When Iris Software decided to develop a Contracts Management System built on Microsoft 365, they sought the expertise of an accredited Microsoft Partner. Their search led them to a trusted Microsoft Gold Partner capable of assisting them in the creation of a specialised Contracts Management System based on Microsoft 365.

The Contract Management System would enable Iris to automate and streamline the process of creating, managing, and monitoring contracts throughout their lifecycle. Providing a centralised platform to store, organise, and track their contracts, enabling efficient contract administration and ensuring compliance with their contractual obligations such as DPA and GDPR.

Konsolute successfully deployed an enterprise-level Contract Management System for Iris Software, harnessing the power of Microsoft Cloud and leveraging products and technologies from Microsoft 365 and Azure stack. The implementation of the system brought forth a multitude of features and benefits, some of the notable enhancements included:

The implementation of the Contract Management System proved to be a success for Iris Software. The organisation experienced a remarkable improvement in contract management efficiency, compliance, and overall productivity. The centralised repository built upon SharePoint Online and streamlined processes minimised risks associated with contract mismanagement and improved visibility into contractual obligations.

Iris Software realised several tangible benefits, including reduced contract administration costs, increased employee productivity, enhanced compliance with contractual terms, and minimised legal and financial risks. The implementation of the Contract Management System positioned Iris Software as a more agile and effective organisation, capable of efficiently managing its contractual relationships.

Decommissioning a nuclear site is a complex and challenging process that involves the safe removal of radioactive materials and the dismantling of facilities and structures. The process requires careful planning, management, and execution to ensure that it is completed safely, efficiently, and cost-effectively. Quality is essential in the decommissioning process to ensure that the work is carried out to the highest standards and that the safety of workers and the environment is not compromised.

The decommissioning of a nuclear site involves a range of activities, including dismantling buildings, removing waste, and decontaminating surfaces. These activities require specialist skills, equipment, and processes, and must be carried out to strict regulatory and legislative requirements to ensure that they are safe and effective. Quality is essential in every aspect of the decommissioning process, from the design of decommissioning plans to the selection of contractors and the implementation of work activities.

Konsolute delivered an enterprise level Quality Management System (QMS) built upon the Microsoft Cloud which leveraged products and technologies from Microsoft 365 and Azure. QMS provided Dounreay with a framework to establish, implement, maintain, and continually improve their quality management processes. One important aspect of a QMS is document management, which involves the creation, review, approval, and control of documents, including policies, procedures, and records.

For Dounreay, a key benefit of implementing a QMS was that it helped the organization to adhere to their regulatory and legislative requirements related to recordkeeping. Records are an essential component of the decommissioning process, as they provide evidence of the work carried out, the materials used, and the outcomes achieved. Regulatory bodies such as the Office for Nuclear Regulation (ONR) require that records are accurate, complete, and maintained for a specified period.

The QMS implemented by Dounreay provided a standardized approach to document management, which ensured that all records were properly created, reviewed, approved, and controlled. The QMS also provided a centralized repository for records, which made it easier for the organization to manage and retrieve records when required. The QMS also helped to ensure that records were retained for the required period, and that they were disposed of securely when no longer needed.

Konsolute delivered an enterprise level Quality Management System (QMS) built upon the Microsoft Cloud which leveraged products and technologies from Microsoft 365 and Azure. QMS provided Dounreay with a framework to establish, implement, maintain, and continually improve their quality management processes.

QMS also helped the organization to adhere to their regulatory and legislative requirements related to recordkeeping. Records are an essential component of the decommissioning process, as they provide evidence of the work carried out, the materials used, and the outcomes achieved. Regulatory bodies such as the Office for Nuclear Regulation (ONR) require that records are accurate, complete, and maintained for a specified period.

QMS utilized Microsoft 365 which provided the organization with a range of tools for collaboration and communication, which helped to streamline the review and approval process for documents. This reduced the amount of time required to complete reviews and approvals, which helped to improve efficiency and reduce costs. Furthermore, Microsoft 365’s enterprise security and compliance features, enhanced Dounreay’s security and compliance posture by protecting sensitive data and ensuring that Dounreay was meeting its legal obligations.

