SharePoint Consulting Services Project Portal

SharePoint Consulting Services Project Portal Agenda Overview: The SCS Project Portal represents a central hub where project related information and artifacts will be located. A main Landing Page will provide contextual information that will be pertinent to the user who is visiting. A Project specific page will provide details for a particular project only. SCS team members and management will also have available a management centric Admin Page covering the entire project docket. Standard, approved forms will be used for data entry and editing of the various lists of information and customized workflows will be used to manage the flow of data throughout the systems as well as how it is updated and distributed. Main Working Pages: Landing Page • Button function • Active Project List • Useful Links to other internal Intranet sites Project Detail Page • Project Name and SR#### (edit the project details by clicking on this URL) • Milestones Timeline Chart with 12 milestone dates (this information is updated every time the page is opened or refreshed) • Overall Status at a glance (graphically represented as a large Red, Yellow or Green indicator square) • Associated documents and lists (for this project only chosen from the built in standard SDLC templates or provided to the PM) • Calendar (displays Moratorium dates, Bank Holidays, the project’s UAT and Go-Live dates) • Status Reports & Meeting minutes (automatically distributed to team members after posting via workflow) • Risks (active risk information) • Issues (active issue information) • Team Members (those associated directly with this project) Page 1 of 2 NTAC:3NS-20

SharePoint Consulting Services Project Portal Admin Page • Gamification indicators (Pipeline (unfunded), Active (funded), Go-Live This and Go-Live Next month) Click on any box opens a page with more details. • Document Library o Management Documents o Master Templates o How-to and Instructional documents and Job Aides o Policy, Process and Governance documents o Vendor documents & license codes relative to SCS • SCS Calendar (Moratorium, Bank Holidays, SCS team time off) • Active Projects List o SR#### o Project Name o SCS PM Name o KPI status indicators (Red, Yellow, Green) • Useful Links to other internal Intranet sites • Project Docket overall Status graph. (Click the title for an overall list). Additionally, there are several Workflows that are live already or in development including: • Initiate Projects • Update Projects • Archive Projects and their respective artifacts • Documentation Approvals (multi approver with a set time limit) Reports TBD will include: • Project Status Reports (automatically distributed to team members after posting) • Project Meeting Minutes (automatically distributed to team members after posting) • List of Active Projects • List of Pipeline Projects • List of All Project categories • UAT & Go-Live events (month-to-month, quarterly, annually) • Month, Quarter, Yearly Reports types • Complete Project Artifact Listings • Financials by Project (based upon SR number) • Resource allocation by project (based upon SR number) • More to come… Page 2 of 2 NTAC:3NS-20

SCS Project Portal – Use Case End User v3.0 Navigate to http://sharepoint2013.ntrs.com/sites/spp The Home page: Figure 1 On this page across the top is the Welcome box that greets an end user to our project portal page. Below this area on the left side are 4 stacked boxes. Each box represents a button selection with a specific purpose. The Top button will display a window in which more information about this project site is displayed. The next button down will display information regarding possible reasons why your particular project is missing from the list or your list may be completely blank. In this case you would click on the next button down which will open up an email window where you could request access to an existing active project. The bottom button will open up an email window for you to request a new project be initiated. The recipient and subject lines will be automatically pre-populated with the correct entries. Page 1 of 4 NTAC:3NS-20

SCS Project Portal – Use Case End User v3.0 The right side shows 2 boxes used to display the list of Active Projects where the end user visiting this page is associated or listed as a team member and a static set of links to other resources. The Active Projects list is a scrollable list of the current Active projects we are tracking. This box displays some project information for a quick view. Clicking on a project name will open a new page that will display that project’s Project Detail page with all of its information displayed (see figure 2). The Links list is a static list of URLs to other relevant sites on the NTRS intranet network. Project Detail Page: The Project Detail Page (figure 2) displays all pertinent information for a given (selected) project. The project name and SR Number are displayed across the top to clearly indicate which project a user is viewing. This is also a link to the Edit/Change page where project related information can be added/changed at any time. The next row of indicators displays a color coded consolidated GANTT view of the project timeline in milestone format. This is tied to a list of tasks associated with this project (SR####) and is limited to very high level milestones as listed below: • Project Start o Forecasting o Requirements o Analysis o Design o Development o Migration (if needed) o UAT o Go-Live o Product Support o Enhancements • Project End Also on this line an overall current project status is displayed in a box. The background color will change to match the status for a high visibility quick view (“GREEN”, “YELLOW” or “RED”). A list of the project Documents and forms are located on the next line. They are all contained in a Document Library that is indexed by the SR number associated with the project and will be used by the project team members to create, edit and approve a project’s artifacts. The document library is pre-populated with a standard structure and has a standard set of approved SDLC document templates of forms for creation and editing of the various document types. Document approval is handled by a workflow that will reach out to approvers via email and includes a fixed length of time to receive go/no-go decisions. Meeting Minutes and Status Reports also have both an Input/Edit form and a corresponding workflow that will be used to automatically communicate back to team members. Page 2 of 4 NTAC:3NS-20

