Sana Benefits: Delivering Better Healthcare with Atlassian Cloud

The Challenge: Migrating to the Cloud with Compliance in Mind

Sana Benefits needed to move its Jira Software, Confluence, and Jira Service Management (JSM) environments to the Atlassian Cloud while maintaining HIPAA compliance. The transition required:

• Regulatory Compliance: Ensuring sensitive health data remained protected throughout the migration.
• Complex Data Environment: Migrating a highly customized Jira and Confluence setup with plugins and workflows.
• Change Management: Training employees and preparing them for the new cloud-based experience.
• Minimal Disruption: Executing a seamless migration without impacting daily operations.

The Solution: A Strategic, Secure, and Seamless Migration

Oxalis led an 8-week structured migration approach that ensured compliance, minimized risk, and maximized efficiency. The key phases included:

1. Current State Mapping & Gap Analysis

• Conducted a comprehensive assessment of workflows, plugins, and data usage.
• Identified non-migratable data and developed remediation strategies.

2. Migration Strategy Development

• Created a clear roadmap for data transfer, testing, and user validation.
• Designed a communication plan to keep all stakeholders informed.

3. HIPAA-Compliant Cloud Implementation

• Assisted with the Business Associate Agreement (BAA) process.
• Procured Atlassian Cloud licenses and configured Atlassian Guard for enhanced security.
• Implemented Single Sign-On (SSO) and user provisioning via G Suite.

4. Technical Testing & Dry Runs

• Conducted rigorous technical testing and two dry runs to validate processes.
• Allowed users to test data in a sandbox environment before final migration.
• Provided comprehensive Atlassian Cloud training to ensure a smooth transition.

5. Production Migration

• Executed the migration during off-hours to minimize operational impact.
• Ensured data integrity and system readiness.

6. Post-Migration Support & Adoption

• Delivered post-migration support to address user concerns and optimize workflows.

The Results: A Faster, More Secure, and Cost-Effective Future

By partnering with Oxalis, Sana Benefits successfully migrated to Atlassian Cloud on time and within budget. The transformation delivered:

• Cost Optimization – Reduced infrastructure and licensing costs with Atlassian Cloud.
• Enhanced Security & Compliance – Maintained HIPAA compliance while leveraging Atlassian’s latest security features.
• Improved User Experience – Employees gained access to cutting-edge Atlassian features, enhancing productivity.
• Operational Efficiency – Eliminated server maintenance and streamlined IT operations.
• Successful Change Management – Employees adapted quickly thanks to structured training and communication.

“The engineering teams saw improvements in cycle times with a median cycle time of 24 hours for bugs and under 5 days for stories.”
— James Cadena, Director of Information Security, Sana Benefits