance
The new platform supports 336,000+ list items and 34 workflows without performance issues, deferring infrastructure investments valued at $100K+ annually.
Frequently Asked Questions
How long did the SharePoint and InfoPath migration take?
Three weeks. i3solutions built a custom migration tool for the organization that automated the transfer of sites, lists, documents, workflows, and pages, moving 34 workflows and over 336,000 custom list items while preserving data accuracy.
What did the migration cost compared to a manual approach?
The custom migration tool reduced overall project cost by 25%, saving approximately $200K to $250K compared to manual migration.
What does form maintenance cost now compared to InfoPath?
Replacing 32 outdated InfoPath forms with Power Apps cut maintenance demands by 40%, saving an estimated $150K to $200K annually in IT labor and support. The efficiency gains stack further: faster document searches alone reclaim more than $300K annually in staff productivity.
Could our team run the new environment ourselves afterward?
Yes. i3solutions delivered training sessions on the SharePoint 2019 platform and the features of Power Apps and Power Automate, and the new forms reduce dependency on extensive IT support, so the organization can adapt them as business needs evolve.
If InfoPath retirement or an aging SharePoint farm is on your risk register, talk it through with a team that has already done this migration. Bring your form inventory and farm version, and leave with a concrete read on scope, sequence, and where a migration tool pays for itself.
Retired form technology sitting in the middle of a compliance obligation is the combination that turns a routine upgrade into a deadline. A Risk and Roadmap Assessment inventories the forms and workflows you actually depend on, decides what gets rebuilt or retired, and puts a sequence against that date.
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