The benefits of SharePoint for intranet are proven – especially if you use best practice

How Aged Care providers can benefit from an intranet

The power of an intranet lies in its ability to create a central hub to store information and resources. The hub can be accessed easily and securely from any device with a web browser.

Information and resources on the intranet have two important functions:

  • To help staff access corporate resources in their daily activities so they can stay on top of their work
  • Support a cohesive culture so that everyone is on the same page

In their daily activities for example, staff can securely access work documents, applications and key systems. They can also access directories such as a corporate calendar, policies and procedures, employee details search, and more.

Another key work feature is the ability to set up dynamic lists and workflows. These could span anything from:

  • Care management
  • Logging facility requests and approvals
  • Submitting incident reports
  • Tracking complaints and compliments
  • Tracking assets

The cultural aspect is equally important. Every organisation, including those in Aged Care, need their teams to pull together. The organisation benefits, and so do staff when they understand and work toward the same goals.

A central hub on the intranet can be used to share the latest news, videos, announcements, or any other information that fosters staff involvement and morale.

An Aged Care provider created a feedback loop on their SharePoint intranet to promote closer staff engagement. Staff now post compliments received from residents on the Southcare intranet to create a more positive culture.

You can find out more about SharePoint features and functions with the key takeaways from our recent webinar, Leveraging SharePoint for intranets, digital forms and business processes automation. Link to

Why the new SharePoint is the best intranet

Microsoft Office SharePoint services set the gold standard in intranets. SharePoint now delivers a simple, intuitive experience combined with practical features to empower the way you work today. Which is no doubt why Microsoft calls it the SharePoint modern experience.

We chose SharePoint as the platform to host all of our control documents and our document management system. The intranet hub was designed to be a holistic and all-encompassing framework so that staff had access to all of the links, tools, documents and systems they required. Over time, we continuously improved and expanded it to become a one stop shop for content and communication.
Enda Fahy, Chief Finance Officer, Southcare.

Here are some of the reasons why you’ll love SharePoint intranet:

It gives you choice. Microsoft SharePoint offers many options covering site templates, page layout, inbuilt web functions, governance and more. Just choose the features you want.

Close integration with Microsoft tools. SharePoint will connect seamlessly to apps like OneDrive, Yammer and Teams. You can easily keep your SharePoint intranet up to date through these links, so information never needs to go stale.

SharePoint can flex with change. SharePoint is so flexible, you can easily add or remove capabilities, or even customise them to reflect changes in your organisation.

Publish a variety of content. SharePoint is a brilliant management tool for multiple content types. Plus, sophisticated in-built capabilities ensure content is accurate and suitable.

Improve document sharing. SharePoint is where your documents are kept. Even collaboration tools like Teams store files there. Having one central repository for documents with the certainty of version control is invaluable for collaboration.

A better experience. Microsoft haven’t just made improvements under the bonnet, they’ve really focused on user experience. It’s now very intuitive compared to the old SharePoint, and you don’t need IT skills to get the most from it.

SharePoint is here for the long haul. Microsoft definitely see SharePoint as a platform for the future. They continue to invest in it, which means you can be confident it will be supported, and can take advantage of new features as they’re released.

How can you get Microsoft SharePoint intranet?

SharePoint intranet is included with a Microsoft 365 licence. If you’re already using M365, chances are you already have access to SharePoint.

How Bremmar help Aged Care providers use SharePoint as an intranet

Bremmar offer a tried and tested methodology in setting up SharePoint as an intranet site:

  • We start with an industry-specific demonstration, showing how other Aged Care providers are using SharePoint so you understand what’s possible
  • Next, a discovery session to identify your specific business objectives. This will determine the scope and focus of the solution including the features you need. We will also define the potential business outcomes.
  • We help select a champion user – your internal owner for the site – and include them in the process. We also help with internal communications and change management processes.
  • We develop a proof of concept and demonstrate proof of value
  • We progressively develop and deliver the project in clearly defined stages, incorporating your feedback in the process.
  • We hand over SharePoint to the champion user and train them in best practice.

Our top tips for a successful SharePoint intranet project

Bremmar have set up SharePoint intranet for many Aged Care providers so we know the best approach to take. The most important thing is to make SharePoint intranet services relevant and convenient so they deliver value to the organisation and employees. Here are our top four tips for a successful SharePoint deployment.

