The use of SharePoint project sites for project quality assurance and control

Project quality assurance and control are vital aspects of any project management process. It involves monitoring and evaluating project activities to ensure that they meet the specified quality standards. SharePoint project sites provide a comprehensive platform for managing project quality assurance and control. In this article, we will explore how SharePoint project sites can be utilized to streamline and enhance project quality assurance and control processes.

What is SharePoint?

SharePoint is a web-based collaborative platform developed by Microsoft. It is widely used for enterprise content management, document management, and collaboration purposes. SharePoint offers a range of tools and features that enable organizations to create, manage, and share content and resources.

SharePoint Project Sites

SharePoint project sites are dedicated sites within SharePoint that are specifically designed to support project management activities. These sites provide a centralized location for project teams to collaborate, communicate, and manage project-related information. SharePoint project sites offer a wide range of features and capabilities that can be leveraged for project quality assurance and control.

SharePoint Document Management

One of the key features of SharePoint project sites is its robust document management capabilities. SharePoint allows project teams to store and organize project documents in a central repository. This ensures that all project stakeholders have access to the latest versions of project documents and eliminates the need for manual document sharing via email or other means.

With SharePoint document management, project teams can create document libraries, folders, and subfolders to organize project documents. They can also define metadata for documents, such as document type, author, and project phase, to facilitate efficient document retrieval and categorization.

Furthermore, SharePoint offers versioning and check-in/check-out functionalities, which enable project teams to track changes made to documents and ensure that only one person can edit a document at a time. This helps maintain document integrity and ensures that the latest version of a document is always available.

SharePoint Task Management

Effective task management is crucial for project quality assurance and control. SharePoint project sites provide built-in task management capabilities that enable project teams to create, assign, and track tasks within the project context.

Using SharePoint task management, project managers can create task lists and assign tasks to specific team members. They can set due dates, priorities, and dependencies for tasks to ensure that they are completed on time and in the right sequence. Project teams can also collaborate on tasks by adding comments, attaching files, and tracking task progress.

SharePoint Project Collaboration

Collaboration is a key aspect of project quality assurance and control. SharePoint project sites offer a range of collaboration tools and features that facilitate effective communication and collaboration among project team members.

SharePoint provides discussion boards and announcement boards, which enable project teams to share information, ask questions, and provide updates. Project teams can also utilize the built-in blog and wiki features to document project-related knowledge and lessons learned.

Additionally, SharePoint project sites allow project teams to create and manage project calendars, which can be used to schedule meetings, track milestones, and plan project activities. Project teams can also utilize the integrated instant messaging and video conferencing capabilities to facilitate real-time communication and virtual meetings.

SharePoint Forms and Workflows

SharePoint forms and workflows are powerful tools that can be used to automate and streamline project quality assurance and control processes. SharePoint allows project teams to create custom forms using its built-in form designer. These forms can be used to capture and store project-related data, such as quality inspection records, test results, and customer feedback.

Furthermore, SharePoint workflows enable project teams to define and automate project processes. Workflows can be created to manage document approvals, issue resolution, and change control processes. SharePoint workflows help ensure that project activities are carried out in a consistent and standardized manner, reducing the risk of errors and ensuring compliance with quality standards.

SharePoint App Integration

SharePoint offers integration capabilities with a wide range of third-party applications and services. This allows project teams to extend the functionality of SharePoint project sites and integrate them with other project management tools and systems.

For example, project teams can integrate SharePoint with project scheduling tools, such as Microsoft Project, to synchronize project plans and tasks. They can also integrate SharePoint with enterprise resource planning (ERP) systems to streamline resource allocation and tracking.

Enterprise Content Management Solution

SharePoint project sites provide a comprehensive enterprise content management solution for project quality assurance and control. By leveraging SharePoint's document management, task management, collaboration, forms, and workflows capabilities, project teams can effectively manage and control project quality.

With SharePoint project sites, project teams can ensure that all project stakeholders have access to the latest project documents and information. They can streamline task management and collaboration, enabling efficient communication and coordination among team members. SharePoint forms and workflows enable automation and standardization of quality assurance and control processes, reducing the risk of errors and ensuring compliance with quality standards.

Conclusion

SharePoint project sites offer a robust platform for project quality assurance and control. With their document management, task management, collaboration, forms, and workflows capabilities, SharePoint project sites enable project teams to streamline and enhance project quality assurance and control processes. By leveraging SharePoint's features and tools, project teams can ensure the successful delivery of high-quality projects.