A hospital in Ontario, Canada needed to migrate its on-premises SharePoint Server 2016 environment to SharePoint Online within a short timeframe. The hospital opted for a lift-and-shift migration, moving to SharePoint Online with a classic architecture that included highly customized master pages and several legacy solutions.

Challenges:

• Large site collections and with massive nested subsites infrastructure on SharePoint server 2016
• Large Lists and libraries with large views.
• Legacy SharePoint solutions that required modernization
• Outdated and un-optimized custom Master Pages across three divisions
• Old and inefficient CSS
• Short timeline to achieve assessment, plan and migrate to SharePoint Online.
• Thousands of orphaned and detached identity objects.
• Sensitive data sprawl without governance controls

Solution:

TechMeka assisted in delivering a successful migration within short timeframe. Our PS team provided an assessment on the hospitals current SharePoint 2016 infrastructure and helped design the entire migration.

The Key elements that TechMeka assisted with:

• Assessment on current SharePoint server infrastructure using SharePoint Migration Assessment Tools (SMAT).
• Designed and implemented Governance and security controls for data protection
• Designed migration plan to target steep timelines and clean cutovers and change management.
• Prepped and transformed source environments to ensure clean migration.
• Redesigned and optimized multiple master pages to be more performant using modern styling techniques and moved media assets to CDN.
• Facilitated rolling cutovers and onboarding of all departments to the new SharePoint online experience.
• White glove and stability support with short SLAs to ensure Hospital operations run smoothly.
• Coordinated client and partner project teams to deliver the project successfully and smoothly.

Benefits:

• Successful rapid migration of SharePoint Server 2016 to SharePoint Online within tight deadlines.
• Improved site performance through optimized master pages and modern styling practices.
• Streamlined governance and security controls to protect sensitive healthcare data.
• Cleaner, more maintainable SharePoint environment after restructuring and modernization.
• Reduced legacy technical debt by replacing outdated solutions and inefficient CSS.
• Department-wide adoption support through rolling cutovers and hands-on onboarding.
• High operational continuity enabled by short-SLA stability support during migration.
• Future-ready SharePoint architecture, enabling scalability and modernization over time.
• Strong cross-team coordination, ensuring smooth execution and minimal disruption to hospital workflows.