Managing projects and contracts using Investment Window – SharePoint Server 2013 as the solution platform
The Helsinki Region Environmental Services Authority HSY is a joint municipal authority that produces water supply and sanitation services, as well as information on the metropolitan area and the environment. A question had arisen, especially in the sanitation services of HSY, regarding managing the documentation of the planning and implementation stages of projects in a centralised way. ”Planning documents, drawings, memos, and minutes were printed and sent via email, resulting in occasional difficulties in finding out which was the final version,” says ICT Service Architect Harri Heinonen. ”We were already using SharePoint as our intranet platform, and so it was natural to continue developing the same platform.”
SharePoint workspaces as the foundation of the solution
The system based on SharePoint workspaces was first implemented in the sanitation unit. The system was named Investment Window. In managing the lifespan of projects and contracts, it is used from following-up costs and predicting them to gathering information for the final documentation. After the warranty period of the project, the documentation will move to long-term archiving automatically. In the next stage, the implementation was broadened to cover the needs of the water-supply unit. Currently, the implementation is being broadened within the water-supply unit.
Quick overview of the state of projects using portfolio views
The implementation consists of workspaces that have been predefined and are automatically created using a configurator. Using the portfolio views, it is easy to filter and look at the documentation related to projects based on, for instance, the stage of the project or the project manager. With centralised metadata management, documents saved in the workspaces automatically receive the correct metainformation, and they can be moved to long-term archiving after the warranty period is over.
”The defining stage of the deployment increased our understanding of project management. Internal processes have been normalised and standardised. In the next stage, we intend to broaden the use of the Investment Window in the direction of our partner companies,” Harri Heinonen says.
ICT Service Architect
HSY Helsinki Region Environmental Services Authority joint municipal authority
The Helsinki Region Environmental Services Authority HSY is a joint municipal authority that produces water supply and sanitation services, as well as information on the metropolitan area and the environment. HSY helps residents in working towards a better environment. HSY employs about 750 people, and gathers operating revenue worth approximately 354 million euros.