A leading provider of retail financing and leasing for new vehicles in South East USA since 1981 faced significant challenges with their outdated and unsupported legacy EDRMS platform built on IBM FileNet. The organization needed to transform their B2C communication processes to meet modern business requirements.
The existing document management infrastructure presented several critical obstacles:
- Tight Timeframe: The business transformation needed to be conceived, planned, and executed within a six-month timeframe, prior to the imminent decommissioning of IBM FileNet.
- Information Architecture Requirements: The client’s EDRMS information architecture in SharePoint needed to be restructured to meet document classification requirements.
- High-Volume Data Processing: The new system needed to handle large volumes of data at speed to meet business SLAs using Azure Logic Apps and functions in the public cloud.
- Custom Search Functionality: Users needed to search across approximately 80 million files using business-driven filters such as Customer Account Number and Vehicle Identification Number.
- Regulatory Compliance: Faster retrieval of documents was essential to support regulatory compliance and customer data requirements.
Proventeq’s M365 and Azure Cloud experts worked closely with the client’s business and technology teams to design and implement a comprehensive solution:
- Agile-Based Requirement Analysis: Multiple in-depth workshops were conducted to investigate gaps and discover opportunities for improvement in data processing and presentation.
- Architecture Design Spikes: Proventeq used design spikes in the agile-based delivery model to address architecture changes introduced by the customer, particularly to meet security requirements for integration between Azure Logic Apps and SharePoint.
- SharePoint Online Customization: The SharePoint platform was customized to deliver specific business requirements, especially custom search capabilities and application development to fully decommission the FileNet platform.
- Business SLA Optimization: The team designed a Logic Apps solution incorporating a high degree of parallelism to process 20,000 documents ingested daily and enable faster document retrieval through the new cloud-based solution.
- Adoption and Change Management: Knowledge transfer sessions, technical design documentation, and train-the-trainer sessions were designed and delivered to embed adoption of the new platform.
“Without Proventeq we would never have been able to convert our highly complex historical data into a modern cloud application.”
Gijs Boudens - ICT Director
The migration to Microsoft 365 and Azure Cloud platforms delivered significant benefits:
- On-Time Legacy System Decommissioning: By rebuilding processes and business applications in the cloud, Proventeq enabled decommissioning of the client’s legacy FileNet platform on schedule, reducing costs for licensing and supporting infrastructure.
- Process Consolidation: Consolidation of EDRMS processes within existing M365 license investments resulted in a streamlined approach to business processes using a cloud-based digital workplace platform.
- Cost-Effective Maintenance: With no-code/low-code developments, support and maintenance carried a lower cost overhead, as Proventeq developed and deployed solutions to remediate existing process automation tasks.
- Enhanced Performance: The new system successfully met the requirement to process 20,000 documents daily with faster retrieval times through the cloud-based solution.
- Future-Proof System: The organization now has a secure, compliant system built on Microsoft Azure Cloud and M365 platforms that can adapt to future business needs.
daily with the new system
custom business filters
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