In summary, QMS helped Dounreay to adhere to their regulatory and legislative requirements related to recordkeeping by providing a standardized approach to document management and a centralized repository for records. This helped to ensure that all records were properly created, reviewed, approved, controlled, and retained for the required period as per their regulatory requirements.

During the merger between LLWR and RWM that formed Nuclear Waste Services (NWS), effective communication was crucial to ensure a smooth transition and alignment of goals. With multiple departments and teams coming together, it was essential to create a cohesive culture, clarify roles and responsibilities, and establish a shared vision for the future. Effective was essential in in building trust, minimizing uncertainties, and reducing resistance to change.

Content Managers from both organisations required a platform to create and distribute content that was relevant across both organizations whilst having the ability to uniquely cater content specific to an organization. It was essential that the solution would offer collaborative platform to share knowledge, reach out to a wider audience and ensure that employees were informed up-to-date information.

It was decided to use SharePoint Online as as the underlying platform due to its capabilities for enterprise-level collaboration and communication for creating a Modern Intranet solution. The strategy of introducing an Intranet during a merger was vital in promoting effective communication and collaboration between different teams and departments. In the case of Nuclear Waste Services (NWS), the merger between LLWR and RWM presented an opportunity to create a unified platform that would streamline communication and facilitate knowledge sharing among employees.

The Modern Intranet was built on SharePoint Online, which was taken to the next level by leveraging Konsolute’s Intranet Widgets. The Widgets enabled the organisation to enhance collaboration and user experience on the Intranet.

Audience targeting enabled Content Managers from both organizations to target content to specific user groups based on their organization as well as run campaign on targeted days. This personalized approach resulted in higher user engagement and satisfaction. Users felt that the Intranet was tailored specifically for them, leading to increased productivity and collaboration.

In addition to the personalized targeting, Microsoft Viva feature were leveraged to enhance the Intranet. Microsoft Viva used AI-driven signals to suggest relevant information to employees, empowering them to make informed decisions and stay up to date on the latest information.

To ensure the seamless and secure experience, the tenant leveraged new collaboration features such as Azure B2B, which worked in conjunction with Azure AD’s Conditional Access Policies and Sensitivity Labels. This ensured that employees had the best user experience whilst remaining secure.

The Intranet played a key role in disseminating important information about the merger, such as the vision, goals, and organizational structure of the new company. By keeping employees informed and engaged, an Intranet helped to reduce uncertainty and anxiety during the transition period, while fostering a sense of shared purpose and commitment to the success of the new organization.

The Intranet enabled the organisation to share critical information and resources across the organization which helped to break down silos and promote collaboration between teams, enabling NWS to leverage the collective expertise and capabilities of its employees to achieve its objectives more effectively.

LLW Repository Ltd (LLWR) is a nuclear site licence company. The organisation is responsible for the management and operation of the UK’s national facility for permanent disposal of low-level radioactive waste. After a recent transition, the company is now a subsidiary of the Nuclear Decommissioning Authority (NDA) and have subsequently taken on the responsibility of delivering the National Waste Programme. They strive amongst other things to help waste producers find alternative reuse, recycling, treatment and disposal routes. At present, LLWR’s ethos is aligned with the NDA’s mission; to clean up the UK’s Nuclear legacy. 

Konsolute have worked with LLWR to complete a Digital Transformation of the entire business ecosystem, helping to automate business processes, establish an Electronic Documents Records Management System (EDRMS) for the maintenance of their records and the benefit of external ISO Standard adherence and create a zero-trust Microsoft 365 environment on the cloud. Konsolute was thrilled to facilitate this long-term goal for LLWR and encourage the wider Nuclear Industry make that leap towards the cloud- a journey that the NDA estate is now on too. 

LLWR recognised the need to modernise their IT infrastructure and embark on a digital transformation journey aimed at achieving several key objectives, including enhancing collaboration, improving data security, and achieving greater efficiency. To accomplish this ambitious goal, LLWR partnered with Konsolute, a trusted Microsoft Gold Partner renowned for its expertise in digital transformation and cloud solutions.

One of the primary challenges identified by LLWR was the need to modernise their legacy systems and take advantage of the powerful security and toolsets offered by Microsoft cloud platform. The executive team at LLWR recognised that a private cloud was not a sufficient solution for their needs, citing its high costs and lack of flexibility. As a result, LLWR was eager to explore the Microsoft cloud offerings that would enable them to streamline their business processes and align their internal growth with the wider NDA vision and roadmap.

