The use of SharePoint for project change request management and control

Managing change requests is an important aspect of project management. Change requests can arise during the course of a project due to various factors, such as unforeseen obstacles, changes in requirements, or the need for additional resources. Effective change request management and control can help ensure that projects stay on track and deliver the desired outcomes. SharePoint, a popular collaboration and document management platform, offers a range of features and functionalities that can be leveraged for project change request management and control. In this article, we will explore how SharePoint can be used for this purpose and the benefits it brings to project teams.

SharePoint for Project Management

SharePoint provides a comprehensive suite of tools and capabilities that can support project management activities. One of the key features of SharePoint is its ability to create project sites, which serve as a centralized hub for project-related information, documents, and collaboration. Project sites in SharePoint can be customized to fit the specific needs of a project, allowing teams to track tasks, milestones, and deliverables, as well as store and share project-related documents.

Within a SharePoint project site, project managers can create and manage change request forms using SharePoint's built-in forms functionality. These forms can be customized to capture relevant details about the change request, such as the reason for the change, the impact on the project timeline and budget, and the resources required to implement the change. SharePoint forms can also include validation rules and workflows to ensure that all necessary information is provided and that the change request follows the appropriate approval process.

Benefits of Using SharePoint for Change Request Management

There are several benefits to using SharePoint for change request management in projects:

1. Centralized Repository

SharePoint serves as a centralized repository for all change requests, making it easy for project teams to access and manage the requests. The project site provides a single location where team members can submit new change requests, review existing requests, and track the status of each request. This helps to streamline the change request process and ensures that all relevant information is readily available to the project team.

2. Collaboration and Communication

SharePoint facilitates collaboration and communication among project team members. The platform allows users to comment on change requests, provide feedback, and engage in discussions related to the proposed changes. This promotes transparency and enables effective decision-making, as project stakeholders can easily exchange information and ideas within the SharePoint project site.

3. Workflow Automation

SharePoint offers powerful workflow automation capabilities that can be leveraged to automate the change request approval process. Workflows in SharePoint can be configured to route change requests to the appropriate stakeholders for review and approval. This reduces the need for manual intervention and helps expedite the change request process, ensuring that requests are addressed in a timely manner.

4. Document Management

SharePoint's document management features are particularly useful for change request management. Project teams can use SharePoint to store and manage all relevant project documents, such as change request forms, supporting documentation, and approval records. SharePoint allows for version control, document check-in/check-out, and document collaboration, ensuring that the most up-to-date information is accessible to all project team members.

Implementing Change Request Management in SharePoint

Implementing change request management in SharePoint involves the following steps:

1. Set up a Project Site

Start by creating a project site in SharePoint to serve as the central hub for change request management. Customize the site to include relevant lists, libraries, and web parts to support change request activities. Consider including a change request form library, a change request tracker, and a discussion board for team collaboration.

2. Customize the Change Request Form

Use SharePoint's form customization capabilities to create a change request form that captures all necessary information. Include fields for the change request title, description, reason for change, impact analysis, required resources, and any other relevant details. Configure validation rules and workflows to ensure that all required fields are completed and that the change request follows the appropriate approval process.

3. Define the Change Request Approval Process

Define the approval process for change requests in SharePoint using workflows. Determine the appropriate stakeholders who need to review and approve change requests, and configure the workflow to route the requests to them. Consider incorporating automatic notifications and reminders to keep stakeholders informed about pending change requests and upcoming deadlines.

4. Track and Monitor Change Requests

Regularly track and monitor change requests in SharePoint to ensure that they are being addressed in a timely manner. Use the change request tracker to record the status of each request, including the date of submission, the current stage in the approval process, and any comments or feedback provided by stakeholders. This tracking mechanism helps project managers keep an overview of all change requests and ensures that nothing falls through the cracks.

Conclusion

SharePoint provides a powerful platform for project change request management and control. Its features and functionalities, such as project sites, forms, workflows, and document management, enable project teams to effectively manage change requests throughout the project lifecycle. By leveraging SharePoint for change request management, project teams can improve collaboration, streamline workflows, and ensure that changes are implemented in a controlled and organized manner. Implementing SharePoint for change request management can ultimately contribute to the success of projects by minimizing risks, meeting stakeholder expectations, and delivering desired outcomes.