eTendering Project Portal Jaroslav Konya March, 2012 Sharepoint Collaborative Portal

Content 1. Approaches to organise project data 2. eTendering Collaborative Portal – basic concept 3. Portal content 4. Screenshots from portal sites 5. Advantages and disadvantages of such collaborative approach 2

Approaches to organise project data Workshops with contractor Week project reviews with contractor Monthly project reviews Teamwork Week meetings Team meetings Steering committee Project plans Timesheets Customer requirements Bugs Improvements Workshops with contractor Week project reviews with contractor Monthly project reviews Teamwork Week meetings Team meetings Steering committee Project plans Timesheets Customer requirements Bugs Improvements 3 Jira Issues Releases DMTDMP MS Outlook Mails Tasks (?) Calendars Microsoft Windows directories Office applications Teamwork (Sharepoint) Issue logs Jira Issues Releases DMTDMP MS Outlook Mails Tasks (?) Calendars Microsoft Windows directories Office applications Teamwork (Sharepoint) Issue logs Project management tools in use Project data resources

Ways to organise project data 4 File 1 Document 1 Document 2 Document 3 File 2 Document 4 Document 5 Document 6 File 3 … File 1 Document 1 Document 2 Document 3 File 2 Document 4 Document 5 Document 6 File 3 … Hierarchical structure (mails, Windows directories, Sharepoint libraries) Hierarchical structure (mails, Windows directories, Sharepoint libraries) Problems: easy to filter, sort, search document belongs only to one parent structure but in many cases it is convenient to include a document to more parents

Ways to organise project data 5 Filing documents to more files (Network structure) File 1 File 2 File 3 Document 1 Document 2 Document 3 Document 4 Document 5 Document 6 Could the network structure be in MS Windows directory mails tasks …? YES, but it is not effective Better solution is to use MS Sharepoint as a collaborative portal, not only as a project website

eTendering Collaborative Portal 6 Dashboard Project Document (Document library) Contract (List) Deliverable (List) File (List) Task (List) Release (List) Project Mail (List) Calendar Discussion Project Document – library containing all project documents of all types (doc, xls, pdf…). Contract – data about contracts and hierarchy between them. A contract consists of one/more documents. File – collection of data concerning to one subject. A file consists of one/more documents. Deliverable – contractor’s product. A deliverable can consists of another deliverable/ deliverables. Release – data about release. Release consists of one/more deliverables. Discussion – serves as a tool to clear and understand a topic (issue, solution...) Project Mail – easier way of mailing than “classical” one Portal concept

Portal content 7 OP Sharepoint templates are not used Discussions Items of lists and library can be tagged Links among lists and libraries (File, Deliverables, Release, Service Contract and Project Management library) Links among items of the same list (a framework contract consists of service contract, a deliverable can be a group of other deliverables) My Dashboard Discussions Items of lists and library can be tagged Links among lists and libraries (File, Deliverables, Release, Service Contract and Project Management library) Links among items of the same list (a framework contract consists of service contract, a deliverable can be a group of other deliverables) My Dashboard Used new possibilities and Sharepoint features:

Project Documents Library = core of Collaborative Portal 8 Link to Files

Service Contract 9 Link to Project Documents Library Hierarchy of contracts

Deliverable Release Project Documents

Releases 11 Project Documents Release Deliverables Release consists of Deliverables, Deliverable consists of Project Documents

Files 12 Files Project Documents Link to the deliverable

Dashboard Everything concerning the user 13

Tasks 14

Project mail 15 It is difficult to imagine communication without “classical” but it is possible

Discussions 16 Discussion is much more easier than discussion by s

Possibilities to view data from different sides 17 Create/modify view – group and filter

Inconveniences of Collaborative Portal Sharepoint is not accessible outside of OP premise Sharepoint can be used only within the Intranet The effectiveness of Sharepoint will be more visible when all projects will use Sharepoint in the same collaborative way mainly by using a dashboard not only for a particular project but also for all projects The use of collaborative portal is a change of a paradigm how to work and it takes some time 18

Advantages of Collaborative Portal No troubles where and how to organise and store received documents/tasks/mails… because  Creator of a document/task carries out this work  Recipient need not to deal with project data organisation on his local PC Everything concerning user’s work/interest is displayed at his dashboard User can set an alert to be informed by an about changes he is interested in Reduction of project management tools to these ones:  Sharepoint collaborative portal Provides and concentrates practically all MS applications and other tools used by project stakeholders Provides user friendly environment for team collaboration, discussion, Arranges and organises documents and their filing Classical s with tasks, information, news etc. are significantly reduced by project mails, discussions, announcements…  JIRA (it would be possible to replace JIRA with Sharepoint by incorporating JIRA functions into portal functions and then collaborative portal would be more comfortable for users) 19

My Requirements for the Collaboration Project Portal Satisfied requirements Everything concerning the project is stored at the portal Data and documents are grouped according their relevance to the matter they relate to Everything concerning a user is displayed at one screen Whole communication is only through the portal Requirements to be satisfied Portal is accessible from the Internet All projects have the same base “structure” - they use the same templates which are customised according project needs A dashboard incorporates information from all user’s projects First look of a user is on his dashboard not on his s at MS Outlook