Swedish Health Professionals Modernize Digital Workplace with Omnia

“The new platform will help us improve our efficiency as well as streamline and consolidate our communications and internal collaboration using a unified, cloud-based, and easily navigated interface. The transition to Microsoft 365 and Teams has made our work processes considerably easier and more efficient, while Omnia knits together communications, work processes, tools, and documents in a seamless, secure, and readily accessible manner”, says Karolina Collins, Digital Process Developer at the Swedish Association of Health Professionals. 

The Swedish Association of Health Professionals (Vårdförbundet in Swedish) is the trade union and professional organization of nurses, midwives, biomedical scientists, and radiographers, together with students in these professions. With more than 114,000 members, the Association represents more than 80% of the workforce. The mission is to improve terms and conditions for its members as well as opportunities for development in the respective professions.

A few years ago, the Association embarked on a comprehensive improvement project focused on strengthening its digital workplace with better and more secure systems for internal communications and document management. The custom-built systems in use were out-of-date and could no longer provide adequate and efficient support to the organization. The Association also needed to build a new Case Management System and furnish the organization with modern and more powerful tools. It was also looking for a communications platform that was easier to manage and keep updated compared with its previous solution.

As a first step, the Association phased out its heterogeneous flora of work tools and migrated to Microsoft 365 to standardize and streamline the system environment. At that juncture, the Association also began its search for a suitable intranet and document management platform. It wanted a secure and adaptable standard platform that could easily be integrated with Microsoft 365 and new functionality.

“Omnia was our best choice since we saw it as being not only robust and secure but also more flexible and adaptable compared with its competitors. It was also clear to us that Omnia's management was fully dedicated to the task of continuously adding the functionality that was missing in the Microsoft environment. This is very important to us. We also listened to colleagues in our industry, who testified to the quality of the platform and the professionalism of Omnia's team”, Karolina points out.

Unified collaboration platform boosts efficiency

Shortly after the Omnia-based intranet was unveiled, Teams was introduced as the organization’s new collaboration, chat, and meetings application. As it turned out, the launch of the new digital workplace couldn’t have been better timed.

“Our new digital communications and collaboration platform made it easy for us to incorporate remote work throughout the organization at the very start of the COVID-19 pandemic. Setting up a home office on the new platform went smoothly for the majority of our employees”, Karolina explains.

What was perhaps the biggest change for users of the digital workplace is that all collaborations now take place in Teams, which is integrated with Omnia, instead of in the collaboration rooms in the previous intranet. Employees now use Omnia’s Teams templates to initiate, set up, and manage projects and collaborations of any kind. Another major improvement is that every tool, collaboration, project, item of information, and internal communication is integrated with Omnia.

“In Omnia, we have all tools, documents, communications, and collaboration channels integrated and accessible via a unified platform and interface. This has made it easier for users to find relevant tools and information and to start, engage in, and navigate to collaborations. It’s now also much more convenient for management and editors to distribute information to and connect with the entire organization. Previously, no more than ten editors published content on the intranet. Today, we have more than 50 active editors and more are coming aboard in a steady flow”, Karolina underlines.

Sensitive information in safe hands

The Swedish Association of Health Professionals has approximately 180 employees and 5,000 elected representatives. Setting up user access control has been one of the greatest challenges of the project.

“Setting up the authorization solution for our employees has been relatively easy. All employees must have access to more or less every system and web service. But it’s more complicated to configure user access control for our elected representatives. This is due to Microsoft’s license programs, which can be very costly for us. We are therefore investigating different license programs to keep costs down at a reasonable level”, says Karolina, and continues:

“With Omnia, however, it’s very easy to protect sensitive information and to configure different user access roles. A possible solution for our elected representatives is to build a customized extranet. It will not cost us anything to extend the solution with an extranet, which was another reason why we chose Omnia.”

The next phase of the Association’s improvement project was to implement a new Omnia-based Case and Document Management System.“This will lead to more rule-based and secure creation, collaboration, management, and storage of documents and cases”, Karolina concludes.