The Department of Health is an essential government agency overseeing critical public health functions across the region. With hundreds of employees and numerous internal processes, the department needed a modern and efficient way to manage information, enhance communication, and optimize workflows. As operations expanded, so did the complexity of managing documents, assigning resources, and maintaining visibility over employee tasks and office equipment. It was time for a digital transformation.

The department faced several operational challenges rooted in outdated systems and scattered communications. Employees relied heavily on email to share documents and updates, creating silos of information and slowing down response times. The lack of a centralized platform for collaboration led to inefficiencies, duplicated efforts, and frequent misunderstandings among teams. Moreover, key areas such as equipment inventory, room scheduling, and time tracking lacked structure, making monitoring resources and improving accountability difficult.

To address these issues, our team implemented a modern intranet using the latest version of SharePoint, explicitly tailored to meet the Department of Health’s needs. We held weekly progress meetings using the SCRUM methodology to ensure continuous feedback and alignment with departmental goals. The result was a fully customized digital workspace that centralized operations and significantly improved productivity.

We developed and integrated several key modules within the SharePoint environment:

• Printers Monitoring: Provided real-time visibility into print usage across departments, enabling the agency to reduce costs by identifying unnecessary printing and optimizing device usage.
• Labor Billings: Enabled employees to record work hours daily, automatically generate billing documentation, and track task completion by day or week—streamlining payroll and accountability.
• Property Inventory: Simplified the tracking and management of office equipment, including assignment and return processes, ensuring every asset was accounted for.
• Room Reservation: Allowed personnel to easily book conference rooms, promoting efficient scheduling and preventing overlaps.
• Ticket Center: Provided a streamlined way for employees to report IT issues, with automatic assignment to the appropriate department, significantly reducing resolution times.
• Modern Intranet Design: Delivered a user-friendly, visually appealing portal that fostered collaboration while maintaining secure access to centralized content.

The Department of Health now operates with greater clarity and coordination. With centralized tools, employees can collaborate more effectively, reducing internal emails and eliminating redundant processes. Equipment can be tracked at a glance, and data-driven decision-making is possible thanks to improved visibility. The agency also moved closer to a paperless office, reinforcing sustainability goals. Ultimately, this SharePoint transformation has paved the way for a more agile, efficient, and connected government agency.