1. Make sure you don’t overcomplicate matters. The simpler it is to use, the more people will use it, and the easier it is to keep up to date.

2. Designate a champion user for the intranet – someone who will take responsibility for it. A champion user should be involved in:

  • Demonstrations
  • New ideas
  • Implementing iterations
  • Training other staff
  • Progressing the solution after implementation

3. Use a template that suits your industry to reduce setup time. Microsoft provides basic templates, but Bremmar has designed templates specifically for the Aged Care industry.

4. Make the SharePoint homepage a launch pad for multiple services. Providing a central point of access to key systems and information via SharePoint will make sure it stays useful. It’s also advisable to have a single sign-on, so staff have the convenience of one log-in.

How SharePoint supports digital transformation in Aged Care

In our Aged Care eBook: Why Digital Transformation is needed to improve Australia’s Aged Care system, we discuss how digitisation is vital in meeting industry reforms. Identifying and adopting relevant digital technologies is a key step to meet current Aged Care Quality Standards. These include:

  • Consumer dignity and choice
  • Ongoing assessment and planning with consumers
  • Personal care and clinical care
  • Services and support for daily living
  • The organisation’s service environment
  • Feedback and complaints
  • Human resources
  • Organisational governance

Setting up SharePoint intranet best practices alone will go a long way in meeting all of these quality standards. This can be achieved through:

  • A centralised document hub with auditing and logging
  • Accessibility to up-to-date data
  • Efficient communication inside the organisation
  • Automation of forms, incident reports, surveys through triggers, and workflows
  • Online training and collaboration.

In fact, Microsoft Office SharePoint services can be one of the most valuable steps in your digital transformation journey.

See how going digital can boost your performance

Take our Aged Care Assessment to see how your organisation is doing. It takes less than five minutes to complete. It will give you a picture of what aspects of ICT integration you’re on top of, where you may need to take urgent action, and what a long-term digital transformation plan might look like for your organisation.
And if you’ve got any questions regarding SharePoint Intranet or your IT in general, we can put you in contact with one of our Aged care experts!

Looking to automate key processes? SharePoint and the Microsoft Power Platform can transform the way you digitise your business processes.

In our recent webinar, Leveraging SharePoint for intranets, digital forms and business processes automation, we spoke with Perth Aged Care and community services organisation Southcare, about their journey with SharePoint and business process automation.

Here are the four key talking points from the discussion:

1. Involve your team in the journey and identify a champion user

Adjusting to new digital workflows can be a tricky task. It requires a collaborative approach that’s underpinned by the right support and tools.

This is where champion users become vital.

Bremmar Managing Director, Brenton Harris, explains how this has helped their clients.

‘When we look at these changes that organisations want to make – there’s a lot of knowledge required to implement them. You need to understand the tools, the processes revolving around them, change management factors, communication and training. We’ve found our greatest success hasn’t come through simply engaging technical support and deploying new workflows, it requires the inclusion of some champion users in the process.’

Finding collaborative users who understand your organisational systems, are interested in improving workflows, and can communicate with others will help you build solid foundations.

As champion users, they should be involved in areas such as the following:

  • Demonstrations
  • New ideas
  • Implementing iterations
  • Training other staff
  • Progressing the solution after implementation

By slowing the process down and identifying the ideal champion user, any organisation can see a vast improvement in adoption rates. With these users working alongside a Microsoft 365 specialist from day one, it’s easier to gather more robust input upfront that aids ongoing workflow improvement and overall success.

2. Streamline your digital workflows with Microsoft 365

Automating your business processes and boosting your productivity and efficiency doesn’t need to be complex. Often, a simple workflow yields a significant uptick in organisational collaboration and satisfaction.

The Microsoft 365 apps, SharePoint, Forms and Power Automate enable you to streamline workflows with only minimal training required. Staff are able to consistently stay up-to-date with processes, evolving business goals, and governance requirements – key factors in maintaining a modern NFP or Aged Care organisation.

Brenton explains how this may assist after an employee incident.

