Previous chapters explored integrating SharePoint communications with Microsoft 365 services such as Forms, Power Automate, and Teams. This chapter explores the use of SharePoint Online for project management. It covers business challenges, how SharePoint communication sites can prove useful, and business benefits. You will also see how different modules in project management are managed using SharePoint communication sites. In short, the chapter explains what project management is, covers project management activities using SharePoint communication sites, includes a use case on project management, and finally discusses external sharing using SharePoint communication sites.
Upon reading this chapter, you will be able to manage and label records in SharePoint Online for project management purposes. Further, you will be able to deal with project management challenges and retrieve useful information from a SharePoint communication site page to track project status and create reports.
Introduction to Project Management
A project is a temporary exercise that an organization can undertake to address a specific need. Projects can be used to create a new product or service, or they can help improve a business process. This type of project is different from how an organization typically works.
An organization’s work is considered functional if it involves manufacturing something, such as trucks, on a continuous basis. This means that the same products and services are produced over and over again, and the people who perform these roles are also continuously engaged.
Project Management
A project is typically initiated by an organization for the sole purpose of improving its operations. It can be a one-off undertaking that requires a lot of resources and time, and it can be very challenging to manage due to the constraints of the project. A project team is composed of various individuals, such as end users, IT specialists, business analysts, and the project sponsor.
The concept of project management is a process that involves managing all aspects of a project in order to ensure that the resources are able to deliver the necessary output to meet the requirements of the project. This process is usually agreed upon during the project’s initiation stage. Once the project begins, all team members and stakeholders will have a clear understanding of the project’s methodology and expected outcomes.
A good project manager can use a formal process to manage the project, and this can be used as a reference for the project. This method can also be used to audit the project’s progress.
Project Management Methodology
Projects are usually divided into three phases: the initiation, the implementation, and the closure. Each phase has multiple checkpoints that have to be met before the next phase can begin. The degree to which projects are managed depends on the size of the project and the complexity of the task. For instance, if a large project is being carried out in an organization with a lot of resources and people, a more structured approach is required. This method will allow the project to deliver the anticipated end result.
A simple project in a small organization can be done with a few checklists and a few goals. Having someone else coordinate the project is also usually all that’s needed.
Initiating a Project
The initial idea for a project is usually a product or service that needs to be improved or changed. This is done through a project charter or mandate, which is a document that describes the necessary steps to start a project. The goal of the charter or mandate is to establish a clear method for presenting a project, and it should result in a business case.
After the business case has been approved, a more detailed document, known as the Project Definition Report (PD), is prepared. This document provides a comprehensive analysis of the project and its various phases. It also helps in assessing the project’s viability.
This section provides a comprehensive overview of the various aspects of a project, including the scope of the project, the results of the feasibility study, and the expected duration of the project. It also identifies the key individuals and resources that will be needed to carry out the project. A project’s goal is usually to achieve a certain amount of goals. They can be broken down into objectives to measure how well the project has been carried out.
Before a project can start, it must first identify the key success criteria that will determine its success or failure. These are the objectives that will be achieved even if other goals are not met. Once the project is given the go ahead, a contract document is prepared, and the project sponsor uses this document to give formal approval to the funding of the project. The initiation phase is usually completed following the contract document’s approval.
Project Implementation
The implementation phase of a project involves managing and tracking the various aspects of the project. The first step in this process is to create a project plan, which describes how the project will be conducted. This is done by using the Project Definition Report, which is a summary of the project. However, a detailed project plan is required to fill in the details of the project, which is more important when the project is being run.
The project plan is a document that describes the various aspects of a project that will be carried out during the duration of the project. It is the central document that all of the team members agree on. It also provides a list of all the tasks and milestones that will be completed.
In addition to the project plan, other steps such as change control and quality control are also taken during the implementation phase. One of the most important factors that a team should consider when it comes to planning a project is the risk management process. This process involves assessing the various factors that could affect the project’s success.
