Mission Order – Adoption Manager Microsoft 365

1. Context and Objectives

CHU Brugmann has implemented Microsoft 365 E3 and F3 licenses to strengthen collaboration and improve information management. The available tools, such as Teams, SharePoint, OneDrive, Planner, Forms, or Power Automate, offer numerous possibilities but require clear organization. Without support, there is a risk of anarchic multiplication of spaces, users losing their bearings, and document dispersion. The mission of the Adoption Manager will be to support the Transformation team of CHU Brugmann, define simple and understandable governance, and facilitate the adoption of digital tools in a homogeneous and effective way, taking into account the specific requirements of a hospital: security, patient data confidentiality, regulatory compliance, and accreditations.

2. Scope of the Mission

The consultant’s role will be to establish a clear and shared charter of use for Microsoft 365. They will propose an organization of collaborative spaces adapted to the needs of the departments and institutional projects. The selected organization should avoid the disorderly creation of new spaces and ensure that every document finds its place. Storage rules must be specified, distinguishing between individual work (OneDrive), project management (Teams), and the institutional document repository (SharePoint).

The Adoption Manager, in collaboration with the Transformation team, will also support teams in the use of collaborative tools. Teams will be used as a collective workspace, SharePoint as institutional memory, OneDrive for personal or temporary work. Planner and To Do will support activity management, Forms and Bookings will facilitate the relationship with patients, and Power Automate will enable the automation of certain repetitive tasks. A training plan tailored to different profiles will be put in place and internal ambassadors ("digital champions") will be identified in each department.

Finally, adoption will be monitored using simple indicators, such as the number of active teams, user satisfaction, and difficulties encountered, in order to propose regular adjustments.

3. Expected Deliverables

The expected deliverables are:
- a Microsoft 365 charter of use validated by the IT Steering Committee
- a model for organizing collaborative spaces by department and project
- a catalogue of typical use cases by tool
- a training and communication plan
- a governance plan for the lifecycle of spaces
- regular monitoring and continuous improvement reports

4. Methodology

The mission will be carried out in several stages. It will begin with a diagnosis based on interviews with the Transformation team, the IT team, and the departments, as well as an assessment of current practices. Next, standards will be defined, including a clear nomenclature and rules for creating and validating collaborative spaces. A pilot deployment will be carried out in a few volunteer departments, before gradually expanding to the entire hospital. Finally, regular monitoring will allow for the evaluation of adoption and adjustments to governance if necessary.

5. Duration and Organization

The mission is planned for an initial duration of three months, at half-time with the possibility of extension. The consultant will be present each week to lead workshops and meet with departments. They will report directly to the head of the Transformation team and the IT Steering Committee, and will work closely with the internal IT team.

6. Desired Profile

The desired profile is that of an expert in Microsoft 365 adoption who has already worked in complex environments such as the hospital or public sector. Mastery of the main Microsoft collaborative tools is essential, as well as a good knowledge of the security and confidentiality constraints specific to health data. Skills in change management and user training are essential for the success of the mission. Knowledge of M365 governance models (nomenclature, Teams lifecycle, rights management, archiving) is indispensable.

7. Expected Results

The mission should lead to a reduction in the anarchic creation of spaces, homogeneous adoption of tools across all departments, and clear documentation of practices. It should also improve the hospital’s productivity and compliance and contribute to the establishment of a common and shared digital culture.