Case Studies > ServiceStream
Streamlining Service Stream's

Project Management

with our SharePoint Expertise

Service Stream is an S&P/ASX 300 listed business providing multimillion-dollar integrated end-to-end asset life-cycle services to utility, telecommunications and transport asset owners, operators and regulators across Australia. With an emphasis on adhering to industry best practices, Service Stream reached out to SOCO to help enhance its project management processes, including document/file management, and supporting in-house IT representatives in change management.

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Challenge

Service Stream faced several challenges in project management, including:

  • The lack of a consistent method for managing project documents
  • Ineffective communication channels
  • Employees had difficulties accessing to essential project references
  • Teams relied on disparate tools like shared drives, memory sticks, and various document storage sites, leading to inefficiencies and inconsistencies across projects.
SOCO Solution

To help address their challenges and project management approach, a series of engagements were proposed including:

  • Intranet Uplift Advisory. We provided guidance on uplifting Service Stream’s intranet, configuring it to align with the organisation’s methodology and aligning with SharePoint best practices.
  • User training – Conduct user training to educate Service Stream employees on the changes and how best to leverage SharePoint features effectively.
  • Security and Permission Management – Provide advice on security measures to safeguard the intranet and project sites, preventing unauthorized access or data breaches. Also, establish and oversee permissions within these platforms to ensure users have suitable access levels aligned with their roles.
  • Project Management Review and Data Migration. Conduct a review of Service Stream’s current project management practices and future goals
  • Migration of project data to a secured project site to safeguard sensitive data and comply with regulations throughout the process
  • Project Site Template Creation: Develop a project site template as a proof-of-concept for a centralised project hub including standardised architecture, security models, and scalability, ensuring consistency and ease of navigation.
  • Automation – We automated provisioning of sites for new projects and automation to support reviews at key check points during project delivery
Technology snapshot

The solutions implemented by SOCO leveraged the following technologies:

  • SharePoint: A web-based collaboration and document management platform developed by Microsoft. Our SharePoint Experts utilised SharePoint as the primary platform for intranet enhancement, project site creation, and central project hub development.
  • Power Automate: A cloud-based service provided by Microsoft that allows users to automate workflows across various applications and services. Integrated to automate workflows and streamline project management processes.
Outcome

The collaboration between Service Stream and SOCO resulted in significant improvements in project management efficiency and effectiveness:

  • Centralised Project Hub (Project Central): Service Stream now benefits from a centralised source of truth for managing all projects, ensuring consistency and accessibility of project information.
  • Standardized Project Site Template: The creation of a standardized project site template eliminates the need for manual setup, reducing administrative burden and ensuring uniformity across projects.
  • Continuous Improvement: SOCO continues to provide consulting, apply upgrades and enhancements, and offer advisory services to Service Stream, ensuring ongoing efficiency gains and alignment with evolving business needs.

By partnering with SOCO and leveraging SharePoint and Power Automate, Service Stream has achieved a streamlined project management process, facilitating collaboration, enhancing document management, and ultimately driving project success.

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