Education

Modernising an IT service catalogue on SharePoint: a successful mission for Qim info

Improving readability, modernising internal tools and simplifying service searches: this was the goal of a Swiss educational institution faced with an outdated IT catalogue. To meet this challenge, the organisation enlisted the support of Qim info. In just 57 days, two architects designed and deployed a centralised solution on SharePoint Online, streamlining access to services and enhancing their visibility.

IT service catalogue: limitations of an outdated solution

The institution was using an IT service catalogue that had become difficult to manage. Service descriptions lacked consistency, making it hard to identify available services. Navigation was unintuitive, and the overall structure of the portal remained unclear.

In addition, information was spread across several tools: Confluence for documentation, KACE for ticket management, and an internal intranet for everything else. This fragmentation led to duplication, longer search times, and a more complex user experience. Users struggled to engage with the existing catalogue, and the visibility of IT services suffered—making a complete overhaul essential.

Redesigning an IT catalogue on SharePoint Online: goals and challenges

The institution entrusted Qim info with a complete overhaul of its IT service catalogue. The aim was to centralise information within a single portal that would be more readable, more accessible, and easier to manage. To achieve this, Microsoft SharePoint Online was chosen—a solution well-suited to creating a centralised, scalable and user-friendly portal.

The new solution needed to:

bring together all IT content in one unified space,
offer a modern, clear interface compatible with all devices,
simplify searches through a powerful engine and effective filters,
organise services according to clear business logic,
streamline content management and regular updates.

Deployment of a SharePoint portal: IT project stages

Two Qim info architects were involved over a 57-day period to design, structure and launch the new portal. The project was organised into three methodical phases, designed to ensure the solution’s consistency and long-term viability.

Defining the architecture of the IT service catalogue

The first phase focused on defining the architecture of the future catalogue. The team analysed user needs and functional requirements to build a relevant and sustainable structure.

They completely redesigned the hierarchy, grouped services into coherent categories, enriched them with useful metadata, and established a clear structure. This approach aimed to:

improve navigation within the catalogue,
enhance content consistency,
simplify searches using dynamic criteria.

Creating an IT portal with Microsoft SharePoint Online

Once the architecture was approved, the Qim info architects began building the new SharePoint Online portal, in line with the defined specifications. The catalogue gradually replaced existing tools and became the single point of access to all IT services.

The interface was designed for simple and efficient navigation, featuring several key functionalities:

an integrated search engine,
filters by service type or business domain,
standardised service pages.

Thanks to this approach, users could easily access the information they needed without switching between tools or making unnecessary clicks.

Migrating the IT catalogue and providing technical support

The final phase of the project involved deploying the new portal in its permanent environment, with particular attention paid to service continuity.

Qim info provided level 3 support to assist internal teams in adopting the tool, resolving any issues, and ensuring the platform’s long-term technical stability.

Centralised IT catalogue: improved visibility and usage

In less than two months, the project resulted in the launch of a new IT service catalogue—centralised, user-friendly, and fully integrated with Microsoft 365.

From the moment it went live, the institution observed several tangible benefits:

simplified access to all services via a single SharePoint Online portal,
improved readability thanks to standardised content,
easier searches through redesigned navigation and effective filters,
a modern, intuitive interface that’s easy to use for all user profiles.

The portal quickly became a central everyday tool, adopted by the institution’s teaching, administrative and technical teams.

Why choose SharePoint Online to structure an IT catalogue

Microsoft SharePoint Online offers a solution particularly well-suited to centralising, structuring and showcasing an organisation’s IT services. Integrated with Microsoft 365, it provides a coherent, secure environment that can evolve alongside the institution’s needs.

SharePoint features useful for an IT service catalogue

SharePoint Online brings together several essential features for effectively managing an IT service catalogue:

native integration with existing collaborative tools,
adaptability to business needs through a customisable interface,
simplified access to information via filters and an advanced search engine,
secure connections from any device.

SharePoint Online vs Confluence and KACE: which solution for centralising IT services?

Confluence and KACE meet specific needs but show limitations when it comes to structuring a comprehensive IT service catalogue.

Confluence is effective for documentation and collaborative work, but it lacks clear business logic and service-oriented organisation. Its lack of native integration with Microsoft 365 can also lead to information silos.

KACE, designed for ticket and asset management, remains compartmentalised. It does not support the centralisation of varied content (service pages, guides, procedures), nor does it offer smooth navigation suited to daily use.

By contrast, SharePoint Online provides a unified environment designed for a transversal and scalable IT portal. It enables the centralisation of:

standardised service pages,
business content (documentation, forms, workflows),
a powerful search engine with dynamic filters,
a modern, fluid interface integrated with Microsoft 365.

Discover how Qim info secured a collaborative environment for a Swiss public sector organisation using SharePoint.

Qim info: IT partner for Microsoft 365 projects

This project reflects Qim info’s ability to design digital solutions tailored to business challenges, combining technical expertise with a deep understanding of specific needs.

With over 600 employees across Switzerland and France, Qim info supports companies and public institutions at every stage of their projects: scoping, architecture, development, migration and support. As a Microsoft environment specialist, Qim info mobilises committed, meticulous teams with strong field experience to deliver tangible results aligned with performance, clarity and efficiency goals.

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