‘Incidents that happen on-site or at head office need to be recorded as soon as possible to avoid any errors. Microsoft Forms allows the staff member to input information on the spot and using any device.  When the information is collected, Microsoft Power Automate then triggers a set workflow. Depending on the conditions set, this workflow could be a notification to a line manager, a preventive action, or a summary of the incident sent to stakeholders. SharePoint then stores all of this information in the intranet for tracking and reporting’

Here’s a deeper look at the Microsoft 365 tools.

MS Forms

A simple yet powerful way to collect information using an online form on almost any web browser or mobile device. View real-time results as they’re submitted and use built-in analytics to evaluate responses. Intuitive and accessible, forms data can be stored in SharePoint and used in workflows, allowing care staff to collect incident information and immediately begin any workflow processes.

Power Automate

Power Automate expands your automation capabilities across desktop, web, and mobile by streamlining repetitive tasks and paperless processes. By automatically triggering any required workflow, it allows you to shorten response times and eases system congestion. Regardless of who needs to be notified, Power Automate collates all your data collected via Forms to set up the exact workflows, automations and notifications you need.


The database underpinning the whole solution is SharePoint. Southcare uses the platform as an Intranet to provide a central information hub for all employees and as a document management system to store, organise, share, and access information – both current and historical. This flexibility offers a powerful analytical perspective that can shape future automations and workflow processes.

3. Strengthen communication using a centralised SharePoint intranet

Most NFPs and Aged Care providers have too many systems for users to get across. With a disparate collection of logins and data hubs, staying on top of core information – including policies and procedures – can be an arduous experience.

In the case of Southcare, this decentralised information combined with the need to reduce systems reliance on the head office to make processes more streamlined for front line workers became a key service delivery challenge and they teamed up with Bremmar to find the right solution.

Deploying SharePoint as a central cloud data repository, Southcare has been able to streamline its intranet into a cost effective tool that allows all staff, whether on-site or in the field, to access the systems and key information they require from any device. This SharePoint intranet is now used to:

  • Provide all staff access to a central communications hub from computers or tablets
  • Store controlled documents including policies, procedures & forms with version control functionality
  • Store training and guide documents
  • Consolidate access to HR hub and department site gateway
  • Streamline access to commonly used apps via a single sign-on
  • Post Southcare snippets celebrating their community and culture

Enda Fahy, Southcare’s Chief Finance Officer, notes that the new intranet has been a success for the business.

“We chose SharePoint as the platform to host all of our control documents and our document management system. The intranet hub was designed to be a holistic and all encompassing framework so that staff had access to all of the links, tools, documents and systems they required. Over time, we continuously improved and expanded it to become a one stop shop for content and communication” Enda explains.

4. Implement best practices for data input, collection and automation

Overcoming the inefficiencies of a multi-step process is an essential component in implementing best practices for data input, collection and automation.

But how does this look when considering front-line workers?

Southcare CFO, Enda Fahy explains, “We were using SurveyMonkey for our forms, but ran into severe limitations. We needed something that was flexible and user-friendly. That’s when we made the decision to try Microsoft Forms that we had available in our Microsoft 365 licensing.”

Here’s how Southcare used MS Forms, SharePoint and Power Automate to solve their data collection and workflow problems.

Incident reporting

Southcare currently uses Microsoft Forms to assist with a broad spectrum of employee incidents and reports. This new streamlined process allows incidents to be recorded by all staff on any device. Once a report has been logged, the safety committee is automatically notified, allowing the Line Manager to immediately complete the investigation via a link.

Contact tracing

With the unprecedented requirements of nationwide contact tracing thrust upon Aged Care providers, keeping up with all visitors and staff during the COVID pandemic became near impossible. Microsoft Forms and SharePoint solves this by providing a centralised location for tracing and response. This new process allows users to identify any declarations and follow up instantly, giving facilities a greater ability to track contact details and locations visited, while also providing central visibility to the live visitor list via the cloud.

Archive deletion and automation

Data sprawl can cause a lot of headaches for any organisation. Without an automated archive and deletion process, unwanted files or documents can prove to be a drag on your processes and resources. Using SharePoint and Power Automate, you can bring all of your metadata into one site, providing control of the archive date, retention of archived files and the ability to only view current and relevant files.

Power virtual agents

Supporting staff whenever they encounter a problem is essential for any community minded organisation. Unfortunately, easy access to help with daily problems isn’t always available. Making the most of SharePoint as a data hub, Southcare staff have access to a 24×7 chatbot that can help solve simple issues. The chatbot points the users to information on the intranet to help with common problems, while those questions that are not answered online are redirected to a human with a prompt on the next step to take, further enhancing the use of SharePoint and Teams for care workers.

