South Eastern Melbourne Primary Health Network (SEMPHN) on track to achieve fit-for-purpose efficiency.

With the second-largest catchment population in the country, South Eastern Melbourne has an incredibly diverse geographical, cultural and socioeconomic profile. For example, residents speak more than 220 languages and more than a quarter were born overseas. For South Eastern Melbourne Primary Health Network (SEMPHN), operational efficiency is crucial in meeting the unique healthcare needs of the region’s residents and to realise its vision of creating opportunities for these people to live their healthiest lives.

Driven to achieve one of their key strategic goals of organisational excellence, SEMPHN worked with FiveP to rollout a new SharePoint intranet and an integrated Tabei Resource Centre within Microsoft Teams. During the project, team members were supported with a comprehensive Adoption and Change Management Program. Security and governance compliance were also enhanced by improving permission structures and implementing Orchestry into Teams. With optimised information access and collaboration tools that support evolving workforce and security needs, SEMPHN is on track to achieve fit-for-purpose efficiency.

Driving impact by maximising organisational efficiency

A key initiative identified in SEMPHN’s strategic plan is to execute a digital strategy to help achieve an efficient, fit-for-purpose organisation. After a competitive tender process, FiveP was selected to assist SEMPHN in delivering critical components of their digital strategy project: Adopting a cloud-based SharePoint intranet and optimising the use of Microsoft Teams.

“As an organisation, and we didn’t have robust digital systems and processes historically. It was recognised that the information we needed to provide our staff in order for them to do their jobs really well wasn’t available to them at all times and scenarios.”

Anita Woods, Director of Change and Enablement Services, South East Melbourne Primary Health Network (SEMPHN)

“As an organisation, and we didn’t have robust digital systems and processes historically. It was recognised that the information we needed to provide our staff in order for them to do their jobs really well wasn’t available to them at all times and scenarios.”

Anita Woods, Director of Change and Enablement Services, South East Melbourne Primary Health Network (SEMPHN)

Discovering the foundations of a transformational roadmap

FiveP’s two-stage, multi-phase solution offered an ideal approach for SEMPHN to ensure the successful roll-out and adoption of their new intranet and optimised Teams.

Stage 1 involved:

• A comprehensive Discovery process
• Establishing a roadmap that identified fit-for-purpose technology solution options
• Employing our SharePoint Foundations service
• Deploying Tabei, our integrated resource centre and intranet for Microsoft Teams.

Stage 2 involved:

• Implementing Orchestry, a complete governance, adoption and enablement platform, into Microsoft Teams
• Migrating data, users and workflows into the fully optimised communication and collaboration platforms
• Adoption and change management to support and train end users in Teams and SharePoint.

Completing the project in stages while following a strategic roadmap supported SEMPHN’s internal project teams in implementation, communication, and change management. “FiveP’s staged approach gradually introduced new ways of working for team members,” says Candy Guiban, Implementation Lead at FiveP, “Completing the work in stages not only supported a strategic journey of change management for users but gave project teams the opportunity to achieve quick wins.”

Getting the roadmap right in the early phases was also crucial to the project’s success. Unearthing critical insights during the Discovery process made this possible. “During Discovery, we worked with key stakeholders to understand end user needs, organisational pain points, project risks and opportunities for improvement,” says Joel Walker, Head of Sales at FiveP. “SEMPHN has a hybrid workforce within a large catchment area. Their on-premises SharePoint made it harder for staff to access information remotely and it was resource intensive to keep it up-to-date. “As a growing organisation that has experienced a lot of change, they were looking for more effective ways to communicate with all of their staff.”

The Discovery process also uncovered the need for increased adoption and change management support for end users and potential security and confidentiality risks relating to document sharing permissions. Candy says the Discovery insights revealed a clear path forward, giving SEMPHN tangible solutions for transformative change. “Through the Discovery process, we captured SEMPHN’s pain points and gave them a path forward – a roadmap to a modern intranet and full optimisation of Teams designed to enhance collaboration and fit-for-purpose efficiency.”

“We had a new strategic plan rolled out in 2023, and in it we were really clear that we wanted one of our strategic pillars to be organisational excellence – that’s what the project has really been working towards achieving. And that’s where FiveP came into play – really helping optimise our Microsoft ecosystem.”

Anita Woods, Director of Change and Enablement Services, South East Melbourne Primary Health Network (SEMPHN)

“We had a new strategic plan rolled out in 2023, and in it we were really clear that we wanted one of our strategic pillars to be organisational excellence – that’s what the project has really been working towards achieving. And that’s where FiveP came into play – really helping optimise our Microsoft ecosystem.”

Anita Woods, Director of Change and Enablement Services, South East Melbourne Primary Health Network (SEMPHN)

Optimised information access and collaboration tools that support evolving workforce and security needs

With the new cloud-based SharePoint intranet, an integrated Tabei Resource Centre within Teams and a supportive Adoption and Change Management Program, SEMPHN staff can now quickly and efficiently access information whenever they need it, from anywhere they are working. “People now understand where to go for information and the purpose of each platform,” says Candy. “The new intranet is the central source of truth for organisation-wide communications such as news articles and announcements. The Tabei Resource Centre within Teams is now the single source of truth for documents.”

The project has helped SEMPHN to modernise and embrace cloud-based collaboration in a way that’s also more secure and compliant. “A key benefit of the project is increased efficiency, with more opportunities for collaboration, what’s more, they’re now better protected from security risks and have enhanced governance compliance, thanks to improved permissions structures and the implementation of Orchestry into Teams.” According to Joel, the project has been a positive force of change for team members. “People have the right tools to do their jobs and it’s really made a difference for a team that’s already been through a lot of growth and change.”