LLWR faced challenges in wider organisational adoption, as the Executive team noted a limited appetite for moving sensitive information into the cloud due to a lack of trust and a traditional thinking favoured on-premise infrastructure. Simon, a key member of the team, noted that the cloud was still a relatively new concept in the sector at the time. To address this challenge, Konsolute identified the need for better channels for communication and collaboration that were easily accessible, as well as providing the correct training to ensure successful adoption.

Konsolute’s approach to the programme was carefully structured in a three-phased methodology, strategically progressing from security foundation and collaboration to data identification and classification with Konsolute’s Kolumbus, and ultimately culminating in a comprehensive data migration plan.

Assessing the cloud readiness of LLWR was a fundamental step in determining the project’s starting point and goals. Our assessments enabled us to provide valuable recommendations, plan essential activities and establish key milestones. Our initial strategy was geared towards securing LLWR’s environment with a zero-trust, mobile-ready platform. This approach laid a robust foundation for the project and provided stakeholders with reassurance of data security in the tightly regulated industry.

A zero trust model was implemented for LLWR to enhance their security posture. This model ensures that network traffic was treated as untrusted, and access to resources were granted based on a user’s identity, device posture, and risk level. We utilised several features, such as conditional access policies, multifactor authentication, privileged identity management, and data loss prevention policies. These features allowed LLWR to restrict access to critical resources, monitor user activity, and prevent unauthorised access to sensitive data. Additionally, we implemented Microsoft Intune for device management to ensure that only authorised and compliant devices were allowed to access corporate resources. By leveraging these features, we were able to establish a highly secure environment that provided LLWR with optimal protection against cyber threats.

Konsolute’s in-house products, such as Reflekt, Intranet, and Virtual Academy, were used to facilitate collaboration within LLWR. The usage of these Konsolute products with Microsoft 365 services enabled LLWR employees to work together more efficiently, improving productivity and increasing security. This integration also ensured compliance with Microsoft governance policies, which is critical for organizations in regulated industries. Overall, the use of Konsolute products was instrumental in improving collaboration and streamlining processes within LLWR.

Konsolute utilised their in-house product, Kolumbus, to aid in the data migration process during the final phase of their strategy. Kolumbus provided data discovery, visualisation, and assisted business leaders in determining which data and documentation should be migrated to the cloud. Konsolute’s data migration strategy involved defining the information architecture first, followed by a pre-migration stage, then a pilot phase, and ultimately a staged delta migration, which minimized risks. By using Kolumbus for data migration, Konsolute experienced several benefits such as increased efficiency, cost savings, customization, control, and data security.

At each stage Konsolute’s strategy was geared to maintain transparency with stakeholders and business managers, conducting regular workshops and playback sessions to keep everyone moving towards the same goal.

LLWR has surpassed the digital transformation curve and emerged as a pioneer in the Nuclear Sector in terms of security and cloud adoption. Konsolute successfully implemented a zero-trust environment for secure collaboration, which was a crucial objective. In Phase Two of the transformation, Konsolute prioritized collaboration by leveraging Microsoft 365 stack, Teams, and their own learning and governance platforms, building on the enterprise-level zero-trust platform.

Despite the challenges posed by the global pandemic, LLWR and Konsolute achieved significant milestones in their project, with remote implementation being a particular success. Despite being entirely online, the deployment of teams was completed without any issues or negative feedback, representing a major success from a business change perspective. Konsolute provided LLWR with a unified document management platform, ensuring the security and compliance of all data, including the ability to archive and dispose of data according to regulatory requirements. LLWR’s compliance with ISO 9001 and 45001 was also ensured. Additionally, Konsolute streamlined LLWR’s business processes, allowing for automation and improved efficiency and auditing.

In David’s words, “Konsolute come with a vast amount of experience, not only with what they deliver, but in their wider knowledge of the LLWR estate, culture and the people involved which is of a benefit especially as we enter phase three of the project.” He also mentioned that Konsolute’s holistic approach at every stage of the project has provided companywide reassurance. David acknowledged that Konsolute has gone above and beyond in delivering an excellent product for LLWR, driven by their client-centric ethos.