Bremmar, your M365 partner

Interested in learning more about how your organisation can leverage SharePoint, Forms and Power Automate to overcome productivity loss, escalating operational costs, inefficient data collection and cumbersome processes?

Here at Bremmar, we’re experts in assisting Not-For-Profits and Aged Care providers with customised solutions using the Microsoft platform. So, if you’d like some support anywhere on your Microsoft 365 journey, we’d love to help.

Unsure about the next steps on your Microsoft 365 journey? For a limited time, Bremmar is offering our Microsoft Roadmap Workshop or Business Process Consultation at no cost for Not-For-Profit and Aged Care organisations. These consultations help to provide your organisation with:

  • Better understanding of your business systems requirements
  • Scope and consulting approach to address these requirements
  • A fully tailored demonstration and clearer vision for your future processes

Aged Care TechFest: Key takeaways! SharePoint, Cameras and Business Analytics.

On Friday 15/11/19, we hosted the Aged Care TechFest: How to manage and use data for efficient operations.

We had a full house with many different organisations getting together to explore how to get the most out of their Office 365 subscription and how to use IT to achieve more.

The goal of the event was to present the main features within the Intranet and Document Management components of SharePoint by using real Aged Care examples in a demo, to deep dive into Bluefroce’s camera offerings and to cover business intelligence and data analytics by running a demo of Power BI and SSRS.

If you missed out or it was a lot to take in, it’s OK! We’ll dig into the main points covered today.


SharePoint is not a single application that performs a primary function, like Outlook or Word. It is a powerful platform, providing many different and complex functions in a similar way that Google does. Some organisations use it for their website, for intranet, for their document management system, for their business knowledge base and so on.

At its heart, SharePoint is a website, or portal. It could be a single site with a homepage that links to different areas for documents, news or communications. It may be a site collection with several child sites underneath a parent site for separating the different areas of an organisation. In our experience, SharePoint works best when it reflects how your Aged Care operation works now or intends to work in their planned future.

Aged Care demo site presented at the event. 

What can I store in SharePoint?

SharePoint can store many different and complex types of information, such as office documents, images, audio, videos and links that are stored elsewhere on the web.

You can also store SharePoint is lists, so pieces of information that are not attached to a document file.


A more powerful way to use SharePoint is through metadata. By taking your files out of folders, you can label each document with extra information (metadata) to classify them instead of only having folder and file names. This approach gives you a lot of flexibility in seeing your information, whereas folders is a set configuration.

Besides making documents easier to find, the real value of metadata comes from combining different data to improve the overall experience for users and making document search a more intuitive task.

Example used at the Aged Care TechFest presentation


SharePoint can help your business with governance and document compliance.


SharePoint permissions can be set up so that the staff are able to view all public information, while any sensitive data can be organised and locked to specific groups of people. For example, you might want to provide access only to members of your team, or you might want to provide access to everyone, but restrict editing for some.

Version control

SharePoint will by default keep versions of your files. This allows you to track the history of a version knowing when a file has been changed and by whom; restore a previous version if you made a mistake or prefer what you had before; or simply view a previous version without overwriting your current version.


This is done in SharePoint through Microsoft Flow which automates workflows across different apps, such as automatically copy folders added to Dropbox to OneDrive, Save your Tweets with specific hashtags to a SharePoint list, approve a document with your manager and so on.


In SharePoint, co-authoring enables multiple users to work on a document, at any time, without interfering with each other’s changes.

With co-authoring, you speed up that process, minimise room for errors and the risk of duplication.


Technology is evolving at a rapid pace, with more and more tools becoming available for aged care providers to develop safer and more efficient spaces for staff, management and customers. Providers are increasingly harnessing the power of smart analytics and business intelligence to improve governance and care provision.

Benefits of smart analytics

  • Integrate sophisticated solutions to revolutionise customer care;
  • Centralise systems to increase productivity and enhance user experience;
  • Automate alerts to reduce overheads and simplify staff workload;
  • Develop smart analytics to enhance accuracy and improve governance;
  • Customise data parameters to create tailored care plans.

