SharePoint as a platform for project portfolio management

The Power of SharePoint

SharePoint is a powerful platform developed by Microsoft that offers a wide range of features and capabilities for managing and organizing content within an organization. While SharePoint is commonly known for its document management capabilities, it can also be utilized as a platform for project portfolio management. In this article, we will explore how SharePoint can be leveraged to enhance project management processes and improve overall project collaboration and communication.

SharePoint for Project Management

SharePoint provides a comprehensive set of tools and features that enable project managers to effectively plan, track, and manage projects. One of the key features of SharePoint is its ability to create and manage project sites. A project site in SharePoint acts as a central hub for all project-related information and resources. It allows project teams to collaborate, share documents, track tasks, and communicate effectively.

SharePoint Project Sites

A SharePoint project site is a dedicated workspace within SharePoint where project teams can collaborate and work together on a specific project. It provides a centralized location for storing and accessing project documents, timelines, tasks, and other project-related information. SharePoint project sites can be easily customized to fit the specific needs and requirements of each project.

SharePoint Task Management

SharePoint offers robust task management capabilities that allow project managers to assign tasks to team members, track progress, and monitor deadlines. Tasks can be easily created, assigned, and updated within SharePoint, providing real-time visibility into the status of each task. This helps project managers to stay on top of project progress and ensure that tasks are completed on time.

SharePoint Document Management

One of the key strengths of SharePoint is its document management capabilities. SharePoint provides a secure and centralized repository for storing and managing project documents. Project teams can easily upload, share, and collaborate on documents within SharePoint, ensuring that everyone has access to the latest version of each document. SharePoint also offers version control and document approval workflows, which further enhance document management and ensure document integrity.

SharePoint Collaboration Tools

SharePoint offers a variety of collaboration tools that enable project teams to work together efficiently. These tools include discussion boards, calendars, shared task lists, and team sites. Discussion boards allow team members to communicate and share ideas, while calendars help in scheduling and tracking project milestones. Shared task lists enable team members to manage and track their individual tasks, while team sites provide a central location for sharing project-related information and updates.

SharePoint Forms and Workflows

SharePoint forms and workflows can streamline and automate project management processes. SharePoint forms allow project teams to collect and organize project-related data, such as project requests, change requests, and issue tracking. Workflows enable project managers to define and automate business processes, such as approval workflows for project documents or task assignment workflows. By utilizing SharePoint forms and workflows, project managers can reduce manual effort, improve efficiency, and ensure consistency in project management processes.

SharePoint Online for Project Management

SharePoint Online, the cloud-based version of SharePoint, offers additional benefits for project management. With SharePoint Online, project teams can access project sites and collaborate on projects from anywhere, at any time, using any device. SharePoint Online also provides scalability and flexibility, allowing organizations to easily add or remove project sites as needed. Furthermore, SharePoint Online offers robust security features, ensuring that project data is protected and accessible only to authorized individuals.

Enterprise Content Management in SharePoint

SharePoint is not just a project management tool, but also a comprehensive enterprise content management solution. It provides features such as document management, records management, search capabilities, and information governance. By utilizing SharePoint for project portfolio management, organizations can leverage these enterprise content management features to ensure that project-related documents and information are properly managed, organized, and secured.

Conclusion

SharePoint offers a powerful and versatile platform for project portfolio management. Its features and capabilities enable project teams to effectively collaborate, communicate, and manage projects. Whether it's creating and managing project sites, tracking tasks, managing documents, or automating workflows, SharePoint provides the tools and functionalities required for successful project management. By utilizing SharePoint as a platform for project portfolio management, organizations can enhance their project management processes, improve overall project collaboration, and achieve project success.