How Sun Life Unlocked a Brighter Future by Migrating to Atlassian Cloud

Sun Life, a 150-year-old financial services firm, recognized the need for digital transformation to stay competitive and enhance the customer experience. However, they faced challenges due to the mix of legacy systems and scattered tools in use, such as Lotus Notes, SharePoint, and Microsoft Excel.

These disparate tools made collaboration difficult, and employees struggled to locate information efficiently. Despite concerns about security and the transition process, Sun Life decided to embark on a comprehensive migration to a cloud-based platform with Atlassian to unify their operations and boost productivity.

Cloud Migration and Transformation with Atlassian

The digital transformation initiative centered around migrating to Atlassian Cloud, specifically using Confluence and Jira Software for collaboration and project management. Cynthia Brind’Amour, with her extensive experience and understanding of company workflows, played a key role in leading this migration.

The plan included an “optimize and shift” approach for Confluence, where each team’s needs were assessed to determine which sites and workflows were best suited for migration. This strategic approach allowed Sun Life to modernize incrementally and manage resources effectively, resulting in a smooth transition and a phased migration.

Methodical Migration with Phased Rollouts

Sun Life's migration to Confluence Cloud was conducted in carefully planned waves. Working closely with an Atlassian Solution Partner, they established a timeline to migrate 25 prioritized sites out of an initial 350, completing each phase over two weeks. This phased rollout included sandbox testing for user training and feedback.

Cynthia’s team introduced cloud-based tools such as Aura for enhanced design, and Table Filter and Charts for data visualization. After the Confluence migration, they shifted focus to Jira Software Cloud, following similar phased rollouts with user consultations to standardize workflows and prioritize security. This collaborative and iterative approach minimized disruption and maximized user buy-in.

Security and Change Management

Throughout the migration, Sun Life encountered common challenges, such as user hesitancy and concerns over data security. By educating leadership and end-users on cloud security benefits, including advanced permissions and centralized controls, Sun Life effectively managed these concerns.

They also utilized the Atlassian Cloud Migration Manager (CMM) to resolve technical issues, like addressing duplicate email addresses in Active Directory. Paul McNally, Jira Cloud Technical Product Owner, acknowledged that close collaboration with the CMM and early data testing were essential to the project’s success. These efforts ensured a secure, well-organized migration process that safeguarded sensitive data and enhanced organizational confidence in the cloud

Improved Efficiency, Collaboration, and User Satisfaction

Sun Life’s transition to Atlassian Cloud delivered immediate results in terms of efficiency and satisfaction. The platform’s centralized features empowered teams to streamline processes, reducing reliance on emails and other outdated tools.

Confluence Cloud’s new features, such as in-line commenting and analytics, improved communication, while Jira Software Cloud enabled cross-departmental collaboration. In a survey conducted post-migration, Sun Life reported that Confluence Cloud improved efficiency by 80%, while Jira Cloud saved enough time to offset 94% of the company’s license costs.

Furthermore, user satisfaction soared, with 97% of employees expressing approval of the new system, praising its intuitive functionality and positive impact on daily operations.

Sustaining Growth and Excellence in the Cloud

Looking ahead, Sun Life is excited to expand their cloud capabilities by adding Atlassian’s Jira Align to improve portfolio management and goal tracking. They also plan to incorporate cloud apps like qTest and Tableau Connector Pro for IT and Operations, as well as native cloud features such as Advanced Roadmaps.

Sun Life anticipates these enhancements will drive continued efficiency and innovation, cementing its status as a leading financial services provider and a progressive workplace. By embracing cloud-based tools and agile workflows, Sun Life is well-prepared to maintain its reputation and competitive edge for years to come.

A Bright Future with Cloud-Driven Innovation

Sun Life’s successful migration to Atlassian Cloud has transformed its operational landscape, proving that even legacy firms can thrive through innovation. This cloud-based modernization has fostered a more agile, collaborative environment, enabling Sun Life to provide superior service and attract top talent. With the foundation laid by the migration, Sun Life is positioned to achieve sustainable growth and resilience, adapting quickly to industry changes and meeting the evolving needs of their clients and employees.