SCS Project Portal – Use Case End User v3.0 A project Calendar is next that displays Bank Holidays and Moratorium Days as well as this project’s UAT days and Go-Live days. Status Reports and Meeting Minutes are listed next and are sorted by date in descending order to allow for the latest to occupy the top most positions. Active Risks and Issues for this project are listed next. The last box lists the Team Members associated with this project. Their respective Names and roles are listed with their A/D photo if it is available. Hovering over a Team Member’s photo or name will display that user’s full information including their name, role (for this project), email address and phone number. Page 3 of 4 NTAC:3NS-20

SCS Project Portal – Use Case End User v3.0 Figure 2 Page 4 of 4 NTAC:3NS-20

Project Entry and Edit Project Name Description Business Unit SR number RYG Status Funded Complexity Funding Type Phase FMD number Launch Date Site URL Technical Team Business Team PM PM SA BA Architect App Owner SME(s) Developer(s) Project Milestones Start Date End Date Project Forecast Requirement s Analysis Design Development Data Migration UAT Go-Live Support SAVE PRINT CANCEL

Risks and Issues Title Due Date Assigned to Raised By R/I ## SR ## Category Status Priority Phase Description Comments SAVE PRINT CANCEL

Status Report Project Name Prepared by SR ## Report Date Complexity State Go-Live Date BU Highlights Milestones Risks/Issues Management Attention App Owner Architect Comments Distribution List SAVE PRINT CANCEL

Meeting Minutes Project Name Prepared by SR ## Report Date State Agenda Attendees Previous Items Meeting Recap Action Items Distribution List SAVE PRINT CANCEL



Document Approval Workflow Documents and other artifacts that are associated with a project are required to follow an approval process to insure that both the client and development teams are working toward a common goal. Artifacts are defined as any document, spreadsheet, presentation, diagram or vendor specific documentation directly related to the project. Thorough Document Management of these artifacts is an integral component of the SCS Project Portal. A detailed Workflow process is initiated and followed through once an artifact has been posted to the Portal site. The diagram below is a representation of this Workflow and clearly depicts the 2 possible outcomes ( Approved or Rejected ) that any artifact can obtain. All standard SDLC document templates are used for the creation and maintenance of these artifacts. These templates have “track changes” enabled by default as well as version control and forced “check- in, check-out” controls. These governance “best practices” will best ensure that it is well known who last edited a document as well as when and exactly what they did to the document. The data that is saved along with each document will also include the following fields: ## Field Name Description of the field Type 1 Document Name The document file name text 2 SRnnnnnn The SR number for the associated project text 3 Document Description A brief description of the document and purpose text 4 Originator Who created the document From PP 5 State Current state (Draft, Posted, Approved) choice 6 Approved by List of Approvers From PP 7 Approval Date Date of the Approval date 8 Attached document itself The actual document attachment Page 1 of 2 NTAC:3NS-20

