BrightWork SharePoint Templates

3 Ways to Get Your Projects Under Control Using SharePoint Templates

August 30, 2018 by

SharePoint is a highly collaborative platform that can be leveraged to provide a central project and portfolio management solution in any organization.

At BrightWork, we recommend you build your project processes and functionality into the environment as a series of templates, so that groups can get started quickly and easily.

 

See BrightWork Project and Portfolio Management Software for SharePoint in action! 

 

There are three key elements to achieving project and portfolio management success with SharePoint:

  1. Clearly defined project and portfolio management process. With a clear understanding of the process, the configuration of SharePoint for PPM becomes much easier.
  2. Well defined reporting requirements. Just as with the process, you will find setting up views in SharePoint simple to accomplish when you have a clear picture.
  3. An easy to follow user interface.  Avoid putting barriers in front of the team with hard to use systems or inefficient tools (e.g. email and spreadsheets).

 

BrightWork project and portfolio management software brings all three elements together in your SharePoint environment.

Let’s see how.

3 Ways to Get Your Projects Under Control Using SharePoint Templates

1. Project Planning Is a Breeze with SharePoint Templates

Using SharePoint project management templates ensures all PMs across your organization, regardless of skill or department, are able to initiate and plan a project in the same consistent way as everyone else.

Let’s start with the guided project setup in BrightWork.

Project Setup Guidance

Using the Promoted Links webpart in SharePoint, you can easily guide users to the key lists and libraries to add information about the project.  It essentially acts as a breadcrumb trail for Project Managers to use when filling out the project site.

BrightWork SharePoint Templates

This could include a Project Statement list for summary information, important dates for the project, and the project document library.

The beauty of using SharePoint is that the Promoted Links can be updated to include the artifacts that are most important to the way you manage projects in your organization (such as risks, status reports, and more).

 

 

Plan the project schedule in the Tasks List in SharePoint

One of the links should take you to the Project Task list where you can build out the project schedule. Here you can define your tasks, set the schedule for each task, and assign responsibility for the completion of each task.

It can be built out as a to-do list or created as a Work Breakdown Structure with tasks, sub-tasks, and milestones. All of this can be done in an Excel-like interface, making it a very simple transition for those new to SharePoint.

Tasks List in SharePoint

If you need to calculate the project schedule, the SharePoint Tasks List has an out-of-the-box sync with Microsoft Project.

In addition, BrightWork also has an easy-to-use, in-browser task scheduler capability for simple calculations on the project schedule.

 

Easily manage work with Boards

Boards is an interactive web part that makes it easier for users to track and manage their tasks.

For instance, with the Task List, the Board will show all the tasks as cards.  Each card will appear in their current status column.

Users can update the status of the task by dragging and dropping the card from one status column to the next.  That action updates the status of the Task and sets the % complete where appropriate.

BrightWork SharePoint templates Gantt Chart

 

 

 

Track the project schedule with the project Gantt

You can track the overall schedule using the Project Schedule report view. The report displays the Gantt schedule with the Timeline across the top.

This kind of view gives users an easy way to see the overall schedule of the project and how things are progressing.

SharePoint Templates gantt view

2. Create Views for Automated Project Reporting

Using the right reports at the right time connects everyone to the ‘big picture’, increasing engagement and collaboration. Team members can use the ‘My Work’ reports to track their own tasks, whilst the project homepage can be configured to provide ‘at-a-glance’ updates on the project.

 

Team members manage tasks with “My Work” reports

Another way for team members to see their assigned tasks is with ‘My Work’ reports.  This report will show all their assigned items from all lists in the Project Site, including Tasks, Issues, and Risks.

BrightWork SharePoint templates My Work report

Other work reports, such as Work Due Soon, Overdue Work, or Unassigned Work provide a quick glimpse into what’s been completed, what work is upcoming, and perhaps most importantly any work that is late!

 

Configure the project site homepage for a quick project snapshot

The home page of the collaborative project site provides a simple easy-to-follow summary of the project status.

 

task-status-chart-free-template

 

Some of the key items we recommend include:

  • Key Project Metrics – which give an indication of the project schedule
  • A task summary and timeline – showing upcoming work and the project schedule
  • Overdue Items that require attention
  • A Task Status chart where you can easily see progress status.

3. Managing Across Portfolios of Projects

Cross-project reporting in the Project Office template

The Project Office template in Bright Work provides roll-up reporting across all project sites to give you real-time status of the entire project portfolio and visibility.

For example, a Project Summary Gantt with key performance indicators gives a high-level summary of the status of multiple projects.  By clicking on the project, you can drill down for more information on a specific project.

 

BrightWork SharePoint Templates Project Office

 

Track work, issues, and risks by project

In addition to the high-level summaries, the Project Office template also provides rollup reporting of Tasks, Issues, and Risks by project.

In this view, users can see all of their assignments from all projects in one easy to follow report.

BrightWork SharePoint 'My Work' report

 

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