Modernizing Document and Workflow Management with SharePoint For a Manufacturing Company
Introduction
The Client is a leading manufacturing company with a diverse product portfolio under the Orthosis and Prosthetics Specialty. With operations and assembly operations spread across multiple departments, they faced challenges in coordinating production processes, managing product documentation, and ensuring seamless collaboration among different departments. To address these issues, the client decided to implement SharePoint as a centralized platform to enhance efficiency, optimize workflows, and improve communication.
Issues That Held Their Teams Back
Disparate document management systems leading to version control issues.
Inefficient document sharing, version control problems, lack of real-time collaboration, and a high volume of duplicate documents.
No Standard SOP for Archival and Purging Processes.
Inefficient manual search mechanism of documents.
The SharePoint Strategy We Designed and Delivered
The SharePoint solution for the client included the creation of comprehensive communication and team sites. The SharePoint implementation was executed in multiple phases.
- The process began with a thorough analysis of the client’s existing classic SharePoint environment and complete documentation across 21 physical file drives.
- A Nalashaa team of SharePoint experts and business analysts collaborated closely with the client’s IT team to ensure a seamless transition.
- Our team also worked with stakeholders across departments to gather requirements and design a SharePoint solution tailored to their specific operational needs.
- The migration of existing documents into SharePoint was carried out with meticulous attention to detail, ensuring full data integrity.
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Extensive user testing and training sessions were conducted to familiarize teams with the new platform.
Our change management team regularly engaged with users to address concerns and gather feedback throughout the transition.
Highlights and Features
Customized Enterprise Site: A central hub for employee news, updates, and events.
Archival and Purging: Automated cleanup processes that boost performance with no manual effort.
SharePoint Document Libraries: Centralized storage for blueprints, technical docs, and quality standards with full version control.
Digital Ticketing System: A digital process for safety and maintenance specification changes with faster approvals.
Customized Team Sites: Department-specific sites for production, quality, and logistics to streamline collaboration.
Metadata Management: Automated metadata suggestions for quicker search and retrieval.
Workflow Automation: Department-aligned approval workflows that reduce delays.
Knowledge Base: A structured repository that cuts duplicate tickets and speeds up resolutions.
Business Outcomes
The SharePoint project brought numerous benefits to the client, such as increased operational efficiency, reduced operational costs, improved product quality, and enhanced customer satisfaction due to on-time deliveries.
Document retrieval time reduction
Significant drop in retrieval time, enabling quicker decisions and faster manufacturing.
Improved collaboration and knowledge sharing
Better collaboration and knowledge sharing led to fewer production delays.
Reduced communication gaps
Clearer communication and stronger cross-department coordination.
Shift to digital platforms increasing productivity
Employees now work on SharePoint instead of physical servers, resulting in a major productivity boost.
Faster approval times and lifecycle management
Quicker approvals improved document reviews and overall product lifecycle management.
Technologies Used
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