In addition to the project plan, a risk log is also used to record and grade the various risks that can affect the project. This document can be used to identify areas of concern and develop an action plan to minimize the risks.
Issues management is also an area that involves identifying the various concerns that the team members and other stakeholder groups have about the project. This process can be carried out through regular meetings. The project manager in quality control ensures that the products that are being produced by the team are meeting the standards set by the project.
The project manager is also responsible for monitoring the progress of the project and providing regular reports to the team members and other stakeholder groups. This process is carried out to ensure that the project is on track and that the necessary steps are being followed. As most projects do not go exactly according to plan, progress control is carried out to make sure that the plan is followed and that the appropriate actions are taken if the deviations occur.
This process can be carried out through regular checkpoints. These meetings are designed to monitor and control the activities of the project, as well as gather statistics about the team members’ progress. They can also help the project manager keep track of the various tasks and milestones that will be completed.
Sometimes, projects don’t go exactly according to plan. In order to ensure that the project is on track and that the necessary steps are being followed, changes are also made to the schedule.
This process can also be fully documented by the project manager in the form of change control. This process involves gathering information about the proposed changes, as well as identifying the potential impact of the changes on the project. The project manager then informs the team members and other stakeholders about the alternatives and implications of the proposed change.
The implementation phase of a project usually ends once the project has reached its goals and objectives. This stage can be carried out through the detailed success criteria in the project’s definition report.
Project Manager
Aside from having the necessary knowledge about the project management methodology, a good project manager also needs to have the necessary skills and abilities to manage a project team. These include having good communication skills, being a team player, being able to negotiate, and having good interpersonal abilities.
One of the most critical factors that project managers consider when it comes to choosing and recruiting project team members is the availability of qualified individuals. This is done in a manner that is consistent with the discipline and rigor that the business requires in order to successfully carry out its projects.
Having a well-documented and adaptable methodology is also a critical element for ensuring that a project is successful. This method should be communicated to the team members during the start of the project so they have a clear understanding of what is expected of them and how it will be implemented. This will help ensure that the project is being carried out according to the requirements of the project.
Project Lifecyle
The various phases of a project are referred to as the lifecycle of living beings, and there is no universal consensus on how many phases a project should have. Understanding the lifecycle is very important to ensure that the project is completed successfully. It allows you to visualize the sequence of events in the project’s development.
The typical project involves four phases: conceptualization, planning, execution, and termination. Each phase is characterized by deliverables such as a concept note, feasibility report, implementation plan, evaluation report, and resource allocation plan.
Conceptualization
The concept phase is the initial step in developing a project idea. It involves identifying the product or service that will be beneficial to the project, examining the various factors that will affect the project’s success, and coming up with a strategy and a proposal that will be presented to the stakeholders. During this stage, a proposal is developed to establish the necessary details for the appraisal of the stakeholders.
Planning
The next step involves planning and implementing the project structure based on the approval and appraisal of the project. This phase also involves the preparation of the project’s budget and the establishment of the project’s activities. Some of the tasks that are performed in this phase include identifying the activities and their sequencing, the time frame for execution, the staffing, and the detailed project report.
Execution
The next phase of the project involves the continuous monitoring and control of the various activities of the project. This phase is focused on ensuring that the plans are being executed properly and that the project is on track. Some of the key activities that this phase involves include communicating with the stakeholders, reviewing the progress of the project, managing the quality of the work, and monitoring the cost.
Termination
The completion of the project signifies the end of the project’s activities and the installation of the agreed-upon deliverables. This phase also involves the establishment of the project’s follow-up and evaluation procedures.
Project Management Roles and Responsibilities
Board: The board is composed of representatives from the supplier and user communities. It is chaired by the Senior Resource Officer (SRO). The board has overall responsibility for project success.
Accountable board member: The board of directors of a project is composed of individuals with overall responsibility for the project. The project’s senior management officer (SRO) is the key decision maker who is responsible for overseeing the project’s progress and developing plans.
