Executive Summary
Facing the challenges of a 15-year-old HTML intranet with significant security gaps and no search functionality, Rockwell Automation embarked on a complete digital transformation journey. By adopting Microsoft Office 365 and SharePoint, designing a metadata-rich architecture, and implementing a global extension plan, the company was able to modernize its intranet to foster global collaboration and mobile-first innovation. With our roles as analysts, architects, and consultants, we delivered measurable benefits: a 60% improvement in content findability and a 40% reduction in support tickets.
Challenge: Outdated Architecture and Global Collaboration Barriers
Rockwell Automation's legacy intranet was built on HTML nearly 15 years ago. While it had served its purpose over the years, several challenges emerged that hindered its effectiveness:
- Aged Technology: The outdated platform struggled to integrate with modern systems, limiting scalability and adaptability.
- Security Gaps: Weak security practices made the platform vulnerable in an era where cyber threats are more sophisticated.
- Lack of Search Functionality: Users were burdened with sifting through pages of content without an efficient way to locate necessary information.
- Collaborative Deficit: The intranet was not mobile-friendly, impeding remote and global collaboration.
Our Approach: Metadata Redesign and Global Extension with Microsoft Solutions
To address these challenges, we implemented a multi-faceted approach that centered on metadata redesign, a comprehensive Office 365 migration, and a complete UI/UX overhaul. Here’s how we strategically tackled the problems:
O365 Migration and UI/UX Overhaul
Modernizing the intranet involved migrating to Office 365, which provided a cloud-based infrastructure capable of supporting robust security practices and scalable services. We overhauled the user interface to be intuitive and mobile-first, ensuring that employees could access resources effectively from any device.
One-Stop Search Powered by SharePoint
The integration of SharePoint was a game-changer. By centralizing information and harnessing a one-stop search functionality, employees could quickly locate documents and content across the global company network. This search integration was designed to be both user-friendly and efficient, facilitating faster content retrieval.
Metadata Redesign
We revamped the existing metadata structure to better categorize and contextualize content. The new metadata schema ensured that all content was tagged appropriately, enhancing search accuracy and overall user experience. This redesign was crucial in making the intranet more accessible and navigable.
Before and After: Enhancing the Information Architecture
The transformation was also visualized through redesigned sitemaps that offered a more logical structure to the content repositories. Below is a simplified comparison:
Before: Legacy HTML Intranet Sitemap
- Home
- Department Pages (Static HTML)
- Document Libraries (Scattered Links)
- Sporadic News Updates
- No Unified Search
After: Modern Intranet Sitemap
- Home (Centralized Dashboard with Personalized Content)
- Global Navigation (Unified Search Bar Powered by SharePoint)
- Department Hubs (Dynamic, Secure, and Mobile-Friendly)
- Document Repository (Integrated Metadata and Tagging)
- Collaboration Spaces (Team Sites and Project Workspaces)
Our Role: Analyst, Architect, and Consultant
Our team took on multiple roles throughout the project, ensuring that strategic insights and technical solutions aligned with Rockwell Automation’s business objectives:
- Analyst: Conducted a thorough review of the legacy system, identified security vulnerabilities, and mapped out the user experience pain points.
- Architect: Designed the system architecture for a seamless Office 365 migration, outlining the integration points between SharePoint and the new metadata system.
- Consultant: Provided guidance to senior leadership and communicated the project benefits through executive-level reporting and user feedback surveys.
Results: Measurable Improvements and Enhanced User Satisfaction
After deployment, the revamped intranet demonstrated significant improvements:
- 60% Faster Content Findability: The integrated SharePoint search streamlined access to information, reducing lookup times substantially.
- 40% Reduction in Support Tickets: Enhanced security and user-friendly design led to fewer issues reported by employees.
- Mobile-First Collaboration: A responsive UI ensured that teams could collaborate effectively from anywhere, facilitating real-time decision-making.
User Survey Results
Post-implementation surveys confirmed the success of the transformation:
- 85% of users reported improved ease of accessing critical documents.
- 90% of employees appreciated the modernized UI, citing significant enhancements to daily workflows.
- Over 80% felt that the new search functionality directly contributed to improved productivity.
Executive Endorsement
An executive at Rockwell Automation remarked, "The modernization of our intranet is a testament to how embracing Microsoft technologies can not only drive efficiency but also foster a culture of collaboration across continents. The measurable improvements in user satisfaction and operational efficiency have exceeded our expectations."
Conclusion and Next Steps
The transformation of Rockwell Automation’s intranet stands as a prime example of how legacy systems can be revitalized using modern cloud platforms. This case study illustrates the importance of a well-defined metadata strategy, integration with Office 365, and a user-centric design approach to drive global collaboration.
Next Steps and Recommendations:
- Continue to monitor user feedback and iteratively improve the intranet's functionality.
- Expand training and support initiatives to maximize the adoption of new features.
- Leverage analytics to further optimize content placement and search accuracy.
- Explore additional integrations with Microsoft Teams and other collaboration tools to extend capabilities.
This case study not only underscores the tangible benefits of consolidating infrastructure and enhancing metadata but also sets a clear roadmap for future digital transformation initiatives. By prioritizing user experience and leveraging robust cloud solutions, organizations can unlock new levels of efficiency and collaboration, ultimately driving global success in today’s competitive technological landscape.
For enterprises contemplating a similar upgrade, the key takeaway is to embrace a flexible, scalable, and secure modern intranet solution that not only meets current needs but also anticipates future challenges. Microsoft’s suite of tools, particularly Office 365 and SharePoint, provides an ideal foundation for such transformations, offering measurable benefits and setting the stage for a connected, agile workforce.
