Streamlining Document Security and Onboarding with Nintex: A Case Study on Norwegian Olympic Committee

• National Security & Defense
• Telecommunications

• Personnel Tracking & Monitoring
• Tamper Detection

• System Integration

The Norwegian Olympic and Paralympic Committee and Confederation of Sports (NIF), a government-funded organization, was facing significant challenges in managing its internal documents and streamlining the onboarding process for its staff and members. The organization, which manages sports organizations and clubs for all of Norway, had to maintain communications across 100 internet sites for its 3.5 million members, 90 percent of whom are children. Prior to the upgrade, NIF was using SharePoint 2003, last updated in 2006, and an old document system, Hummingbird, which was inefficient and posed a security risk as documents were often stored on hard drives, Dropbox, or email. The IT department was struggling with managing approximately 100 sub-companies with an equal number of email domains. The organization needed a solution that was consistent, easy to use, and did not require a lot of custom code or IT help.

The Norwegian Olympic and Paralympic Committee and Confederation of Sports (NIF) is a government-funded organization that manages sports organizations and clubs for all of Norway. It has 3.5 million members, 90 percent of whom are children. The organization also oversees 100 sub-companies, each with its own email domain. NIF relies on a paid staff of 1,500 and a large number of volunteers at the association level. The organization was previously using an outdated document system and was struggling with managing its internal documents and streamlining the onboarding process for its staff and members.

NIF implemented about 1,500 Nintex workflows to manage onboarding, including provisioning and Active Directory creation, and to simplify the process of setting permissions and rights for documents. The solution was chosen for its flexibility, feature-rich nature, and seamless integration with SharePoint. The onboarding process for new staff, regardless of the size of the sub-company, was standardized and automated, reducing the time taken from up to two weeks to less than an hour. The solution also included an approval process to prevent accidental overspending. Provisioning the sites’ 1,000-document libraries was handled by an automated workflow, and Nintex Forms were used to simplify the process of deciding access permissions. The solution was integrated so seamlessly that end users did not realize when they had shifted to Nintex.

• The implementation of Nintex workflows has significantly improved the operations at NIF. The solution has not only streamlined the onboarding process but also made setting permissions and rights for documents simple. This has allowed the organization to focus more on its core mission of managing sports organizations and clubs rather than dealing with tech hurdles. The solution has also eliminated the security risks associated with the old document system, thereby enhancing the organization's data security. Moreover, the solution has reduced the need for custom code and IT help, making it easier for the staff and volunteers, many of whom have stronger sports savvy than tech skills, to handle the system. The seamless integration of the solution with SharePoint has made it virtually invisible to end users, further enhancing its usability.

• Solved previously unknown security risks
• Saved 800 hours per year through automated onboarding
• Reduced new member signup time from weeks to less than an hour