Case Study 1: SharePoint 2013 Designer Workflow Analysis 

The University of Sydney, a globally recognized institution, relied on SharePoint 2013 workflows to automate various processes across departments. With Microsoft announcing the retirement of SharePoint 2013 workflows by April 2, 2026, the university faced the urgent task of analyzing its current workflows to prepare for migration to modern platforms such as Power Automate or Nintex. 

Project Objective 

To conduct a comprehensive analysis of all SharePoint 2013 workflows within the University of Sydney’s tenant. This analysis would serve as a critical foundation for planning the migration to modern workflow platforms, ensuring seamless operations and continued process automation. 

Challenges 

1. Legacy Dependency: 

• The university had numerous workflows built over years using the SharePoint 2013 engine, some of which were deeply embedded in daily operations. 

2. Limited Visibility: 

• Identifying all workflows across the tenant was complex due to their dispersed nature and varying levels of documentation. 

3. Platform Transition: 

• Deciding between Power Automate and Nintex for migration required a detailed understanding of existing workflows’ complexity and capabilities. 

4. Critical Timeline: 

• With the 2026 deadline, time was of the essence to avoid workflow disruptions. 

TechBubble’s Approach 

1. Comprehensive Workflow Discovery 

• Utilized tenant-wide scanning tools to identify all SharePoint 2013 workflows. 

• Cataloged workflows, including: 

• Workflow type (e.g., approval, notification, data processing). 

• Associated lists, libraries, and triggers. 

• Complexity and frequency of use. 

2. Workflow Usage Analysis 

• Analyzed workflow metadata to assess performance and reliability. 

• Grouped workflows into categories based on their importance to university operations: 

• Critical: Essential for daily processes. 

• Moderate: Frequently used but with available alternatives. 

• Low Priority: Rarely used or outdated. 

3. Migration Suitability Assessment 

• Evaluated each workflow for compatibility with Power Automate and Nintex based on: 

• Required functionalities. 

• Integration with Microsoft 365 and third-party systems. 

• Scalability and customization needs. 

4. Stakeholder Engagement 

• Conducted workshops with departmental stakeholders to validate workflow requirements and identify improvement opportunities. 

• Prioritized workflows based on business impact and migration complexity. 

5. Documentation and Recommendations 

• Prepared a detailed report summarizing: 

• Workflow inventory and usage statistics. 

• Migration recommendations (Power Automate vs. Nintex). 

• Proposed enhancements for workflow efficiency and user experience. 

Key Findings and Insights 

1. Workflow Distribution: 

• Majority of workflows were approval-based, while others supported notifications, task management, and data synchronization. 

2. High Dependency on Legacy Workflows: 

• 40% of workflows were identified as critical, requiring immediate migration planning. 

3. Migration Preferences: 

• Power Automate was recommended for workflows requiring deep integration with Microsoft 365. 

• Nintex was better suited for complex workflows needing advanced customization. 

4. Improvement Opportunities: 

• Some workflows were redundant or inefficient, presenting an opportunity to streamline processes during migration. 

Outcomes 

1. Comprehensive Workflow Inventory: 

• Delivered a detailed inventory of SharePoint 2013 workflows with usage patterns and criticality assessments. 

2. Migration Roadmap: 

• Provided a clear migration strategy, prioritizing critical workflows to ensure a smooth transition. 

3. Enhanced Process Efficiency: 

• Identified opportunities to optimize workflows during the migration process. 

4. Platform Selection Guidance: 

• Enabled informed decision-making by comparing the capabilities of Power Automate and Nintex for specific use cases. 

Next Steps 

1. Workflow Redesign: Modernize workflows to align with modern platforms’ features. 

2. Pilot Migration: Test migration of selected workflows to validate functionality and resolve issues. 

3. Training and Adoption: Train university staff on using Power Automate and Nintex to create and manage workflows. 

4. Decommission Legacy Workflows: Gradually phase out SharePoint 2013 workflows as modern replacements are deployed. 

Conclusion 

TechBubble’s analysis empowered the University of Sydney to proactively address the retirement of SharePoint 2013 workflows. By providing a detailed workflow inventory and actionable migration roadmap, the university is well-prepared to transition to modern platforms, ensuring uninterrupted operations and improved process automation. 

