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New Era Technology Implements Custom Governance Strategy to Regulate Microsoft Teams usage for a Leading Pharma Giant

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About the Client

The Client is a leading pharmaceutical company with its headquarters in Dublin-Ireland, and Malvern-Pennsylvania for US operations. It started its operations in 1997 by acquiring pharmaceutical products, assets, and production rights from other pharmaceutical companies, and currently, it has an active headcount of around 3000 employees.

Business Challenges

The Client was using Microsoft 365 for managing its business operations and had 
planned a Teams implementation for Q2, 2022. It was looking for a comprehensive governance strategy and solution to ensure optimal and secure implementation and prevent the unregulated creation of Teams. The other objective of the solution was to provide reporting, administration, 
provisioning, and naming conventions. The specific technical requirements of the provisioning solution are outlined below

  • Regulate the creation of a new Team within the Teams environment by an in-built assessment of the business need.
  • Provide users with a questionnaire within the App to determine the requirements, scope, and utility of the proposed creation of a new Team.
  • Assess the submission from the questionnaire and provide direct approval if it meets the Governance guidelines, or send it for further approval, or reject it.

To ensure seamless implementation of Teams and provide an effective Governance solution, the Client chose New Era, with which it had partnered for multiple projects in the past

Solution Approach

New Era, with its vast expertise in developing bespoke solutions in Microsoft Technologies, did a complete assessment of the Client’s requirements and strategized a solution to provision Teams. 
The solution included the development of three Team templates and a provisioning questionnaire. A Power Automate flow was designed to review and approve the submissions for creation of a new Team. The questionnaire was accessible in the Teams App, as well as the Client’s intranet, and helped determine one of the below outcomes for a user submission to create a new Team. 
 
  • An approval, if the need for the requirement matches the Governance guidelines
  • Moving the request for an additional approval
  • The option of an existing SharePoint site to be incorporated in the Team
  • The feasibility of the requirement to be handled in an alternate manner 
Apart from the above functionality, the solution also included a feature to have sensitive content or tagging stored in the Client’s SharePoint lists in the M365 tenant. The project implementation was supplemented by two weeks of Hypercare support, as well as a knowledge transfer session with usage documentation.

Benefits

The Client benefitted from the successful implementation of a Governance Strategy for Teams and was planning to have a solution developed on similar lines for its SharePoint environment. With New Era on-time and comprehensive solutions, it accrued the below benefits.

• A regulated Teams environment that followed configurable guidelines.
• Ease of the approval process for the creation of a new Team.
• The required capability of automatically reviewing the requests and escalating them, if needed.
• Securing sensitive content from unauthorized usage.
• Streamlining the usage of Teams application in an optimal manner.

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