Document Approval Workflow These are the steps involved in obtaining approval for a given artifact. 1. From the Project Details Page, choose to create a new document. 2. Choose the correct template and create the appropriate document artifact. 3. Fill in all of the fields 1-5 from the table above and choose Draft as its state. 4. Once the document is ready for approval review, change the state to Posted and save the entry. 5. This will start the workflow automatically. 6. A window will pop up. Choose the approvers that you want/need for this document by clicking their name “check box”. 7. Click the Submit button at the bottom of the window. 8. This will send an email to each approver with links to the document for review and links for Approve or Reject as well as comments. 9. 3 days are allowed for the response from each approver. If all approve within that timeframe, the workflow will change the state of the document to Approved, store the list of approvers and the date of the approval and email the originator a positive response. If any of the approvers Reject the document for any reason or do not respond within the 3 day timeframe, the document state is changed back to Draft and the originator receives a Rejected email. 10. The workflow completes. Additional Notes and Considerations: Documents are rejected for a reason. Review the comments that accompany the rejection and take appropriate action. Then, resubmit the revised document for approval by repeating the steps listed above. Once a document has been approved, it will be visible to all of the project team members and it will appear under the list of approved project artifacts. Changes to the document will no longer be allowed unless a written change request is received from the project sponsor and approval from the SCS team is granted. A new version of the document will be initiated and will follow through the approval process listed above once again. The change must also be noted in detail in the revised document and attached as an amendment. Once approved, the proposed changes will be incorporated into the final project. Important Note: Changes may cause additional time to be added to the project schedule that will be appropriately communicated to the project sponsor as well as the project team members. Adjustments to resources may also be incurred as a result of these changes. Page 2 of 2 NTAC:3NS-20

SCS Project Portal – Use Case Admin v3.0 Navigate to http://sharepoint2013.ntrs.com/sites/spp The Admin page: Figure 1 Page 1 of 4 NTAC:3NS-20

SCS Project Portal – Use Case Admin v3.0 On this page across the top are 4 boxes. They represent the number of projects that are (1) in the Pipeline, (2) Currently Active and being worked on, (3) scheduled to go-live this month and (4) scheduled to go-live next month. A user can click on any of those boxes and be presented with a new page displaying details of the respective choice (Pipeline, Active, etc.). From that page, a user can click on one of the items presented and be directed to the Project Detail page (see figure 2) for that project. A list of folders that contain Documents and Templates are located on the next line. They are all contained in a Document Library and will be used by the Admin team members for whatever they need. A consolidated Calendar is next that displays Bank Holidays, Moratorium Days and SCS Team Member PTO days. Clicking on the Calendar opens it up in a new window full screen for more detailed viewing (see figure 3). The next line of boxes is used to display the list of Active Projects and a static set of links to other resources. Also displayed is a bar chart graphic representing all phases a project can be in (Closed, Active, Pipeline, Hold or Cancelled). This represents the total SCS Project Docket Status. Clicking on the Title will open a detailed page that will display all projects grouped by phase as listed above. From there you could click on a project name and be directed to its corresponding Project Detail Page (see figure 3). The Active Projects list is a scrollable list of the current Active projects we are tracking. This box displays the project Name, PM Name and a KPI status indicator (RAG) for a quick status view. Clicking on a project name will open a new page that will display that project’s Project Detail page with all of its information displayed (see figure 2). The Links list is a static list of URLs to other relevant points at NT. Page 2 of 4 NTAC:3NS-20

SCS Project Portal – Use Case Admin v3.0 The Project Detail Page: Figure 2 The Project Detail Page (figure 2) is described in a separate document, “SCS Project Portal – Use Case End User v3.0”. Page 3 of 4 NTAC:3NS-20

SCS Project Portal – Use Case Admin v3.0 The Project Calendar: Figure 3 Page 4 of 4 NTAC:3NS-20









SCS Project Portal – Scope Document v3.0 Summary: The SCS Project Portal represents a central hub where project related information and artifacts will be located. A Dash Board view main page will provide contextual information that will be pertinent to the user who is visiting. SCS will see a management centric view whereas anyone else will see a view tailored to their respective projects only. The Project specific page will provide details for a particular project only. It will display a high level time line, current overall status, folders containing project artifacts, a calendar, risks, issues and team members. We will use standard forms for entry and editing of the various lists of information and workflows to manage the flow of data throughout the systems and how it is updated. A selection of URL links is also provided to direct you to other areas such as the SharePoint Hub and the Self Service pages. List of Lists: Project list Entry/Edit Form and Workflow that will create the project specific display page and doc lib Links list (aggregated – contains all links) Documents and Templates Library (relative to each project) Risks/Issues list (aggregated – contains all Risks/Issues) Entry/Edit Form and Workflow Status / Minutes List Used to create and distribute status and minutes to team members Entry/Edit Form and Workflow List of Calendars included: Bank Holidays Moratorium days SCS Team Member PTO UAT dates (by project - pulled from the Active project list appropriate field) Go-Live dates (by project - pulled from the Active project list appropriate field) Page 1 of 7 NTAC:3NS-20

