How To: Use SharePoint for Project Management (7 Steps) Automate Workflow w/ SharePoint PM Dashboard

okay I'm going to give you a demonstration of the HP work log which is a solution to track projects in this case construction projects in particular this is our HP home page our intranet if we click on sandbox here that will bring us to our sandbox page where we have all of our different sand boxes for examples come down to HP construction log prototype and we have a couple different lists built here we have a new project setup form which could be used by a sales team that's trying to notify the operations team that there's a new project the work log which is actually where the project lives and is monitored and then we have some work log dashboards that are associated with the data that's in the work log so I'll show you each one of these pieces individually let's go to the new project setup form first so as you can see this is just a list of projects that have been assigned by a sales team and if we go up here and press new we can create a new test project I'll just call it Brennan test just like the last one maybe Brennan to test to project number whatever your numbering scheme is can you just give it an eight digit address so I'm just going to give it the hinge-point address here so we're using at least a real address and then owner entity that's just a company this is also a company customer PPO reference is usually some kind of number customer contact I'm throw-in and email contacts address if that's available billing date this is just one specific way to do it but 25th of the month end of the month no requirements for project billing we'll just go with 25th the month booking date that's the day that we're booking it so to put 329 2018 start date of the project will just say that it's going to start on the 1st of April project completion date we'll just say 9 1 2018 make this an interior project job type we'll do a remodel since it's only a 5 month project here billing type invoice statement architect if we have the architect's name I'll be the architect as well job size is a the value of the job you just call it a million dollar project contract amount pre-tax these are all just numbers that sales would use to basically track the project as it comes in I'll just give this a similar number and estimated profit we'll just say five hundred thousand doesn't need full-time supervision yes or no we'll say yes is the building occupied we'll say yes we could choose project difficulty and this this feeds a different aspect that we've created for one of our clients for a resource allocation list we'll just give it a to immediate start yes client interaction this is another thing that feeds the resource Poole or the resource review we can just give this a to as well and estimator this specific field is actually related directly to our our Adger ad so anybody on our team that I type in here their names will actually appear if we had any attachments we could attach them here but we'll click Save and this little trigger workflows that should send a notification out so if we check my email here looks like I just got a new project notification request for your input this is basically an approval email it's coming from Bryce Finnerty and my boss because he's the one who owns the workflow so a new project has been booked resource assignment required it's called test two this is a link to the actual information in the new project setup form and all I have to do is click confirm to respond and I get a message that lets me know that it was a responded to and I have this workflow set up to basically notify me for everything just so I can demo it but these notifications that I'm getting would be going back and forth between team members so I'd it's got another one your new project request has been received you'll be scheduling a sales handoff to take place the next two days this is the message that an estimator or a sales person would get back from from the senior leader on the project team that just confirmed that they received that email and that in your project this email is just another layout that I created in the workflow to send the same new project notification email but it's just a different Matt so this one actually says like the project name and I forget how I named these but it's that's the project number and that's the client and then this is a link to the new project set up as well so if we go back to the work log so this is the new project setup form still we'll go back to you can see that first of all this is actually saved in here as a record but this can be treated as an archive and we can actually set up close to delete this item after it's pushed out to the work log but everything that's pushed across the work log will basically just sit here we go back to the sandbox there's no easy way to really navigate back to it without going to our sandbox just because it's built in our intranet environment but we can go to the work log now and see that the new item that I created in the new project setup forum is now sitting here and we push specific fields the client project name project number location project type job size client contact division faves is automatically going to start an initiation scheduled start date booking dates a timestamp that's when this item was actually created in in the work log schedule completion date and these other fields that are open are actually manual inputs but percent complete could actually be a rollup of a project plan so you have accurate time as good estimated hours and actual hours so the next part of this workflow has to do with the signing the senior leader project manager and superintendent so if we want to assign these people we can just click select the line item or the project that we want to edit click Edit and go down to senior leader here I'm just going to add myself as all of these even though they are also collect or connected to our Azure ad just so I get all the notification so I can show you what those look like I'm gonna be project manager superintendent and senior leader and this will trigger some different workflows so I click Save that will trigger another workflow so it triggers another workflow that basically shoots me another email because I am the now assigned as the project manager so this is how a senior leader would notify their team that they've been assigned a new project we do have a certain workflow set up also that is a new project or project change notification is what it says I have it set up to where if you are the individual who owns that project as the project manager and you're making edits to your items on the work log it won't notify you but I've changed that up just for this specific demo so that I could receive the demonsaw what that without I haven't have another team member with me here so you can see that this email is really similar to the one that the estimator would receive or the senior leader it says that you've been assigned a new project or someone other than yourself has made edits to an existing project that you're managing has the name of the client and the project and the project number and then this links out to the the actual item in the work log so that you can see all the details related to the project and manage it from here as well that's pretty much the entire workflow between the work log and the the new project setup log and worklog and in the next video I'll show you how the dashboards are related to that as they refresh in the background right now

Channel: HingePoint

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Keywords: workflow, project workflow, project dashboards, SharePoint construction management, Project Management, SharePoint project management dashboard, SharePoint, SharePoint project management dashboard template, automated workflow, SharePoint project management, workflow automation, using SharePoint for project management, project management, SharePoint for project management, HingePoint, Microsoft SharePoint, pm, SharePoint Lists, project management in SharePoint

Id: BWVbWYZV0rU

Length: 11min 17sec (677 seconds)

Published: Fri Jul 27 2018