2. SharePoint Platform Project Management
If you are looking for a solution to the following business requirements:
Promote a common view of projects across departments with controlled secure access
Controlled creation of project workspaces, flexibly organised to match your workstreams
Store and manage project documentation
Standardise project documentation and simplify the creation of those documents
Alert project participants to key milestones
Manage risks and issues
Report on project status
Promote discussions and idea sharing
Aiimi has developed the Project Management Office suite for SharePoint and has addressed each of these requirements
through the solution. Utilising out of the box SharePoint functionality, this solution is ideal for organisations looking to
increase the value of their SharePoint 2013 or SharePoint online infrastructure. Rapid deployment and an ongoing
roadmap of improvements as well as robust support and proven implementation history are hallmarks of the Aiimi
solution.
This presentation outlines the functionality offered. If you require further information, contact us for a demonstration.
3. SharePoint Platform Project Management
Here at Aiimi, we practice what we preach.
This presentation walks you through the Aiimi Project Management Office (“PMO”) environment. We have built and
refined our Project Management solution through daily use by our Project Managers only using Out of the Box
SharePoint Features.
The framework of our PMO Solution has been perfected so we minimise the time and cost to our customers by
concentrating on the bits which make our PMO Solution, your PMO Solution.
Customers ask
“Can SharePoint automatically create subfolders for each of our new projects”
This is an old, tired way of working…
4. Traditional Project Management
So, here’s the old you..
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No real structure
Several Clicks to the right Document
No Version Controls
No Metadata Search capabilities
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No quick access to document templates
No Approval process
No Version Controls
Poor security mechanism
6. SharePoint Platform Project Management
Our fully branded PMO looks and feels like it belongs to our business, it doesn’t carry the bland look of the Network
Shares we’re all used to.
Users find it familiar due to the fluent Office Ribbon interface which runs through the whole of SharePoint.
This screenshot shows the landing page
of Aiimi PMO.
From here Project Managers can quickly
add new Projects in their own sub sites
which allows for well organised
information which once a project has
completed can be archived from view.
It also provide a home for other staff to
view current projects and access all of the
tasks, documents and other information
associated with it.
7. Home Page Wireframe
Left Top – Page introduction and Project Pre-Requisites
Left Bottom – Project Register
Right – Promoted Links to open new project sites.
8. Multi-Layered Site
Built for the Purpose of managing multiple projects in one space within the Microsoft SharePoint Platform.
Let’s take a look at the structure underneath.
PMO Home is where our Landing page lives. This sits
in it’s very own site collection, away from the rest of
our SharePoint environment.
The left side of the diagram shows the Homepage,
Wiki Library and a Custom List which live under the
Site Collections top level site.
The right side of the diagram shows the Projects
which are Sub Sites living underneath the top level
site. Each project will have it’s own Sub Site to hold
it’s unique information and documents.
PMO Home
Homepage
(SitePage)
Project Type A
(SubSite)
Q&A Wiki
(Library)
Project Type B
(SubSite)
Project Register
(Custom List)
Project Type C
(SubSite)
9. Global Navigation
Simple Global Navigation Items – Project Office, Practice Areas and Q&A Wiki.
Project Office – Link back to the Project Office Homepage seen previously.
Practice Areas – Hover to see a 2nd Navigation set of current projects within that area.
Project Q&A Wiki – Link to a Wiki Library containing Q&A articles and project advise.
This navigation is customisable and we can build multiple levels if required using
SharePoint 2013 managed navigation.
10. Project Site Template
Project Site Templates are created within the PMO.
Clicking the relevant Homepage link will take
you to the new Project Site Form.
Selecting the Custom Template here will set up
your project site.
Contained within these Site Templates are
• Document Libraries
• Lists
• Project Surveys
• Project Calendar
• Content Types
• Site Columns
• Document Templates
• Permissions.
11. Everything Works
Your new Project site will
appear once you have
clicked OK on the creation
form.
You will see the project
homepage with Web Parts
showing important project
information, documents
and indicators.
The left navigation provides
an easy route to all of your
documents providing a
granular ‘folder’ feel despite
all documents being located
in one document Library.
12. Content Types & Site Columns
Every new item or document entered into the site will be assigned to a Content Type making for better organisation to
your information and also allowing you to capture the metadata you require.
13. Metadata
Metadata is entered by
adding columns to a
Content Type.
These columns are then
visible as fields on forms or
document information
panels.
14. Adding Documents to PMO
There are three ways to add documents to Project Management Office.
Drag & Drop
Upload
Document
Using the Upload Document button allows you to assign a Content Type and provide
Metadata prior to checking in the newly uploaded document.
15. Adding Documents to PMO
There are three ways to add documents to Project Management Office.
‘New Document’ – Using the Files Tab, you can select a Content Type to create.
Selecting a New Item from here will open a Template with Metadata fields to fill out if required.
16. Document Information Panel
An example of creating a New Document using a Content Type in PMO.
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Select New Document > Change Request
SharePoint opens the document template specified on the Content Type.
Use the Document Information Panel to fill out the document using building blocks in the Template.
Save, Check-In and Publish a Major Version if required.
17. Document Versioning
Document Versioning is a Built-In feature of a SharePoint Library.
Versioning can be set as Minor or Major – minor versions being
unpublished and hidden from search and certain users until the
author is ready to create a Major version.
Versions are made either by
• Uploading a Document with the same name
• When saving a document opened from the SharePoint library
Documents stored in SharePoint 2010 onwards can be co-authored
by users.
Alternatively we can require a checkout of a document so that two
users can not amend the document simultaneously.
18. Version History
Each Item or Document within SharePoint stores version history.
To view, we simply select the ellipse on our item or document
and choose version history.
19. Document Approvals
SharePoint includes a Document Approvals feature which can be added to your document libraries. Approvals work on the
SharePoint Workflow framework and we can therefore customise this into notifications when an item is Published,
Approved or Rejected.
20. Search
Search is available from the Top Level Site through PMO and each individual project.
Result Filtering
Results – List Items,
Documents, Pages,
Libraries, Sites
Result Refinement Slider
21. What’s Next?
Each Project Management Office site can be tailored to your Project Lifecycle specification.
Want to see a Demo?
Call: 02073975355
Email: enquiries@aiimi.com
Live Chat: www.aiimi.com
