SharePoint Can Foster Project Management Success

by Veronica White, Web Portal Developer

Successful project management is founded on effective communication and information sharing. All organizations face challenges with document management, collaboration, and sharing information. Who has access to the document? Who is authorized to change it? Who needs it? Can we get to the document while traveling? Are there multiple copies of the same document stored throughout the organization in emails, hard-drives, network shares, CDs, and thumb drives? Which is most current? Which is the one I need? Each of these questions pose serious potential threats to any organization.

The problem? Lack of central storage and control. The solution? Implementing standard processes and using a proven document management tool. Microsoft Office SharePoint Server 2007 is a secure, web-enabled communication tool that can be used to facilitate collaboration, provide document management, implement business processes, and supply access to essential information.

Document management helps organizations track and store documents. Methods of management include location, filing, security, disaster recovery, retention, archiving, distribution, workflow, creation, authentication, and approval. SharePoint provides a central location for colleagues to gain access to important information and documents from anywhere at anytime:

• Security and permissions can be set at the site, library, list, or item level.
• Team members can collaborate easily by using announcements, contacts, tasks, calendars, discussion boards, calendars, and sharing documents.
• Users can receive email alerts when libraries and lists are updated.
• All documents and document information is also searchable.

SharePoint works in conjunction with Microsoft Office products as a document repository. When used correctly, this eliminates multiple copies of the same document. The proper people have access to the most recent version of documents:

• Team members upload, create, add, edit, and save Microsoft Office documents from the same centralized system. Users have the option of checking-out a document for editing to prevent other users from edited it at the same time.
• Not sure what changes were made to a document? SharePoint version control allows members to view past versions of a document and the option of rolling back a document to its original or a previous version.
• Not sure who made changes to a document? SharePoint provides traceability of documents and information by collecting metadata.

SharePoint allows you to improve business processes when you implement workflow for approvals, collecting feedback, collecting signatures, or dispositions. Team members can also collect information by using web-based InfoPath forms.

• Who needs to authorize this document? Workflow can be set to automatically email a specific person or group to review or approve individual documents.
• Who signs it? The workflow can indicate the status of each document so you know when it is completed.
• How can information be captured? The integration of InfoPath and SharePoint 2007 allows a user to create InfoPath forms to capture information such as travel requests, training requests, and travel reimbursements. The forms are uploaded to SharePoint Forms Library where a user can fill them out and submit them to various data repositories.
• What if users don't have InfoPath installed at their workstation? No need to worry. With Microsoft Office SharePoint Server 2007 Enterprise Edition and Forms server, users can fill out an InfoPath form in their browser with no additional software.