About TechBubble 
TechBubble is a trusted partner in digital transformation, specializing in SharePoint modernization, workflow analysis, and migration solutions. Our expertise helps organizations seamlessly transition to modern platforms while driving efficiency and innovation. 

Case Study 2: NHMRC – Clinical Trials Centre migration 

The NHMRC Clinical Trials Centre (CTC), a research unit within the University, managed highly protected data for various clinical trials. Previously, this data was stored on University file systems, posing challenges in accessibility, security, and scalability. To enhance data management and ensure compliance with strict data protection standards, the CTC undertook a project to migrate each trial’s data to Highly Protected SharePoint sites. 

Project Objectives 

1. Centralized Data Storage: 
   Migrate trial-specific data from university file systems to dedicated SharePoint sites. 

2. Enhanced Security: 
   Leverage SharePoint’s highly protected environment to ensure compliance with data protection regulations. 

3. Standardized Site Configuration: 
   Implement a common template and permission matrix across all SharePoint sites for consistency and efficiency. 

4. Improved Accessibility: 
   Enable secure, role-based access to trial data for authorized personnel. 

Challenges 

1. Highly Sensitive Data: 

• The data involved included confidential clinical trial information, requiring stringent security measures during migration and storage. 

2. Volume and Complexity: 

• Large volumes of data with varying structures and formats added complexity to the migration process. 

3. Permission Management: 

• Implementing and testing a standardized permission matrix to ensure proper role-based access control across all sites. 

4. Minimizing Downtime: 

• Ensuring minimal disruption to ongoing trials during the migration process. 

TechBubble’s Approach 

1. Assessment and Planning 

• Conducted a comprehensive audit of the existing file systems to identify data volumes, structures, and critical dependencies. 

• Defined a clear migration strategy, prioritizing trials based on data sensitivity and business impact. 

2. SharePoint Site Configuration 

• Developed a common template for SharePoint sites, including pre-configured libraries, metadata fields, and permission groups. 

• Implemented a standardized permission matrix, ensuring appropriate role-based access for researchers, administrators, and external collaborators. 

3. Secure Data Migration 

• Utilized secure migration tools to transfer data while maintaining integrity and confidentiality. 

• Validated data post-migration to ensure completeness and accuracy. 

4. Security and Compliance Measures 

• Configured SharePoint’s advanced security features, including: 

• Data encryption (at rest and in transit). 

• Conditional access policies for external collaborators. 

• Audit logging to track data access and changes. 

5. User Training and Support 

• Delivered training sessions to familiarize the CTC team with the new SharePoint environment. 

• Provided ongoing support to address any post-migration challenges. 

Outcomes 

1. Centralized and Secure Data Management 

• Migrated all trial data to dedicated SharePoint sites with enhanced security features. 

2. Consistency Across Sites 

• The use of a common template and permission matrix ensured uniformity across all SharePoint sites. 

3. Improved Accessibility and Collaboration 

• Authorized personnel could securely access trial data from anywhere, enhancing productivity and collaboration. 

4. Regulatory Compliance 

• SharePoint’s highly protected environment met stringent data protection standards, ensuring compliance with regulatory requirements. 

5. Operational Efficiency 

• Simplified data management processes reduced administrative overheads and improved overall efficiency. 

Lessons Learned 

• Plan for Data Sensitivity: Stringent security protocols are essential when handling highly protected data. 

• Standardization Simplifies Management: Implementing common templates and permission matrices ensures consistency and reduces complexity. 

• Stakeholder Engagement is Key: Collaborating with stakeholders during planning and execution minimizes disruptions and ensures user adoption. 

Conclusion 

TechBubble’s SharePoint migration project for the NHMRC Clinical Trials Centre successfully transitioned highly protected trial data to a secure, scalable, and user-friendly environment. By leveraging SharePoint’s advanced features, the CTC enhanced its data management practices, improved collaboration, and ensured compliance with data protection regulations. 