User community: This board member is responsible for ensuring that the project products and services are delivered to the users and is accountable for their success.
Supplier: This board member is also responsible for ensuring that the project’s products and services are of high quality.
Project manager: The project’s prime minister is also responsible for overseeing the day-to-day management of the project. They have the authority to make changes to the project’s constraints.
Team: The project team is responsible for ensuring that the project’s products and services are of high quality. They have the necessary skills and knowledge to manage the project’s various tasks and constraints.
Assurance: Although the board is usually delegated to oversee the project’s management, project assurance is a requirement that is independent from the project manager. This type of assurance ensures that the project is being managed properly.
Support: The role may involve providing administrative assistance to the board and the project manager. It can also include the supervision and guidance of the project’s control and planning systems. Depending on the skills and experience of the board member, the role may involve providing advice and guidance.
Project Management Using SharePoint Communication Sites
One of the most important factors that businesses consider when it comes to technology is the availability of software such as Microsoft’s SharePoint Online for content management. This is why more companies are turning to this solution to manage their projects. This section covers the various features of SharePoint communication sites and how they can help you achieve success.
As you learned, the process of organizing and planning a project using Microsoft’s SharePoint server is known as project management. SharePoint can help businesses improve their efficiency and manage their projects from start to finish. With the help of this platform, businesses can share files and collaborate on projects in real time.
The popularity of Microsoft’s platform for project management continues to rise. Through its customizable settings and intuitive interface, it can be tailored to meet the needs of different teams and organizations. This allows teams to create a specific location for all of their tasks and documents.
With built-in reporting features, users can easily track their project’s progress and identify areas for improvement. This platform can help improve team communication and lead to successful outcomes.
With the help of Microsoft’s platform, teams can collaborate and share documents in a secure environment. It also has various features that allow users to track their projects.
With the help of custom workflows and lists, users can create a variety of tools that allow them to manage their projects and keep track of their tasks. They can also use social media tools to keep their team members updated on the progress of their projects.
Project Management Best Practices Using SharePoint Communication Sites
Manage alerts: One of the most common issues that teams face when it comes to project management is the lack of communication between team members. With the advanced alert functions in Microsoft, they can easily track the progress of their projects and notify their team members when changes or tasks are made. However, this can lead to a workflow breakdown.
Reports: One of the most important factors that teams should consider when it comes to implementing project reporting is Microsoft’s platform, which can be easily customized and embedded into pages. With the help of various filters and dashboards, users can easily find the data they need. Additionally, automatic email notifications can be sent to team members to keep them informed about the status of their projects.
Content management: With the help of SharePoint communication sites, users can easily collect and aggregate data from various project sites. This can help them identify potential issues and improve the efficiency of their projects. One of the most common issues that teams face when it comes to project management is the lack of data synchronization. This can happen when multiple teams or individuals work on different projects and store data in different locations. Having a central location where all of the necessary data is stored can help make it easier for team members to access and complete their projects.
Dashboard: Despite the increasing number of data collected and analyzed by businesses, most employees still lack the necessary skills to use it. One of the most effective ways to improve the efficiency of a company is by having a dashboard summary. This type of document provides a high-level overview of the various data points that a company collects. It can be used as an executive summary or a weekly report for managers. A dashboard is an easy-to-read and comprehensive overview of key performance indicators and other data that can be used to make informed decisions. It can be combined with graphics to provide a visual presentation of the information.
Project communication: SharePoint communication sites can be used by businesses to keep track of their employees and improve the communication between them. They can be customized to meet the needs of a company. It is important to learn how to use the various features in order to improve the communication between workers and clients. One of the most effective ways to improve the efficiency of a company is by having a communication tool that can help manage the various tasks and projects that a team member is involved in. With the help of this type of tool, everyone can easily follow the same process and keep their tasks and projects on track.
Managing resources: One of the most critical tasks that businesses face when it comes to managing their resources is ensuring that they have an effective system in place. There are several ways that you can use SharePoint communications sites to get the most out of your resources.
