Microsoft 365 Automation using Organization Structure to Revolutionise Communication & Collaboration
Technology
National Healthcare Innovation and Productivity Medals
National University Health System
27 November 2025
To revolutionize communication and collaboration by fully automating dynamic membership assignments to Teams, Viva Engage. Microsoft365 Automation significantly improves internal efficiency, information flow, and supports future automation with estimated.
Year Submitted: 2025
Published Date: 27 November 2025
Tags: Technology, Data Management, Digitalisation, Automation
About this Content
Aims
To revolutionize communication and collaboration by fully automating dynamic membership assignments to Teams, Viva Engage, and SharePoint Online using dynamic rules based on harmonized organization structures.
Background
Traditional teams require manual updates of membership, which is time-consuming, inefficient, error-prone, creates security/confidentiality risks, and is unscalable. Microsoft365 Automation addresses these issues by integrating dynamic rules with Active Directory and personnel databases.
Methods
The methodology involves a full integration framework with several components: PEOPLE: Setup of a Master Data Management (MDM) Team. PROCESS: Consolidation and harmonization of business processes.
SYSTEMS, TECHNOLOGY, INFRASTRUCTURE: Integration of 9 systems and execution of batch jobs.
SCALABILITY: Use of cloud solutions and dynamic rules.
DATA: Harmonization of personnel master data into a single-source-of-truth.
GOVERNANCE: Built-in governance for security, compliance, and quality assurance.
CULTURE and CHANGE MANAGEMENT: Collaboration with M365 Champions.
COMMUNICATION: Use of EDM, engagements, and roadshows.
PERFORMANCE: Analytics and data tracking.
Results
The automation led to improved efficiency, productivity, data quality, adoption, reduced operational costs, improved workforce efficiency, better content organization, improved security, optimized storage costs, and increased agility.
Conclusion
Microsoft365 Automation significantly improves internal efficiency, information flow, and supports future automation with estimated yearly recurring savings of $3,498,291 and one-time savings of $20,660.
Lessons Learnt
Integrating dynamic rules and ensuring data quality are crucial for successful automation.
Keywords
Automation, Microsoft365, Integration
Innovators' Details
Innovators' Details
Healthcare Cluster(s) | National University Health System |
Organization(s) Involved | National University Health System, Synapxe |
Platform(s) | National Healthcare Innovation and Productivity Medals |
Healthcare Professional Group(s) | Healthcare Administration |
Applicable Specialty or Discipline | Human Resource, InfoTech, Operations |
Project Lead(s) | Kelly Ng |
Project Member(s) | Ivan Chan |
Connect with this contributor!
Kelly Ng - Kelly_wh_ng@nuhs.edu.sg