John Hughes - Operations Leadership

Using SharePoint to crack information silos

Project Collaboration

John Hughes - Operations Leadership

SharePoint 2010

Project Engineers

Workshop Team

Site TeamCommercial Team

Sales Team

SharePoint 2013

Project Engineers

Workshop Team

Site teamCommercial Team

Sales Team

Transition

What was the challenge?

• Design a project management portal in SharePoint 2013 that improved the user experience coming off the back of a hybrid SharePoint 2010 set-up with hyperlinks into a Windows folder structure

• Make the management of individual projects transparent for management review• Use SharePoint functionality to better manage documentation

John Hughes - Operations Leadership

The Processes

Project wash-up

Handover to client

Commission + TestInstallBuild +

Factory testProject

EngineeringProject set

upHand-off

from Sales

John Hughes - Operations Leadership

• Define and develop a SharePoint site for each new project

• Project Header information• Document and photo libraries• Project timeline• Project kick-off / Hand-off from Sales template to capture key

information known at the start of the project• Project tracking indication for Budget, Delivery, Technical solution• Project tracking indication for transition through process steps• Specific project contacts directory (linked to main business client

directory)• Client site address with link to Google maps

• Roll all projects up to create a summary view in SharePoint

John Hughes - Operations Leadership

• SharePoint document management (standard functionality)

• Use of Version control• New versions saved as major changes • User is always presented with the latest version of the

document• Simple access to previous versions

• No change made to software or functionality for filing of emails: all emails tagged with the specific project number electronically filed in the project document library.

John Hughes - Operations Leadership

• Resources• Use of a SharePoint consultant, 2 days per month• Outsourced IT Support company

• Project delivered and adopted by users.