Seamless Stability: From Adobe Experience Manager to SharePoint Online at NSK

The Challenges

NSK’s intranet on Adobe Experience Manager (AEM) became increasingly difficult to manage. Limited flexibility, high licensing costs, user experience problems, a steep learning curve and cumbersome file linking were key issues. To leverage existing tools and save on costs, NSK decided to migrate to SharePoint Online, part of their Microsoft 365 suite, partnering with Rocketta for a seamless transition.

The Migration Challenges

NSK’s migration process faced several key challenges:

1. Complex SharePoint Environment: NSK’s existing SharePoint environment included multiple customized workflows and integrations with other business systems, making the migration intricate.
2. Proper data and formatting migration: With a vast amount of different data stored in SharePoint (fonts, styles, pictures, structures), the migration should have been accurate. 
3. Business Continuity: Ensuring that the migration process did not disrupt ongoing business operations was crucial.
4. Complex Enterprise Approvals: Rocketta had to navigate NSK’s intricate internal approval processes, typical for enterprises, ensuring all decisions were made promptly while staying within the set timelines.
5. Feature and Migration compatibility: Before starting, Rocketta conducted a thorough analysis to ensure that all required features could be replicated or improved in SharePoint. This included modifying the 3-level navigation filter and other complex features to fit the new platform.

Rocketta’s Unique Approach & Project Workflow

• Initial Assessment and Planning: Rocketta began with a thorough assessment of NSK’s existing intranet setup, identifying the key features and functionalities that needed to be replicated or enhanced in the new SharePoint environment. Close collaboration with NSK’s team helped prioritize the most critical needs.
  
  6 New Features Planning and Execution:

1. Permissions development & setup 
2. Modifications in the News section with new filters
3. Customization and Personal bar with frequently used sites, activities, time zones, etc.
4. Jobs display section with the Region filter
5. Global Bulletin Board (embedded from external source to their intranet)
6. Safely working days count down & up timer.

• Migration plan development: Rocketta developed a migration plan featuring the steps for migrating the SharePoint environment to Microsoft 365. The plan included a detailed timeline, resource requirements, and strategies for risk mitigation. Rocketta recreated the customer’s Sharepoint in its tenant, gave the customer access to test and adjust improvements and new features and after the client’s approval the process of migration to the customer’s tenant started. 
• Seamless Migration: The actual migration from Adobe Experience Manager to SharePoint Online was executed with precision. Rocketta ensured minimal downtime and a seamless transition, with all content, user data, and permissions carefully migrated to the new platform.
• Final Testing and validation: The team extensively tested and validated the migrated SharePoint environment to ensure proper setup and functionality of workflows and integrations.
• Training and Support: Rocketta ensured smooth adoption of the new system by conducting primary and advanced training in both German and English. These sessions, critical for helping users navigate and fully utilize the system, were complemented by tailored materials provided by our Rockademy coaches.

The Results

The migration to SharePoint Online has delivered significant benefits to NSK:

• Enhanced Flexibility and Scalability: The new SharePoint-based intranet is highly flexible, allowing NSK to easily implement new features and scale the system as the organization grows.
• Cost Efficiency: Moving to a cloud-based platform has reduced maintenance costs and eliminated the need for specialized expertise to manage the intranet.
• Improved User Experience: The migration to SharePoint Online introduced a more intuitive, user-friendly interface with advanced personalization features. This overhaul significantly boosted employee engagement, leading to better collaboration, increased productivity, and a more streamlined user experience. Additionally, six new features were added, further enhancing the intranet’s functionality and usability.
• Seamless Integration: The integration with other Microsoft 365 tools has streamlined workflows and improved overall efficiency across the organization.
• Migration Time: The entire migration was completed in just 14 days.
• Content Migration: 400 web pages and over 20,000 files were successfully migrated to the new platform.

Client Feedback

“We are thrilled with the transformation of our intranet. Rocketta’s expertise in SharePoint has made a significant impact on our internal communication and collaboration. The migration was smooth, and the new system is a vast improvement in every way. I can say that I’m satisfied with the migration, easily rating it a 9 out of 10. I highly recommend their services to any organization looking to migrate or create a new intranet on SharePoint.”
— Philipp Thomalla, HR manager, NSK

Future Outlook

NSK continues to explore additional ways to leverage the capabilities of SharePoint Online. Future plans include further customization, integration with other enterprise systems, and expanding the use of Microsoft 365 tools to drive even greater efficiencies across the organization.

Conclusion

The successful migration of NSK’s intranet from Adobe Experience Manager to SharePoint Online is a testament to the power of strategic digital transformation. With Rocketta’s expert guidance and technical execution, NSK has not only overcome its previous challenges but has also positioned itself for continued growth and innovation in the digital workplace.