Goal setting: One of the most effective ways to set goals is through the use of SharePoint communication sites. This can be done by creating a goal list, which is an easy way to see all of your goals in one place. You can also add details such as the date that you want to reach the goal, or a link to the information that you want to share
Visual tracking: SharePoint communication sites can display timelines, which are a visual representation of the history of events or changes that have occurred in a page. This can be useful when you need to track the progress of a project or when you want to show a page’s history of changes.
Schedule kick-off meetings and avoid unproductive meetings: Kickoff meetings are a great way to get started on a project, and Office helps you manage your schedule and keep track of who has shown up and who has declined. You can also send out meeting agendas and keep track of meeting minutes with the help of a calendar feature in Office. Unfortunately, meetings can be very disruptive to the workplace. Unproductive meetings can be very frustrating for everyone involved. There are a few things that can be done to prevent them from happening, and these can help make them more productive. First, set an agenda and make sure that everyone is in attendance. Second, avoid having conversations that are not related to the topic. Finally, make sure that everyone is following the discussion.
One of the most important factors that businesses consider when it comes to project management is the availability of Microsoft’s SharePoint platform. It provides a wide range of features and functions, such as a Document Library, a calendar, and discussion boards. It can also be used to create websites, manage employee profiles, and create projects. Because it is a Microsoft product, it can be integrated with other applications, such as Outlook and Excel.
SharePoint Online Communication Sites Use Case for Project Management
- 1.
Create a new site for a project.
- 2.
Create a list to management project-related items.
- 3.
Track different ongoing projects.
- 4.
Create automated workflows to trigger notifications.
- 5.
Allocate work using a SharePoint list.
- 6.
Manage resources.
- 7.
Update status reports and use the Project Dashboard.
The following sections cover each of these steps in more detail.
Creating a New Site for a Project
The five photos depict the project home page, such as welcome to the Hing point homepage! Everything you need to do your job is in the first photo, followed by Hing point projects, marketing home, rocks, and a sandbox in the next four photos.
Project home page
On this page, you can access all of the tools and data that you need to work on your project. We used a webpart in order to create a communication site that includes a New Project Set Up Form and a data list. There are also a variety of dashboards built on top of the data stored in the database.
Creating a List to Management Project-Related Items
A screenshot represents the list creation which contains the content title, description, author, status, and draft due with details.
List creation
Tracking Different Ongoing Projects
A screenshot depicts the project tasks, which include today initiate the project, October 29 to November 25, plan and set up the project, work the project, track and preplan the project, and close the project.
Tracking projects
A screenshot represents the search new project setup, new, quick edit, export to excel, flow, power apps, short U R L, and the search box is highlighted.
Searching projects
You can easily find all the information you need about a project by searching all the projects in the list. You can also create a new project and edit all the details at once. This feature has been very popular among users. With flows, you can create codeless functionalities such as notifications.
Creating Automated Workflows to Trigger Notifications
With the help of a tool like SharePoint, you can automate the workflow between multiple roles within a company or department. SharePoint can also send notifications to people when you trigger a certain event in the system.
Say for example that Sales wants to notify Operations about the new project that it has sold. This process involves sending multiple emails to the people who are involved in the project. The goal of these emails is to let them know about the new project’s details so they can pass the baton to the next generation.
A screenshot represents the Email notification is November 2020 C O V I D 19 requirements and a reminder message shared with you 7 days ago if you missed it, here is a quick reminder.
Email notification
Allocating Work Using SharePoint List
A screenshot represents the six columns, such as task name, start, finish, and task date, and twelve rows which contain initiate, plan, and set up the project, work the project, and weekly team meetings with details.
Work log list
Managing Resources
A screenshot depicts the project assignment, which includes favorites, inbox, Du Echo, and the Hello testlib dot docx document.
Project assignment
Using the Status Update and Project Dashboard
The Project Manager can now view all the details about the project, including the date it was logged, its budget, and its actual hours. They can also enter their own details, such as their forecast and budget. If they click the link, they will get the information from the source in Microsoft’s SharePoint.
