The use of SharePoint project sites for project change request management

Project management is a crucial aspect of any organization's success. It involves planning, executing, and monitoring projects to ensure they are completed on time and within budget. As projects progress, it is common for stakeholders to request changes to the original scope or requirements. Managing these change requests effectively is essential for project success. In this article, we will explore how SharePoint project sites can be used for project change request management.

What is SharePoint?

SharePoint is a web-based collaboration and content management system developed by Microsoft. It provides organizations with a centralized platform for document management, team collaboration, and workflow automation. SharePoint offers various features and tools that enable efficient project management, including project sites.

SharePoint Project Sites

A SharePoint project site is a dedicated space within SharePoint where project teams can collaborate, share documents, and track project progress. It serves as a centralized hub for all project-related information and activities. SharePoint project sites can be customized to meet the specific needs of a project, making it an ideal tool for project change request management.

Benefits of Using SharePoint Project Sites for Project Change Request Management

Using SharePoint project sites for project change request management offers several benefits:

1. Centralized Storage and Access

SharePoint project sites provide a centralized location for storing and accessing all project-related documents, including change request forms, project plans, and requirements documents. This ensures that all project team members have access to the latest versions of these documents, reducing the risk of miscommunication and errors.

2. Customizable Forms

SharePoint allows project managers to create custom forms for change requests. These forms can be tailored to capture the necessary information for evaluating and approving change requests. By standardizing the change request process, organizations can ensure consistency and efficiency in managing change requests.

3. Workflow Automation

SharePoint offers workflow automation capabilities, allowing organizations to streamline the change request management process. Workflows can be created to route change requests to the appropriate stakeholders for review and approval. This eliminates manual handoffs and reduces the time and effort required to manage change requests.

4. Version Control

Version control is a critical aspect of change request management. SharePoint project sites automatically track and store different versions of documents, ensuring that project teams can access and reference previous versions if needed. This helps in maintaining an audit trail and facilitates effective decision-making during the change request evaluation process.

How to Use SharePoint Project Sites for Project Change Request Management

Here are the steps to effectively use SharePoint project sites for project change request management:

1. Create a Project Site

The first step is to create a project site within SharePoint. This can be done by navigating to the SharePoint site and selecting "Create Site" or "New Site" option. Choose the appropriate project site template based on your project requirements. This will create a dedicated space for your project team to collaborate and manage change requests.

2. Set Up Document Libraries

Document libraries are used to store and organize project-related documents. Create document libraries for change request forms, project plans, requirements documents, and any other relevant documents. Configure the document library settings to enable version control and ensure that only authorized individuals have access to sensitive documents.

3. Customize Change Request Forms

Use SharePoint's form customization capabilities to create custom forms for change requests. Include fields for capturing key information such as the reason for the change request, impact on the project timeline and budget, and any supporting documentation. Customize the form's layout and design to ensure ease of use and clarity.

4. Implement Workflow Automation

Create a workflow to automate the change request management process. Define the workflow steps, such as review, evaluation, and approval. Configure the workflow to route change requests to the appropriate stakeholders based on predefined rules. This ensures that change requests are handled efficiently and in a timely manner.

5. Track Change Request Status

SharePoint project sites provide visibility into the status of change requests. Project team members can easily track the progress of change requests, including the current stage, assigned reviewers, and approval status. This transparency helps in keeping everyone informed and ensures accountability throughout the change request process.

Conclusion

Effective project change request management is essential for successful project delivery. SharePoint project sites offer a powerful platform for managing change requests, providing centralized storage, customizable forms, workflow automation, and version control. By leveraging the capabilities of SharePoint project sites, organizations can streamline their change request management process, improve collaboration among project teams, and ensure timely decision-making. Incorporating SharePoint into project management practices can greatly enhance project success and overall organizational efficiency.