Intranet/Document Library: NSW STA

Upgrading a Squiz Matrix intranet of the NSW State Transit Authority (STA) into a more efficient and cost-effective solution. The primary objective was to achieve substantial cost savings while maintaining high search relevance and custom multi-step workflow.

Background and Motivation

PretaGov, a leading technology solutions provider, was entrusted with the task of transforming the Squiz Matrix intranet of the NSW State Transit Authority (STA) into a more efficient and cost-effective solution. The primary motivation behind this project was to reduce operational costs for STA. Recognizing the effectiveness of Plone through their previous experience with the Plone-based public site, STA aimed to capitalize on Plone's features for the intranet. Two key elements of the existing intranet that were of paramount importance to preserve included the multistep approval workflow and improved search relevance. Given STA's positive prior experience with the Plone-based public site, the decision was made to leverage Plone's capabilities to optimise the intranet.

Custom Multistep Approval Workflow Preservation

Plone's innate low-code content workflow editor seamlessly aligned with STA's requirement to retain the multistep approval workflows. This feature empowered content managers to create, manage, and customize workflows with ease. By leveraging Plone's built-in functionality, PretaGov successfully migrated the existing multistep approval workflows to the new intranet, ensuring a smooth transition while maintaining the established approval processes.

Enhanced Search Relevance

To meet the demand for improved search relevance, PretaGov integrated the new intranet with Elastic Search. This integration significantly enhanced the search functionality, allowing users to find information more quickly and accurately. The robust search capabilities offered by Elastic Search ensured that employees could access the required information efficiently, thereby enhancing overall productivity.

Custom Phone Directory

STA required an up to date phone directory and organsitional chart which lets user quickly find details of collegues. This data was synced from multiple sources include Microsoft Active Directory.

Cost Savings and Positive Outcomes

By migrating to Plone and implementing the new functionalities, STA achieved significant cost savings. The streamlined workflows, improved search capabilities, and secure client portal contributed to increased efficiency and reduced operational overhead. STA's content employees benefited from a more user-friendly and powerful intranet, ultimately leading to higher productivity.

Conclusion

The collaboration between PretaGov and NSW State Transit Authority successfully transformed the Squiz Matrix intranet into a cost-effective, efficient, and secure solution. The migration to Plone, combined with the preservation of multistep approval workflows and enhanced search relevance, exemplified how technology can be leveraged to drive tangible benefits. The implementation of a secure client portal and the establishment of secure proxies further demonstrated PretaGov's commitment to delivering innovative solutions tailored to their client's needs. This case study underscores the potential of strategic technological advancements in achieving organizational goals and driving significant cost savings.