Aiimi Ltd Project Management Office Solution

SharePoint Platform Project Management

If you are looking for a solution to the following business requirements:

Promote a common view of projects across departments with controlled secure access Controlled creation of project workspaces, flexibly organised to match your workstreams Store and manage project documentation Standardise project documentation and simplify the creation of those documents Alert project participants to key milestones Manage risks and issues Report on project status Promote discussions and idea sharing

Aiimi has developed the Project Management Office suite for SharePoint and has addressed each of these requirements through the solution. Utilising out of the box SharePoint functionality, this solution is ideal for organisations looking to increase the value of their SharePoint 2013 or SharePoint online infrastructure. Rapid deployment and an ongoing roadmap of improvements as well as robust support and proven implementation history are hallmarks of the Aiimi solution.

This presentation outlines the functionality offered. If you require further information, contact us for a demonstration.

SharePoint Platform Project Management

Here at Aiimi, we practice what we preach.

This presentation walks you through the Aiimi Project Management Office (“PMO”) environment. We have built and refined our Project Management solution through daily use by our Project Managers only using Out of the Box SharePoint Features.

The framework of our PMO Solution has been perfected so we minimise the time and cost to our customers by concentrating on the bits which make our PMO Solution, your PMO Solution.

Customers ask“Can SharePoint automatically create subfolders for each of our new projects”

This is an old, tired way of working…

Traditional Project Management

So, here’s the old you..

• No real structure• Several Clicks to the right Document• No Version Controls• No Metadata Search capabilities

• No quick access to document templates• No Approval process• No Version Controls• Poor security mechanism

SharePoint Platform Project Management

And, here’s the new you!..

SharePoint Platform Project Management

Our fully branded PMO looks and feels like it belongs to our business, it doesn’t carry the bland look of the NetworkShares we’re all used to.

Users find it familiar due to the fluent Office Ribbon interface which runs through the whole of SharePoint.

This screenshot shows the landing pageof Aiimi PMO.

From here Project Managers can quickly add new Projects in their own sub sites which allows for well organisedinformation which once a project has completed can be archived from view.

It also provide a home for other staff to view current projects and access all of thetasks, documents and other informationassociated with it.

Left Top – Page introduction and Project Pre-RequisitesLeft Bottom – Project Register

Right – Promoted Links to open new project sites.

Home Page Wireframe

Built for the Purpose of managing multiple projects in one space within the Microsoft SharePoint Platform.

PMO Home

Homepage (SitePage)

Q&A Wiki (Library)

Project Register (Custom List)

Project Type A (SubSite)

Project Type B (SubSite)

Project Type C (SubSite)

Multi-Layered Site

Let’s take a look at the structure underneath.

PMO Home is where our Landing page lives. This sits in it’s very own site collection, away from the rest of our SharePoint environment.

The left side of the diagram shows the Homepage, Wiki Library and a Custom List which live under the Site Collections top level site.

The right side of the diagram shows the Projects which are Sub Sites living underneath the top level site. Each project will have it’s own Sub Site to hold it’s unique information and documents.

Global Navigation

Simple Global Navigation Items – Project Office, Practice Areas and Q&A Wiki.

Project Office – Link back to the Project Office Homepage seen previously.

Practice Areas – Hover to see a 2nd Navigation set of current projects within that area.

Project Q&A Wiki – Link to a Wiki Library containing Q&A articles and project advise.

This navigation is customisable and we can build multiple levels if required using SharePoint 2013 managed navigation.

Project Site Template

Project Site Templates are created within the PMO.Clicking the relevant Homepage link will take you to the new Project Site Form.Selecting the Custom Template here will set up your project site.

Contained within these Site Templates are • Document Libraries• Lists• Project Surveys• Project Calendar• Content Types• Site Columns• Document Templates• Permissions.

Everything Works

Your new Project site will appear once you have clicked OK on the creation form.

You will see the project homepage with Web Parts showing important project information, documents and indicators.

The left navigation provides an easy route to all of your documents providing a granular ‘folder’ feel despite all documents being located in one document Library.

Content Types & Site Columns

Every new item or document entered into the site will be assigned to a Content Type making for better organisation to your information and also allowing you to capture the metadata you require.

Metadata

Metadata is entered by adding columns to a Content Type.

These columns are then visible as fields on forms or document information panels.

Adding Documents to PMO

There are three ways to add documents to Project Management Office.

Drag & Drop

Upload Document

Using the Upload Document button allows you to assign a Content Type and provide Metadata prior to checking in the newly uploaded document.

Adding Documents to PMO

There are three ways to add documents to Project Management Office.

‘New Document’ – Using the Files Tab, you can select a Content Type to create. Selecting a New Item from here will open a Template with Metadata fields to fill out if required.

Document Information Panel

An example of creating a New Document using a Content Type in PMO.

1) Select New Document > Change Request2) SharePoint opens the document template specified on the Content Type.3) Use the Document Information Panel to fill out the document using building blocks in the Template.4) Save, Check-In and Publish a Major Version if required.

Document Versioning

Document Versioning is a Built-In feature of a SharePoint Library.

Versioning can be set as Minor or Major – minor versions being unpublished and hidden from search and certain users until the author is ready to create a Major version.

Versions are made either by• Uploading a Document with the same name• When saving a document opened from the SharePoint library

Documents stored in SharePoint 2010 onwards can be co-authoredby users.Alternatively we can require a checkout of a document so that two users can not amend the document simultaneously.

Version History

Each Item or Document within SharePoint stores version history.

To view, we simply select the ellipse on our item or document and choose version history.

Document Approvals

SharePoint includes a Document Approvals feature which can be added to your document libraries. Approvals work on the SharePoint Workflow framework and we can therefore customise this into notifications when an item is Published, Approved or Rejected.

Search

Search is available from the Top Level Site through PMO and each individual project.

Result Filtering

Result Refinement Slider

Results – List Items, Documents, Pages, Libraries, Sites

What’s Next?

Each Project Management Office site can be tailored to your Project Lifecycle specification.

Want to see a Demo?Call: 02073975355

Email: enquiries@aiimi.comLive Chat: www.aiimi.com