DLF is the largest commercial real estate developer in India, specializing in the development of commercial, retail and residential properties. The company is headed by Kushal Pal Singh, the world’s richest property developer.
They decided to implement SharePoint to provide stakeholders with the flexibility of a centralized content management system and eliminate the overall additional cost associated with their legacy infrastructure. With a large volume of data held in the company’s aging IBM FileNet system, a requirement to avoid any disruptions and minimize business downtime during the migration process was required.
They chose Proventeq to help discover, analyze, enhance and migrate their content portfolio using the capabilities of our Content Productivity Suite. After a successful migration, our team followed up with 90 days of post-migration support to ensure the switchover was efficient.
The migration presented several significant challenges:
- Understanding the existing content: Content stored across FileNet repositories required analysis to identify errors, inconsistencies and the often complex relationships surrounding DLF’s content..
- Vast content distribution: Documents stored across multiple Object Stores and folders in FileNet P8 meant that content was often not correctly filed, related, secured, or in context.
- Complex content architecture: Content in FileNet repositories required segregation and migration to consolidated content types and different site collections in SharePoint Online.
- Granular security requirement: DLF required the ability to restrict view, read and print permissions for respective internal departments and staff, as well as a wide range of external stakeholders.
- Requirement for full-fidelity: A short timeframe was required for the project as the incumbent FileNet platform was planned to be retired within a 3-month period due to a license expiration.
Proventeq’s migration experts worked closely with the DLF team, providing technical consultancy to help understand the migration tool and accelerate the project:
- Discovery and Analysis: Migration Accelerator’s drill-down discovery reports and pre-migration checks identified potential migration issues, directed an efficient migration strategy, and established the requirements of a target information structure.
- Information architecture optimization: The target information structure was designed to match DLF’s organizational structure which consisted of Corporate, Subsidiaries, Promoters and Projects functions, each with their own departments, companies and sub-functions.
- Migration design & configuration: Custom content classification and target structure mapping features addressed the requirement to classify content accurately and migrate related documents together into site collections and document libraries in SharePoint.
- Pilot migration: Proventeq’s migration team carried out a pilot migration by mapping content from FileNet to demonstrate how the production migration would work. This gave DLF an opportunity to test existing data in a production-like environment.
- Incremental live migration: Following a successful pilot migration, Migration Accelerator’s incremental migration features were used to stage the production migration per department and minimize the impact to DLF’s business processes.
- Post migration support: As a Microsoft Gold Partner and Microsoft Preferred Partner in Content Services with extensive SharePoint, Proventeq’s adoption support ensured that DLF gained maximum value from the features offered by SharePoint.
The transition to Microsoft Office 365 platform wasm swift and smooth and it has provided flexible distribution, management and collaboration of content.”
Mahesh Mathur, Sr. Vice President - Systems & IT DLF Limited
“The transition to Microsoft Office 365 platform wasm swift and smooth and it has provided flexible distribution, management and collaboration of content.”
Mahesh Mathur, Sr. Vice President – Systems & IT DLF Limited, DLF India
The migration to SharePoint Online delivered significant benefits to DLF India:
- Robust information protection: Thanks to the implementation of a granular SharePoint security model, DLF have met a key goal of controlling view, read, and print permissions on externally shared content. Migration Accelerator has also provided DLF the ability to apply Microsoft Azure Information Protection to high volumes of content across internal users and external stakeholders; strengthening the long-term security of shared content.
- Improved user productivity: By empowering DLF’s users with a secure centralized search platform that allows the restriction of search to specific content types for specific users within their customized SharePoint Online instance, Proventeq have helped reduce the time spent across the organization searching for and working with content. This measure has also helped to negate the impact of having to replicate efforts in storing and managing documents and rich media across disconnected on-premise platforms, thereby allowing content to now be distributed to both internal staff and external stakeholders securely, quickly, and easily.
- Reduced cost of infrastructure: Due to an existing investment in Microsoft’s Office 365 platform, DLF have found that by moving the content out of IBM FileNet P8 and decommissioning the IBM system there has been a significant reduction in the total cost of ownership of their ECM infrastructure. These savings have been generated by a 35% reduction in licensing costs and by negating the need for expenditure on modernizing and upgrading FileNet P8 to provide the functionality the organization requires.
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