SharePoint Project Management Portal for Oil and Gas Enterprise

A SharePoint-based portal for an oil and gas enterprise to facilitate project management and collaboration.

Customer

Our customer is an oil and gas enterprise operating as a joint venture. The company’s key activities include developing oil and gas infrastructure, building oil well clusters, extracting and transporting oil and associated petroleum gas.

Challenge

The company was running over 50 large projects simultaneously on a regular basis. These projects involved numerous participants from different teams who were creating and managing a great number of project-related documents and reports at each stage of the project.

Generally, employees were using Microsoft Excel to manage projects, which was both time-consuming and risky: files were bulky, searching for the right document was difficult, and it was impossible to get consistent project statistics.

To solve these problems, the Customer was looking for a reliable partner experienced in SharePoint consulting, project management, and document management solutions. The Customer chose Itransition among other companies to design and implement a SharePoint project management portal that would automate manual project work, standardize document processing, and provide comprehensive project reporting.

Solution

PCAP Automation system stands for Project Control and Assurance Plans

To hit the outlined goals, Itransition's team designed the project management portal named PCAP Automation. Using SharePoint for project management and related document management activities allows the company to:

  • Formalize and centralize communication of project participants.
  • Process large amounts of project documents quicker.
  • Monitor project statuses continuously and control each project stage.
  • Have a 360-degree vision of projects, assess and compare project results within different timeframes.

The PCAP system helps manage projects that imply project participants to create, process and deliver numerous cross-discipline technical documents. Thus, the system’s primary mission is to ensure a permanent control over the creation and approval of the delivered documents during the project lifecycle. 

Project lifecycle

PCAP represents a SharePoint-based site collection with separate websites automatically created for each new project. Information about all projects is accumulated on the PCAP home page.
All project websites have similar structure and retain the following information grouped into separate tabs:

  • Details: the tab contains the name of a project, project goal(s), project description, project statuses and timeframes, related tasks, customer satisfaction with the project and more.
  • PCAP: this tab gives access to project plans and attached documents.
  • Documents: this tab comes with a separate document library to store project-related documents and is available for users with appropriate permissions.
  • Issues: the tab demonstrates project-related issues.
  • Risks: the tab displays potential and actual project risks.

Project lifecycle in the PCAP system begins when a Project Manager fills in a card with a set of project properties, such as project name, goal, short description, sponsor, holder, manager, etc.

Each project website has a PCAP matrix tab that contains the information on project-related documents:

  • Project that a particular document is related to
  • Document owner
  • Document status in the document workflow

DA Manual stands for Discipline Authorities Manual

DA Manual

DA Manual represents a separate tab in the PCAP system that contains a list of PCAP process participants with their respective authority levels. All participants are divided into professional groups, so project managers can choose users from the list to assign certain documents for processing according to employees’ competency level.

Workflow History

Workflow History retains basic information about the approval process for each document including the list of document-related tasks and history of events. It helps users track how the PCAP process goes, manage tasks, watch comments provided during the workflow, as well as trace bottlenecks that hamper document approval.

Project Managers, PCAP administrators, and users responsible for a particular document can restart an unfinished workflow if needed and explain in the comments why the process should be restarted.

Documents processed in the system go through multistage approval workflows. Workflow stages are displayed in the Process State field and can contain such values as upcoming (when a user draws up a new document), review, sent for more information, approval, draft version, finalized.

System Users

The SharePoint project management portal supports the following user roles:

  • Business users follow project workflows and access project websites with read-only permissions.
  • Technical authorities create or upload documents in the SharePoint project management system and complete assigned tasks in the PCAP Process.
  • Document control users create or upload documents in the system, view and complete tasks in the PCAP Process assigned to Document Control, as well as work with project risks and issues.
  • Project managers create new projects, edit properties of existing ones, manage PCAP Process for documents, request changes if needed, complete all tasks in the PCAP Process.
  • PCAP administrators publish PCAP, delete projects, set up DA Manual, change PCAP settings after publishing, modify documents after their approval, and set up site content.
  • Project support team collect and process user feedback provided in the PCAP system.
  • Power users manage permissions.

System Workflow Management

The solution enables privileged users to edit PCAP workflows and configure a list of deliverables for each project stage. Users can also edit a list of activities, define user roles, check if the document approval process contains errors and correct them, publish PCAP to make it ready to use and more.

System workflow

Results

The SharePoint project management portal allowed the Customer to optimize project management and document management activities, thus facilitating daily work of all the involved parties.

  • Team members using SharePoint for project management can follow each project stage regardless of their location, mark out project details and challenges, launch document workflows and collaborate on documents right in the system.
  • Project managers can monitor all the ongoing projects, check their statuses, get reports to assess projects from different angles, as well as identify project-related challenges and address them upfront.
  • Project owners can access the system to check project states, assess the effectiveness of particular teams and specialists and assist project managers in solving project issues.