Case Study Spotlight: How Intelligent Decisioning Transformed Leeds & York Partnership NHS Foundation Trust

Imagine having instant access to vital information—anytime, anywhere, on any device. For Leeds & York Partnership NHS Foundation Trust (LYPFT), this is now a reality thanks to our cutting-edge Mercury Intranet and docCentrum solutions.

Faced with the challenge of replacing an outdated system, LYPFT partnered with us to modernise their operations. The result? A state-of-the-art intranet built on the shared NHS England tenant, empowering over 3,000 staff, improving efficiency, and setting a new benchmark for NHS intranets.

The Challenge: Moving Beyond Outdated Systems

Leeds & York Partnership NHS Foundation Trust, a leading provider of mental health, learning disability, and neurodiversity services, relied on a SharePoint 2013-based intranet called Staffnet. However, with SharePoint 2013 no longer supported by Microsoft, the Trust faced increasing limitations in functionality, usability, and security.

To future-proof their intranet, the Trust opted for the shared NHS England tenant—a unique Microsoft 365 environment designed for thousands of NHS organisations. While cost-effective and accessible, this shared tenant posed significant challenges, as it lacked the rich features of their current private intranet.

The Trust needed an innovative solution that maintained the high standards of their Mercury intranet while meeting the stringent requirements of the NHS England tenant.

The Solution

Having worked with LYPFT for over six years, we were the natural choice to lead this transformation. Our Mercury intranet and docCentrum document management solutions, already familiar to the Trust, were adapted and rigorously tested to meet NHS England’s compliance standards.

We then delivered a fully tailored solution that redefined the intranet experience:

• Document Migration: Over 4,000 documents were moved to docCentrum, with enhanced tagging and metadata for an intuitive search experience.
• Content Overhaul: 596 pages, 55 sites, and six hubs were redesigned and rebuilt to create a cohesive user journey.
• News Archiving: 170 news articles from the past 12 months were seamlessly migrated.
• Custom Workflows: Key processes, such as "On Call Logs," were digitised using the Microsoft Power Platform, streamlining approvals and governance.
• Always-On Access: The new Staffnet 365 allows staff to access critical information on any device, from anywhere, 365 days a year.

The Results: A Modern Intranet for a Modern NHS

The launch of the new Staffnet has delivered significant benefits for the Trust:

• Improved Efficiency: Staff can now locate information quickly and easily, saving time and reducing frustration.
• Cost Savings: Retiring unsupported hardware and software has allowed the Trust to reallocate resources to other priorities.
• Stronger Governance: docCentrum ensures policies and procedures are version-controlled and accessible only after rigorous approvals.
• Future-Ready Infrastructure: The new intranet is built to leverage emerging Microsoft tools, such as Copilot, for smarter, AI-driven workflows.

A Collaborative Success

The partnership between LYPFT and Intelligent Decisioning has set a new standard for NHS intranets. As Oliver Tipper, Head of Communications at LYPFT, remarked: "The team at ID have proven themselves as experts in public sector intranets. They worked alongside us throughout a long and hard process to achieve the results we needed. We are now being seen as pioneers in the NHS provider intranet market."

Conclusion: A New Era for NHS Intranets

Leeds & York Partnership NHS Foundation Trust’s success showcases the transformative power of Intelligent Decisioning’s Mercury and docCentrum solutions. By combining cutting-edge technology with a deep understanding of NHS requirements, we have delivered an intranet that not only meets today’s needs but is also ready for the challenges of tomorrow.

Contact us if your organisation is looking to modernise its intranet, improve document management, or streamline workflows.