The document discusses using SharePoint to improve project management across different teams by creating a centralized portal. It describes transitioning from a hybrid SharePoint 2010 setup with file links to developing a SharePoint 2013 site for each new project. This included standard project information, document libraries, timelines, and templates to capture key details at the start. It also details using SharePoint's version control and document management to improve transparency and handling of project files and emails. The project was delivered on time with support from a consultant and IT company.

1. Using SharePoint to crack information silos
John Hughes - Operations Leadership

2. SharePoint
2010
Project
Engineers
Workshop
Team
Site Team
Commercial
Team
Sales Team
SharePoint
2013
Project
Engineers
Workshop
Team
Site team
Commercial
Team
Sales Team
Transition
John Hughes - Operations Leadership
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

3. John Hughes - Operations Leadership
Project
wash-up
Handover to
client
Commission
+ Test
Install
Build +
Factory test
Project
Engineering
Project set
up
Hand-off
from Sales

4. • 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 SharePointJohn Hughes - Operations Leadership

5. • 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

6. • Resources
• Use of a SharePoint consultant, 2 days per month
• Outsourced IT Support company
• Project delivered and adopted by users.
John Hughes - Operations Leadership