Our client FFCA is a large public charter school organization in Calgary, operating as a “one-school” system across eight campuses and serving approximately 4,000+ K–12 students. The organization supports a broad mix of users across school leadership, teaching staff, support services, and central administration, with heavy collaboration needs spanning classrooms, school operations, parent-facing processes, and corporate functions.
With thousands of users and a constantly changing operational cadence (school-year cycles, staffing changes, student services, and cross-campus coordination), their Microsoft 365 environment needs to be structured, secure, and easy to manage. Over time, SharePoint and Teams expanded without consistent standards, creating sprawl, access inconsistency, and increased governance risk especially with external sharing and sensitive information in the mix.
FFCA‘s content and collaboration environment had become difficult to manage at scale. Sites and Teams were created inconsistently, ownership was unclear in many areas, and large portions of the environment showed little to no activity yet still contributed to clutter, confusion, and governance risk. Users struggled with findability and collaboration because content was often stored in single “catch-all” libraries and deep folder structures, which led to duplicates, uncertainty around the final version of documents, and slow onboarding for new staff.
West X delivered a comprehensive assessment designed to create immediate clarity and a phased roadmap for stabilization and long-term improvement. We combined environment analysis with stakeholder interviews and user feedback to understand both the technical conditions and the day-to-day realities of how teams store and work with documents.
FFCA received a clear, actionable plan to regain control of a large Microsoft 365 environment and move toward a structure that supports secure collaboration at scale. The assessment provided immediate visibility into where risk was concentrated, what areas were driving the most confusion and content sprawl, and what actions would deliver the fastest improvement. Leadership gained a phased roadmap to reduce permission and sharing risk, improve findability and consistency for staff, and establish governance that prevents future sprawl while also strengthening the foundation required for safe automation and AI readiness.
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