Client Story:
Enhancing AI Readiness with Microsoft 365 Optimization and Governance

Catalight is a leading human-centered social enterprise dedicated to advancing access to critical behavioral health services for individuals with developmental disabilities. As an organization committed to breaking down barriers and fostering equity, Catalight serves thousands of families and providers across the U.S., delivering innovative care models and support systems. With a focus on idea generation and lifelong exploration, Catalight sought to modernize its internal tools to better support its mission-driven teams.

Uncovering Challenges

Catalight faced fragmented content management and collaboration systems, including on-premises Confluence, network drives, and underutilized Microsoft 365 (M365) features. This led to inefficiencies in search, adoption, and governance, hindering productivity and scalability. As AI technologies like Microsoft Copilot and advanced analytics became essential for data-driven decision-making in health services, Catalight recognized the need to prepare its IT infrastructure. Poor data discoverability, inconsistent tool usage, and lack of lifecycle management posed risks to security, compliance, and the ability to leverage AI for insights into patient care, operational efficiency, and research.

The goal was to create a unified, AI-ready environment where data is accessible, governed, and optimized for intelligent tools—ensuring teams could focus on high-impact work rather than navigating silos.

Charting a Path

Ideal State partnered with Catalight and its internal IT service provider, Xolv, to deliver a comprehensive AI-readiness initiative framed around M365 optimization. We positioned the work as foundational for AI integration, emphasizing data hygiene, search enhancements, and governance as prerequisites for AI success. Key activities included:

• Exploring Enhanced Search Capabilities: We collaborated with Catalight's IT services provider to test Microsoft-Confluence connectors, evaluating feasibility for integrating Confluence content into M365 search. This laid the groundwork for a "one-stop" search experience, crucial for AI tools that rely on comprehensive data indexing.
• Driving M365 Adoption and Best Practices: To build user confidence and efficiency, we developed training materials, internal communications templates, and guidance on system configurations. This included live trainings, recorded sessions, and admin support resources, ensuring teams could effectively use M365 features like Teams, SharePoint, and OneDrive—preparing them for AI-assisted workflows.
• Facilitating Migration to M365: We provided project management and change support for departmental migrations from legacy systems to M365. This involved pre-migration consultations, detailed plans mapping content locations and Teams configurations, cutover orientations, and content management training. By standardizing data storage, we enabled better metadata application and AI-readiness.
• Developing Content Lifecycle Management Strategy: Working with stakeholders, we cataloged use cases for archiving, auditing, records retention, sensitivity labeling, and data loss prevention (DLP). We documented an M365-based strategy and a phased implementation plan, focusing on technology, processes, and change management to support AI-driven compliance and insights.
• Light Implementation Support: We offered configuration guidance for M365 tools like Purview, piloted setups with user groups, and facilitated knowledge transfer. This ensured sustainable governance, with admin and user documentation to maintain an AI-ready ecosystem.

Throughout, our collaborative approach with Catalight's leads emphasized phased deployment, user-centric design, and alignment with future AI expansions, such as intranet enhancements and Copilot integration.

Outcomes and Results

The project transformed Catalight's digital ecosystem into an AI-ready foundation, completed by early 2025. Key outcomes included:

• Improved Data Accessibility and Search: Migration of content from on-prem file servers and cleanup of outdated content reduced content retrieval time by an estimated 40%, enabling faster AI querying and analysis.
• Higher Adoption and Efficiency: Over 90% of staff adopted M365 tools post-training, with customized guides and sessions fostering a culture of continuous improvement. This positioned teams to leverage AI features for collaboration and automation.
• Seamless Migration and Governance: All departments (18 in total) migrated successfully to M365/Teams, with robust lifecycle management and enhanced collaboration structures, reducing compliance risks and enhancing data quality—critical for AI accuracy in sensitive health data.
• AI-Enabled Future: By establishing governed, cloud-based content stores, Catalight and the Family of Companies it serves is now primed for AI applications, including predictive analytics for care pathways and automated DLP. The initiative not only streamlined operations but also empowered Catalight to innovate in equitable service delivery.

“Catalight's partnership with Ideal State has been instrumental in preparing our organization for the AI era. Their expertise in M365 optimization ensured our data is not just managed, but truly ready to drive meaningful impact”