Developing a Centralized Project Management Portal for a Large Public Sector Corporate Information Team
Problem
A large, public organization with a hierarchical framework had a centralized, but small, Corporate Information team that was responsible for managing IT initiatives and enterprise information with senior leadership and business line managers. In performing their role as overseer of IT project life cycles and the transfer of business information, their processes were inefficient and ineffective.
Information across the organization was often disparate and frontline workers experienced frustration when attempting to identify which tasks they had been assigned and how to prioritize them.
Approach
Synteractive identified several specific business processes that, when automated, would improve team efficiency and open channels for knowledge transfer. Through the implementation of workflows and project management tracking systems, data could be easily transferred across team members and IT projects could be easily managed.
A centralized portal for housing automated processes was developed using Microsoft Office SharePoint Server (MOSS) 2007. Using extendable templates, the system was designed to be easily expanded for incorporating future business requirements. The project workspace acts as a dashboard where team members can cut through masses of information to view individual progress on relevant tasks and duties assigned to both their team and them.
Additionally, a complex timesheet approval system was implemented using customized workflows. This system improved communication between designated timesheet approvers, project managers, and their respective teams.
Result
This engagement redesigned the Corporate Information team’s structure, transforming its framework from one that relies on a hierarchy to one that promotes the fluid transfer of information. This redesign occurred in tandem with a transformation of how the team tackles their designated responsibilities. The SharePoint portal provides the team with the ability to effortlessly track the day-to-day operations on all projects they are responsible for overseeing.