4 Benefits of Managing Your Project Management Office With SharePoint
A Project Management Office (PMO) is a group or department within a business responsible for defining and maintaining project management standards throughout the organization.
The PMO helps to focus, centralize, and coordinate all projects under its remit.
They establish templates, guidelines, processes, and procedures for the way projects should be managed within an organization.
They can also be responsible for selecting, configuring, and maintaining the project and portfolio management software the company is using.
Best-practice templates and reporting dashboards on SharePoint are a quick way to establish a fully working project office in your SharePoint environment.
Here are four benefits of putting something like this in place in SharePoint with a solution like BrightWork:
- Quickly get visibility across your portfolio of projects.
- Create a project site per project.
- Report across all your project sites with portfolio dashboards.
- Connect and collaborate with team members.
4 Benefits of Managing Your Project Management Office on SharePoint
1. Quickly get visibility across your portfolio of projects.
SharePoint provides a collaborative environment to manage project and portfolio information.
It is configurable and can be tailored to support the processes needed to manage and control work and projects.
You can quickly establish a Project Management Office site with a simple Projects Tracker to get immediate visibility into the status and progress of projects.
The template has a familiar “Excel”-like interface for recording high-level project information.
The Projects Tracker is essentially a one-liner status report about a project – reporting high-level information like Health-Time-Cost-Quality stoplight indicators, Project Manager, percent complete, key dates, etc.
Even though it’s summary information, you will get a good sense of how all the projects in the portfolio are doing.
This type of Project Tracker allows you to take control of the project portfolio quickly and can be easily deployed in SharePoint.
2. Create a SharePoint Site Per Project
A Projects Tracker is useful to get the 30,000-foot view of your portfolio, especially when you are just starting out, but projects tend to be more complicated than that.
Most of the time, your projects will need their own workspace.
At a minimum, you’ll need to plan and manage the project schedule. You’ll likely need to manage risks, issues, status reports, and project deliverables as well.
That is where a SharePoint Team site is the perfect solution!
You can evolve into more detailed project management by introducing project sites based on templates.
BrightWork comes with a range of project, portfolio, and work management templates for SharePoint.
The templates are flexible and can support different types of projects with varying levels of complexity.
Here is an example of a SharePoint site configured to manage a project.
The project homepage provides a summary of some of the key project information, like:
- Key Project Metrics, like Late items, estimated finish date, and the last time the site was updated
- Project timeline
- Top Open Issues and Overdue Items
- Tasks Status Charts.
Moving down the Quick Launch, you can see links to other lists and libraries used to manage various project processes, such as:
- Tasks Lists and Reports
- Document Library
- Issue Logs
- Status Reports
- Work Reports.
The above screenshot is based upon the BrightWork Project Lite Template, so it is on the “lighter” side of project management.
The range of templates in BrightWork span the whole spectrum of project management, from simple tracking to fully-structured project management.
Having a SharePoint site dedicated to your project brings all information into one centralized place.
You won’t have to worry that documents, deliverables, or project plans are out of the date because all the information you need is right there in the project site.
3. Report across all your project sites with portfolio dashboards.
SharePoint follows a hierarchical structure, with sites and sub-sites, which is actually perfectly suited to project management!
BrightWork leverages that structure within SharePoint to naturally build-out project offices, where individual project sites roll up to the Project Office site above.
The Project Offices are typically grouped by department, but you can use any grouping that makes sense for the projects in your organization.
Here is an example of how individual project sites might roll up to the Project Office level to report progress and status.
By leveraging the SharePoint structure of parent and child sites, you get real-time visibility across all of the projects in the portfolio.
If stakeholders looking at this dashboard want more information on a particular project, they can simply click on the link and drill down for more information.
4. Collaborate / Connect with Team Members
Bringing your project and portfolio management on your centralized SharePoint platform ensures all stakeholders have access to up-to-date project data at all times.
BrightWork extends this visibility even further with powerful reporting capabilities, including My Work Reports, portfolio reporting, and scheduled emails for project updates.
For example, you can send daily email reminders to team members about upcoming assignments, or schedule weekly Project Status Report emails to executive groups on Friday mornings.
The project sites and portfolio dashboards created on SharePoint become an efficient communication channel for team members and stakeholders.
Deploying a Project Management Office on SharePoint provides easy access to project information.
Combined with the ability to share project information on a timely basis, you can increase the success rate of your entire project portfolio.
The article was originally published in April 2018 and has been updated for accuracy, comprehensiveness, and freshness.
Billy is a graduate of the Villanova School of Business and holds a Master’s degree from National University of Ireland, Galway. Outside of BrightWork, he enjoys reading, trying to golf, and walking his pug named Nova.