Helsinki Region Environmental Services Authority HSY is a municipal body supplying waste management and water services, as well as providing public domain information on the Helsinki Metropolitan Area and environment. The waste management division had a need for centralized documentation management. ”Planning documents, drawings, memos and minutes were all printed and emailed. Occasionally it was difficult to find the latest version of a particular document”, says ICT Service Architect Harri Heinonen. ”Our intranet runs on SharePoint. It was a natural choice to develop new services on the same platform.”
A solution based on SharePoint workspaces was first implemented in the waste management division. The solution was named ’Window of Investments’ (’Investointi-ikkuna’ in Finnish). It offers services for project and contract lifecycle management from cost tracking and predicting to collecting finalized documentation. In the second phase of implementation the solution was implemented in the water services division too.
The Window of Investments is built on project workspaces which are pre-defined and automatically created with a configurator. Portfolio view visualizes, filters and sorts project data by i.e. project phase and project manager. The documents stored in workspace document libraries get default metadata automatically, part of which are created in the managed metadata service. After project warranty period the collected data is automatically relocated to an electronic archiving system if necessary.
”Definition phase before the actual implementation increased our understanding in project management. Our internal processes are now unified and standardized. We are also planning to expand services provided by the the Window of Investments to our partners”, says Harri Heinonen.
ICT Services Architect
Helsinki Region Environmental Services Authority HSY
Helsinki Region Environmental Services Authority HSY is a municipal body, which produces waste management and water services, as well as providing information on the Helsinki Metropolitan Area and environment. HSY employs ca. 750 people and sales revenue is ca. 354 million euros.