Ascom

Challenge

Ascom is a global provider of communication and collaboration solutions for healthcare and enterprise organizations, a leader in providing mission-critical, real-time solutions for highly mobile, fast-paced, and time-sensitive environments. With over 1,500 employees across 19 offices worldwide, Ascom serves thousands of clients across six continents and over 40 sectors, including healthcare, high-risk industries, and retail.

Ascom was undergoing a significant infrastructure transformation, migrating to Microsoft 365 to streamline its IT environment and improve overall efficiency. One of the most complex parts of this migration involved moving all data and workflows from their existing on-premises SharePoint Operational Document System (ODS) to SharePoint Online.

This task presented several challenges:

• Demanding business processes: GDC Services had to adapt to Ascom’s specific operational needs during the project.
• Evolving requirements: During the project, we agreed upon an expanded set of requirements regarding design, data validation, and custom solutions, requiring flexible adaptation from GDC Services.
• Regulatory compliance: Given Ascom’s highly regulated industry, GDC Services needed to ensure strict adherence to all regulatory and legislative requirements, which necessitated comprehensive User Acceptance Testing (UAT).

Solution

To meet these challenges, GDC Services implemented a two-fold approach: content migration and solution development, carried out in parallel to ensure efficiency and minimize downtime for Ascom.

Key components of the solution included:

• Custom solutions: GDC Services configured both custom and standard SharePoint web parts, delivering a tailored experience for Ascom’s needs.
  
  
• Workflow migration and redesign: Forms and workflows were not just migrated but also redesigned to fit into the new system, including:

-       custom start and response forms;

-       workflow logic implementation;

-       Azure functions for workflow management;

-       automated email notifications and workflow history tracking;

-       task creation and workflow history migration.

• Advanced customizations: To address specific business requirements, GDC Services developed several unique solutions:

-       print to PDF;

-       task reminders;

-       document cleanup tools for ODS;

-       advanced search functionality;

-       customized buttons for history and renaming;

-       user-friendly web parts like “My Inform Documents”

• Comprehensive migration tools: Using ShareGate as the primary migration tool, the team conducted detailed analyses, troubleshooting, and post-migration issue resolution to ensure a smooth transition.

Throughout the process, quality assurance and testing were paramount. The GDC Services team created tailored test cases for each workflow and customization, using these as the foundation for three extensive rounds of User Acceptance Testing conducted in close collaboration with Ascom’s team.

Results

• The migration project marked a major milestone for Ascom, as it successfully transitioned to an operational SharePoint Online environment. GDC Services not only ensured the seamless transfer of data, but also went beyond by addressing the unique demands of Ascom’s workflows and business processes. The new environment was tested to guarantee the integrity of all migrated data, with custom scripts developed to verify its accuracy at every stage.
• What stood out during this project was the ability of GDC Services to adapt and redesign workflows on the fly. As Ascom’s needs evolved throughout the migration, the GDC team responded with agility, ensuring that the final solution meets the client’s expectations.
• The migration did not just end with the technical deployment. It laid the foundation for a long-term partnership between Ascom and GDC Services. With the project now in “Business as Usual” mode, GDC continues to support Ascom in maintaining and enhancing their SharePoint Online environment, while both teams are already gearing up for the next phase of collaboration – the migration of their Common Document Management system.
• The successful completion of the HyperCare phase demonstrated the value of GDC Services’ customized approach and technical expertise. Looking back, this project was more than just a migration – it was an opportunity to build trust and showcase the power of collaboration in overcoming complex digital challenges.
• Both teams are looking forward to collaborating on future projects that will further streamline and enhance Ascom’s digital infrastructure.