The replacement of a document storage system through Microsoft Office 365 / SharePointTUI Deutschland

The company

TUI Deutschland GmbH is the tourism market leader in Germany and a wholly owned subsidiary of the TUI Group, the world's largest tourism group. The Hanover-based tour operator is not only responsible for the creation of holiday tours but also for their distribution and marketing on the German market. In addition to the core brand TUI, numerous other well-known tour operators and brands such as airtours and L'tur, the well-known holiday airline TUI fly and specialists such as Gebeco and Berge & Meer belong to the German TUI Group.

At one glance

  • Data migration from OpenText to Microsoft Office 365 / SharePoint
  • More efficient document management and savings of significant licence fees
  • neusta enterprise services provided the project management

The task

Before the project was implemented, the client stored documents in the self-operated document storage system OpenText (ToWIN/LiveLink). Ongoing licence agreements resulted in annual costs in the six-figure range.

By migrating to Microsoft Office 365 and SharePoint, existing licences can be used and additional costs avoided. Users with Office knowledge should find the changeover easy.

The project goal was to transfer all data from ToWIN to Microsoft Office 365 / SharePoint. Sensitive data that could not be migrated was to be filtered out. The focus should be on checking for automated processes and the possibility of migration.

The implementation

ToWIN was used by about 2,000 active users per week, and around 2.7 million documents were stored there. In addition to the technical migration, the top priority was to inform all users about the upcoming change at an early stage. In this context, a communication concept was developed in cooperation between TUI and team neusta.

An employee of neusta enterprise services took over the project management for this project. The technical introduction of SharePoint took place at TUI as part of a separate project. In the migration project, SharePoint pages were finally created and instructions for the departments were drawn up to support the generation of department pages and ultimately to migrate the data from ToWIN to SharePoint.

Since some of the data had been written automatically in ToWIN, individual solutions had to be developed on the basis of SharePoint Flow. SharePoint developers from team neusta Company supported HEC in this. For example, a flow solution was implemented for TUI controlling, which automatically provides files from an SAP system in SharePoint.

The result

ToWIN was replaced by Office 365 on schedule, and SharePoint has since been used throughout the company for file storage and collaboration. Since the completion of this project, TUI Deutschland has saved annual licence costs in the six-figure range.

Used technologies

  •     Microsoft Office 365
  •     Microsoft SharePoint

Realised by

  • neusta enterprise services
  • HEC (team neusta)

Cover photo: TUI Group