CCTV and Power BI

Through a solid partnership, Blueforce and Bremmar can combine the data from CCTV with Power BI and feed the data to care providers via a centralised and user-friendly platform. Management can at a glance obtain a snapshot of what is happening within their facilities and tailor dashboards according to your operation needs. This solution improves and streamlines patient care and can also alert staff of unusual or concerning patterns of behaviour.

Example of CCTV data and Power BI combination used at the event.


Business intelligence is the concept of informed decision making based on evidence from past data analysis whereas data analytics is the concept of analysing past and present data to try and predict future scenarios.

Examples of BI & Data analytics in Aged care:


  • Facility Maintenance – BI
    • Analyse: Number of requests, timeframe of resolution, recurrence
    • Decisions/Actions: Equipment replacement/Upgrades
  • Certification compliance – Data Analytics
    • Analyse: Expiration dates, new certifications
    • Decisions/Actions: Training spend, training hours required
  • Blueforce Camera – BI
    • Analyse: Patient incidents, falls.
    • Decisions/Actions: Environmental changes, care plan changes
  • Blueforce Camera – Data Analytics
    • Analyse: Resident movements in the room vs incidents
    • Decisions/Actions: Certain incidents/falls, lack of movement can alert staff

But before you jump into BI or data anlaytics, remember: Without context, content and connection data is meaningless!

The difference between dashboards and reports

Some of the main differences between dashboards and reports are:

  • Dashboards tend to be concise and summary-like. Reports are usually longer and more detailed, although they may have summary components.
  • Dashboards tend to focus on Key Performance Indicators. Reports tend to focus on underlying data.
  • Dashboards also allow users to manipulate and interact with data dynamically, whereas reports show a static picture of the existing data.

So how do you determine which one you need?

The first major area where each offers a different advantage is in scope.

Dashboards are best employed when they focus on specific aspects of an organisation, such as tracking customer satisfaction or number of incidents. Reports have the benefit of a broader scope, offering a better-detailed view of an organisation.

The second key difference in each is data timeliness. Reports tend to be broader and feature historic data. Dashboards, on the other hand, are built to visualise and organise data in real-time.

Microsoft Power BI

Microsoft PowerBI is a great tool for creating rich personalised dashboards. There is a desktop version which is free, a professional version which has a monthly cost, and a premium version for large enterprise organisations.

Microsoft Power BI is used to find insights within an organisation’s data. It can help connect disparate data sets, transform and clean the data into a data model and create charts or graphs to provide visuals of the data. It integrates seamlessly into existing applications such as SharePoint and is viewable on mobile devices. It is a simple, user-friendly tool which has been developed for a range of BI users, from novice to professionals.

Here’s an image of the demo Power BI dashboard we presented at the event which shows expiring certifications for staff based on date and location.

SQL Server Reporting Services (SSRS)

SQL Server Reporting Services (SSRS) is a server-based report generating software system made by Microsoft and used as a solution for companies who need to build custom reports from a variety of data sources.

Here’s an image of our demo showing a report with the underlying data from the Power BI dashboard (mentioned above).

Wrapping up…

If you are on Office 365, you probably already have access to some of the features mentioned above. Everything covered in the event was only the foundation for future cloud opportunities, as we haven’t yet touched on, PowerApps, Dynamics 365 or even the many other features in the SharePoint space itself.

If you would like a more personalised introduction to SharePoint, Security, Power BI or any of the Office 365 suite, here some of the areas we can help with:

  • Demos: Personalised demos & intro workshops related to your industry and business reality – Click here to read more
  • Small consultation sessions: Together, we’ll prepare a feasibility/business case to help you get started
  • Guided start – have your own expert: Bremmar can provide an on-site resource to assist and work with you between 1-4 days a month
  • Managed services support to apps: Full user support on the Office 365 stack and productivity apps like SharePoint, OneDrive, Teams, etc.
  • User training: We can teach your staff on how to use newer technology to perform daily tasks and help with overall business adoption
  • The whole lot: From consultation to planning, implementation and support, we can help with your entire project requirements.

If you would like to discuss any of the topics above, please call us in for a chat on 1300 991 351 or fill in the form below and our consultants will get in touch with you!

Get an initial consultation with Bremmar!

