Support to the migration of the technical documentation of the infrastructure department

The infrastructure department (INFRA) is responsible for developing and maintaining surface infrastructure for public transport in Brussels. Several hundred employees are responsible for managing the railways, catenaries, signaling and the daily operations.

Needs:

• Make an inventory and migrate all the documentation necessary to accomplish the work of several teams within the infrastructure department (the teams being: special techniques, aerial lines, signaling).
• Adapt an existing collaborative environment model for engineering projects from Sharepoint 2013 to a Sharepoint Online environment.

Solutions put in place:

• Analysis of the specific needs of the different teams involved
• Analysis of the existing situation in terms of documentation series
• Structuring and harmonization of metadata schemas and site structures used in the future working environment 
• Preparation of document sets for migration (renaming, reuse of existing metadata, definition of missing metadata)
• Migration of documents using the ShareGate tool
• Involvement, coaching and support to the teams throughout the project

Systems used:

• File Server (As-Is)
• Documentum (As Is)
• Sharepoint 2013 (As Is)
• Sharepoint Online (To Be)
• ShareGate (Migration)

Benefits:

• New properly structured work and publication environments, allowing correct indexing and the easy search of documents
• Document managers made aware of the information management principles and better trained in the administration of Sharepoint Online
• Teams trained in the use of the new tool and informed about the new rules
• Sets of documents migrated and correctly indexed in the new work environment of each team
• Collaborative environments on Sharepoint Online with increased functionalities for the department''s engineering projects