Background
The construction division for a manufacturer and multi-site retailer with stores around the globe, struggled with the time and number of personnel needed to create and disseminate document control packages between their design teams, project managers, and contractors. Their desired platform to store content was M365 and SharePoint. However, they were managing over 3,000 active projects globally—each with a large volume of documentation to process and distribute. As projects progressed, the complexities of role changes and assigning different levels of security was no longer scalable in SharePoint. They needed a streamlined process that would give them more control over a larger team so that they could provide documentation to the right parties in a secure and auditable way.
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The Challenges
Multiple Users
Each project averaged 50-60 users including external vendors and teams would need to be organized into groups based on skill set and project role. Across the different project phases, 10-15% of users would change during the course of any project as some users would switch roles. Security, rights, and permissions would change as the user’s role changed as well. There needed to be an easier way to add and subtract users, update roles and subsequent permissions while keeping each user’s information accessible.
A High Volume of Document Control Packages
With 3,000 active projects requiring an average of 25 document control packages each, it took up to 7 dedicated people to manage the volume. Often, their fragmented process fell on PMs to navigate, taking time away from their other duties.
Buried Content
Too much time was wasted by users looking for their needed content, rifling through folders and, taking time to download information, then upload to the appropriate folder.