SharePoint Project Sites and Site Provisioning for Park Developments

SharePoint Project Sites and Site Provisioning

Industry Sector:  Property Developers 

Employees: 50+

Client background:

One of Ireland’s most respected and long-established development and building companies.

Established in 1962, this construction company have been building for generations and have forged a reputation for building high quality residential and commercial properties. In its 62 year history, it has built over 13,000 houses and apartments and 4.3 million square foot of Commercial Space predominately in the Dublin area. They are committed to delivering premium quality properties and landscapes in the communities they create, leaving a positive lasting impact on the built environment.

The Requirements

The construction company used Dropbox to manage and share documents across internal and external consultants. A complex nested file structure was established within Dropbox for every project with granular permissions. Dropbox was however lacking in the ability to govern and manage data, and deploy new independent project filing repositories, amongst other concerns. The business needed a way to manage projects and prospective projects via a SharePoint project sites and site provisioning solution.

Project overview

The business already used SharePoint and Teams, but did not have a designed solution for project files nor the knowledge to leverage the SharePoint feature rich environment.

With the OfficeLabs expertise in SharePoint, an agile approach was undertaken to example principles and ultimately establish a site design that was fit for purpose.

The Solution

SharePoint Project Sites and Site Provisioning

A project site template was established using SharePoint non-group connected team sites. Non-group connected sites were used to keep permissions management simple, but to have the opportunity to ‘Gropify’ sites to future proof should Teams integration be required.

The sites incorporate multiple document libraries with unique permissions and content types used to manage properties. Each site is associated with one of two hubs for commercial or residential projects, which in turn navigate from the intranet home site, all of which deliver as part of the holistic project.

The project site design and complexity was quite involved. To manually re-create a project site, it could take approximately 10 hours. A PnP provisioning solution was established to extract the site template and re-deploy on vanilla sites on a ‘as required’ basis. This solution has been kept simple using PowerShell scripts. The scripts extract and redeploy the template as the project site template is tested, and update to optimise over a number of projects.

Longer term, once a refined model has been established, the template will be incorporated into a solution to provision sites via a form or PowerApp interface.

Due to the SharePoint project environments and site setup, SharePoint Sites can now be created within 20 minutes and tailored for specific access using security groups.

SharePoint Project Sites and Site Provisioning case study

Successes:

The construction company now has a SharePoint project sites and site provisioning solution to deliver a governed, secure, and consistent method of deploying project sites for the management of project files for both internal and external consultants, and contractors. Furthermore, they can find and surface data, not just on a project-by-project basis but also by content type.

SharePoint has delivered a feature-rich and secure environment the business can depend on for the future document management of projects.

SharePoint Project Sites and Site Provisioning

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