The workflow will notify the team members if there are any changes to the project information. This ensures that everyone has the latest information. It also helps minimize the time that team members have to gather for meetings.
You will receive various benefits using this system, such as being able to work with more effective and efficient employees, having better relationships with your sales and operations, and reducing errors.
Sharing a SharePoint Site Externally
For many years, Microsoft Office Online has been known for its various features and advantages. One of these is the ability to share a site, which is very different from file and folder sharing. Although it is very easy to share a site in a browser, it can be very confusing to everyone. This section discusses about how to successfully share a SharePoint communication site with other people outside of the organization, using the external sharing feature in Microsoft 365.
A screenshot depicts the add external sharing mail I D, which contains people you can specify can edit, at Gmail dot com box, add another in that at gamil.com is outside of your organization, add a message is optional and send button.
External sharing
If enabled, anonymity allows recipients to access shared folders and files without requiring them to type in passcodes. This method works even if the recipient has the link type enabled.
Regardless of which option you choose, the process is relatively simple and painless for both the recipient and the originator. Unlike sharing files and folders in a web browser, doing so in a secure environment such as Microsoft 365 requires the recipient to provide a unique identity.
Instead of sending eight-digit codes, users must enter a Microsoft ID and an email address to confirm their identity. After they accept the invite, the users will see their name and address in the User directory of Microsoft 365 or Azure.
Enabling External Sharing in SharePoint
Here are steps for enabling access in SharePoint for external users:
A screenshot depicts the Apps such as outlook, word, PowerPoint, SharePoint, yammer, flow, one drive, excel, OneNote, team, dynamics 365, and admin is highlighted.
M365 Admin access
A screenshot depicts the share point admin center, which contains Microsoft 365 admin center, settings, admin centers, share point, names, and description.
SharePoint admin center
A screenshot depicts the Share Point admin center with options on the left side, sharing is selected, and it has external sharing in which content can be shared with share point and Onedrive.
SharePoint Sharing feature
A screenshot depicts the external sharing in which content can be shared with share points contains the most and least permissive, and OneDrive contains anyone, new and existing guests, and only people in your organization.
External sharing overview
A screenshot depicts the external sharing in which content can be shared with share points contain the most and least permissive and OneDrive, link settings with options.
Understand the external sharing options
This section allows you to set up tenant-wide settings for all of your sites. These settings will automatically be applied to all of them. You can also set site-level sharing settings.
A screenshot depicts the external sharing in which content can be shared with share points contain the most permissive is highlighted, least permissive, OneDrive, and best practice.
Best practice for SharePoint external access
You can also set site-level sharing settings. This will allow you to enable external sharing for certain groups of users but prevent it at the site level. Sites that follow the default tenant setting will be more permissive than those that do not.
SharePoint Experience for External Users
A screenshot represents the email invitation to guests, which contains hello, and goes to the volunteers hub.
Email invitation to guest
A screenshot depicts the external user screen which contains the welcome to share point online, Microsoft, and organizational accounts.
External user screen
This scenario is usually used by an organization that has an Microsoft 365 subscription. The recipient can then log in to their company’s website using their user ID. After clicking the link, the external user will be prompted to enter their Microsoft 365 credentials.
The recipient can still use their existing Microsoft account even if they don’t have an Microsoft 365 subscription. For instance, the user might have an account for Xbox.com or Outlook.com. They can also create a new account for various other services, such as Hotmail.com.
If the recipient does not have an existing Microsoft account, a new one can be created on the fly. Just enter the required details and click Create New Account. It’s very quick and easy to set up.
Once the external user’s request is accepted, that user can access the SharePoint communication sites.
Summary
In this chapter, you learned about project management using SharePoint communication sites, some uses case for project management activities, and external sharing using SharePoint communication sites. The next chapter explains seamless integration of SharePoint communication sites with Microsoft 365 products such as Forms, Power Apps, Power Automate, and Teams.