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Using SharePoint as a Project Management Platform, and more…
Prepared by CBC Solutions9/3/2015
Overview
Many companies manage projects either with individual software or through email. This poses problems for project tracking
Project tasks are often assigned through emailProject related documents are difficult to trackTasks are often missed Regular email traffic suffers as everyone’s inbox is full of unread messages
Proposed Solution
A project management solution using SharePoint Online will elevate many of these issues:
Project tasks and assignments are available onlineDue dates and critical paths are highlighted Multiple projects can be tracked from the same portalAlerts are sent to the project managers regarding missed tasksAssociated documents and revisions are tracked, indexed & backed up
What is SharePoint Online?
SharePoint Online is an integrated document management system that is customizable for any platform including:
Company IntranetElectronic Content Management System (ECMS)Team sites for storing and presenting data by division or departmentProject management templates and task trackingIntegration with standard Office apps
Why SharePoint Online?
SharePoint because of it’s customizable platform to meet many of the needs AMI facesOnline because local costs are expensive and risky once the business is built out on itSharePoint is one of the top 3 products that Microsoft ownsStandard interface will be familiar to users of other Microsoft apps
Features – Company Intranet
Internal portal separated by departments and divisionsHR announcements New business informationProject timelines for each acquisition Centralized document repository for all company related documentation
Version control to track document revisionsChange tracking to validate document integrityIndexing and search featuresDocument retention & governance
Company IntranetTemplates are available for any Intranet layout imaginable
Company Intranet
Easy way to keep all divisions aware of changes in the organizationHR documentation & forms repositoryWorkflows to inform the proper parties of important eventsLess administration for everyoneEase of sharing and control
Electronic Content Management
Version control keeps track of document revisions & allows rollbackChange tracking adds accountabilityWorkflows let appropriate parties know when new documents are addedGranular permissions and easy authorizationRetention policies for legal requirementsEasy indexing & search
Content Management
Document Libraries to organize files by project, site, division, department
“Versioning” allows you to track changes to documents & even roll back to a previous version
Resolves issues with multiple versions of the same documentCheck-in / Check-out ensures the same file isn’t
being modified by two different people at the same time
Project Team Sites
Manage multiple projects from one interfaceNo more searching inboxes to find vital recordsAssemble teams and assign tasks from a single portalWorkflows let each team member know what they have to doImproved time management for everyone!
SharePoint Project ManagementTrack tasks, assignments & due dates
Task reports show project risks at a glance
SharePoint Project ManagementTemplates allow for quick project sites
Track multiple projects from a single portal
SharePoint Project ManagementProject Spaces integrated project management with user assignments
Risk Management
SSL encryption keeps document information secureCloud based antivirus checks all documents in and outSynchronized login (no additional credentials required)Portal geo-replicated across the USFinancially backed uptime guarantee of 99.99% per quarter
Costs
SharePoint Online Standard is free with the most basic package of Office365 ($5/user /month) which also includes:
1 TB of data storage per user includedWeb versions of Office software for BYOD usersExchange email, calendar & contacts with 50GB /userUnlimited online meetings
IM, Skype for Business, HD Video conferencing
Summary
Office365’s SharePoint Online offers an easier way to manage and track projectsUsing SharePoint Online as a file repository will not only help organize documents, but also create a manageable, searchable system for storing, tracking & finding critical dataStoring documents with the project help organize project informationVersioning maintains file integrity as changes are made
CBC Solutions SharePoint Solution
CBC Solutions can help with a variety of SharePoint implementations including:
Finding a good hosting solution for SharePoint OnlineSetup and configuration of portalsIntegration with local applicationsSingle sign-on; managed one set of accounts for all your usersMigration of local SharePoint installs to the Cloud
CBC SolutionsTrusted Procurement Advisors
www.cbcsolutions.biz(619) 784-5211