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My key takeaways from the first Leading Aged Care Services Australia (LASA) Conference in WA

On the 28th of May, Leading Age Services Australia (LASA) had their inaugural WA State Conference at the Hyatt Regency in Perth. It was a two-day event which brought Aged Care providers and distributors involved in the Aged Care sector together, providing new opportunities to collaborate with the end goal of improving the quality and governance of Aged Care in Australia. 

For the past 9 years, Bremmar has been supporting a few Aged Care facilities in WA (read here how), including Rosewood Care Group (read the case study here), Acacia Living Group (read the case study here) and Curtin Heritage Living. We’re involved in everything from basic day to day support to infrastructure projects, and consultation on new facility developments.  

As this was the first LASA Conference in WA, we couldn’t miss out and needed to be there to know the latest in the industry, share experiences with other providers and, of course, say hello to some familiar faces! 

LASA Conference and the Royal Commission 

The big talking point at the event, and currently the main item on all Aged Care providers lists, was the Royal Commission and the quality of service provided to the aging demographic. The Royal Commission has raised a set of standards that Aged Care providers need to abide by to maintain or improve their quality of care ensuring their customers are provided with the best quality of life possible within their service. 

At a high level, the Royal Commission has provided a list of 8 standards for the sector:

  1. Consumer dignity and choice 
  2. On-going assessment and planning with consumers 
  3. Personal care and clinical care 
  4. Services and supports for daily living 
  5. Organisation’s service environment 
  6. Feedback and complaints 
  7. Human resources 
  8. Organisational governance 

The Royal Commission standards and IT 

Using our knowledge of the industry and expertise in IT, we would recommend exploring how technology solutions can help you achieve the standard required and confidently suggest that you see IT as an ally to your organisation during this journey.  

A few examples of technology solutions we offer can support the standards: 

  • Online training using different approaches (video, written, videoconference, etc.) 
  • Solutions that keep history trial and store documents as evidence of processes and tasks 
  • Online surveys and forms that can be integrated with core business applications  
  • A central hub for strategic documents, policies and procedures  
  • Apps for improved communication between organisation and consumers  
  • Automation of forms, incident reports and surveys that use triggers for actions such as approval processes 
  • Privacy, security and confidentiality solutions 
  • Systems for securely sharing information with other organisations  
  • Monitoring and reporting solutions 
  • Knowledgebase giving workers easy access to best practices and specific industry information 
  • Data collection, reporting and analysis 

IT and Aged Care – a few scenarios 

For example, using data analytics applications such as PowerBI (included in various Office 365 package), providers can review live data and KPI’s to make informed decisions which will directly impact results and care.  

Business process efficiencies can be achieved through integrating patient care and other line of business applications used by the organisation to save time and effort which can be re-directed to providing a higher quality of care to their consumers.  

The organisation can implement an intranet and document management hub using SharePoint. This can centralise organisational documents, announcements, notifications, events, and generally a platform to keep everyone informed and included in the provider’s mission. 

My experience 

Although a lot of my time during the event was spent in the booth chatting to passers-by about their views on the changes to the industry, I managed to sneak away for a couple of the presentations.  

Notably, a very interesting presentation by Steve Pretzel from TADWA about enhancing daily living through assistive technologies and the social trends of the aging population. Simple technologies, such as video conferencing, can bring families visually together around a dinner table without having to travel and from the safety and comfort of their facility. A cost-effective and simple example of how to improve the quality of life of the consumer. 

Overall, there was a lot to learn and digest. Particularly, I had a great experience and it was an amazing opportunity to expand my knowledge in the industry, say hi to a few familiar faces, meet new providers and connect with distributors which, together, we can help improve the Aged Care industry in WA. It was also awesome to see so many people getting together for the same cause and willing to help each other out! 

What is your organisation’s maturity level in relation to the new standards?

If you play a part in the sector and are thinking about where your organisation is in terms of abiding by the standards, we have developed an online assessment which will provide you with a maturity score of how well you fare against the standards. From there, we can help you identify areas to focus on and give you the steps to get there! 

Assess your organisation’s maturity level here!

If you work in the Aged Care industry and would like to know how IT can help your business, check our services page here then give us a call on 1300 991 351 or fill in the form below and one of our consultants will guide you in the right direction!

Get an initial consultation with Bremmar!

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