About TechBubble 
TechBubble is a trusted expert in SharePoint migrations and data management, specializing in secure, scalable, and compliant solutions for organizations managing sensitive information. 

University of Sydney <-> SharePoint 

Case Study 2: ICT Front Door Implementation with SharePoint 

The University of Sydney sought to enhance access to ICT services by creating a centralized, user-friendly platform. The goal was to design and develop a SharePoint-based ICT Front Door that would streamline ICT service delivery, consolidate information, and improve user experience. 

Project Objectives 

1. Centralized ICT Services Platform: 

• Design and implement a centralized SharePoint platform for all ICT services. 

2. Information Architecture: 

• Develop a comprehensive information architecture to organize and consolidate ICT services content effectively. 

3. Change Management: 

• Develop and execute a robust Change and Communications Plan to ensure smooth adoption by staff. 

4. Governance and Support: 

• Establish a Governance and Support Model for ongoing platform management. 

5. Integration with AEM: 

• Provide seamless links between the ICT Front Door services and the Adobe Experience Manager (AEM) system. 

6. Phased Launch: 

• Pilot the ICT Front Door with a focus group before launching the Minimum Viable Product (MVP) to all staff. 

Challenges 

1. Content Consolidation: 

• ICT services content was dispersed across multiple platforms, making it difficult for users to locate relevant information. 

2. User Adoption: 

• Ensuring staff embraced the new platform required a clear communication strategy and training. 

3. Integration Needs: 

• Linking SharePoint services with the existing AEM system required seamless integration to maintain a consistent user experience. 

4. Governance Requirements: 

• Establishing a governance model to manage platform updates, permissions, and content quality was critical for long-term success. 

TechBubble’s Approach 

1. Platform Design and Development 

• Created a centralized SharePoint platform tailored to the university’s ICT service needs. 

• Designed an intuitive user interface with clear navigation to improve accessibility and usability. 

2. Information Architecture Development 

• Conducted workshops to map existing ICT services content. 

• Consolidated content into a structured hierarchy, ensuring easy discovery and alignment with user needs. 

3. Change and Communications Plan 

• Developed a detailed plan to communicate changes to stakeholders. 

• Organized training sessions and support materials to assist staff in adopting the new platform. 

4. Governance and Support Model 

• Designed a Governance Model outlining roles, responsibilities, and processes for managing platform content and updates. 

• Delivered a comprehensive Support Model to guide the university’s ICT team in maintaining the platform post-launch. 

5. AEM Integration 

• Linked the ICT Front Door services to the AEM system, enabling users to access services seamlessly from the university’s existing digital ecosystem. 

6. Phased Launch 

• Pilot Phase: Tested the ICT Front Door with a focus group, gathering feedback for improvements. 

• MVP Phase: Rolled out the ICT Front Door to all staff, ensuring core functionalities were operational. 

Outcomes 

1. Centralized Access to ICT Services: 

• Staff gained a single platform to access all ICT services, reducing time spent searching for resources. 

2. Improved Content Organization: 

• A structured information architecture made ICT services content easily navigable and user-friendly. 

3. Seamless Integration: 

• The integration with AEM ensured a unified user experience across platforms. 

4. Successful User Adoption: 

• Clear communication and training led to a smooth transition, with positive feedback from staff. 

5. Sustainable Governance: 

• The Governance and Support Model ensured the platform could be maintained and updated effectively. 

Lessons Learned 

• User-Centric Design Matters: An intuitive interface and well-organized content are crucial for user satisfaction. 

• Stakeholder Engagement Drives Success: Involving stakeholders in the pilot phase ensured the platform met user needs. 

• Governance is Essential: A clear governance model supports long-term platform sustainability. 

Conclusion 

The ICT Front Door project at the University of Sydney successfully streamlined access to ICT services through a centralized SharePoint platform. With a robust governance model, seamless integration, and a phased launch, the platform enhanced user experience and improved operational efficiency. 

About TechBubble 
TechBubble specializes in developing user-focused SharePoint solutions, streamlining digital workflows, and driving organizational efficiency. We partner with institutions to deliver impactful, sustainable digital transformation projects.