SCS Project Portal – Scope Document v3.0 List of Forms: Project Entry/Edit Form (with workflow to initiate the project) Risks/Issues Entry/Edit Form Status Reports & Meeting Minutes Entry/Edit Form (with workflow to distribute) Also Included are a standard set of SDLC document templates List of Workflows: New Project Entry/Set-Up & Configure (creates project page/Library structure) Meeting Minutes / Status Reports to Team Members - link via email SDLC Documents Review/Approval Closed Project Archiving (TBD) List of Web Parts: Calendar for Admins (Holidays, Moratorium, SCS Team Member PTO) Calendar for Projects (Holidays, Moratorium, Project UAT, Project Go-Live) Gamification and Status Milestones Team Members Risks / Issues Meeting Minutes / Status Reports Project Docket Graphical Representation List of possible Links: SharePoint HUB NGage Partner Passport Self Help HUB Global Record & Information Policy Forms Central Page 2 of 7 NTAC:3NS-20

SCS Project Portal – Scope Document v3.0 Document Library Structure (Admin) (Version Control & mandatory Check out/in enabled) Job Aides (How–to and other basic instructional materials.) New Hire Packages (How and What to do for New Hires.) SDLC Documents & Templates (standard SDLC templates) Policies and Procedures (Departmental specific docs, job aides, links, etc.) Vendor Documents (product specific documents, diagrams, sample data, etc.) Administration (a protected folder that is only visible to the SCS team) Structure for Issues/Risks List Field name Format Description SR_number SRxxxxxxxx Pull_down from Project list Project Name Alpha Pull_down from Project list Type Risk/Issue choices Either a Risk or an Issue R/I_number xxxxxxxx Number for tracking Raised_by PP Name Who identified the R/I? Assigned_to PP Name Who is this R/I assigned to? Status Open/Closed choices Open or Closed status Phase Identified/Analyzing/Mitigated Choose a phase. choices Comments Free form text, multi-line What is this about? Status indicators Green  Yellow  Red  Page 3 of 7 NTAC:3NS-20

SCS Project Portal – Scope Document v3.0 Structure for Project List Field name Format Description SR_number SRxxxxxxxx Main Index field Project Name Free form text – single line Name of the project Description Free form text – multi line What we are doing Status GREEN / YELLOW / RED Overall project status RAG Phase Active/Hold/Closed Current project or not PM PP Name Assigned BA PP Name Assigned SME PP Name Assigned Architect PP Name Assigned Complexity Lite/Avg_Lite/Avg/Complex_Lite/Complex Project complexity Site_URL URL URL for the site App_Owner PP Name Owner or Sponsor App_PM PP Name App PM name App_BA PP Name App BA name Business_Unit Current BU names pull down BU names Funding_Type FMD/CC/ChgBk/Exp How to pay for this project FMD_Number Numbers FMD number as needed Date_Project_Start Mm/dd/yyyy Start date Date_Forecasting_Start Mm/dd/yyyy Forecasting dates Date_Forecasting_End Mm/dd/yyyy Forecasting dates Date_Requirements_Gathering_Start Mm/dd/yyyy Reqs gathering period dates Date_Requirements_Gathering_End Mm/dd/yyyy Reqs gathering period dates Date_Data_Analysis_Start Mm/dd/yyyy Analysis dates Date_Data_Analysis_End Mm/dd/yyyy Analysis dates Date_Design_Start Mm/dd/yyyy Design dates Date_Design_End Mm/dd/yyyy Design dates Date_Development_Start Mm/dd/yyyy Dev dates Date_Development_End Mm/dd/yyyy Dev dates Date_Data_Migration_Start Mm/dd/yyyy Data migration dates Date_Data_Migration_End Mm/dd/yyyy Data migration dates Date_UAT_Start Mm/dd/yyyy UAT Start date Date_UAT_End Mm/dd/yyyy UAT End date Date_Go_Live_Start Mm/dd/yyyy Go-Live Start date Date_Go_Live_End Mm/dd/yyyy Go-Live End date Date_Production_Support_Start Mm/dd/yyyy Support period (2 weeks) Date_Production_Support_End Mm/dd/yyyy Support period (2 weeks) Date_Enhancements_Start Mm/dd/yyyy Additional dates as needed Date_Enhancements_End Mm/dd/yyyy Additional dates as needed Date_Project_End Mm/dd/yyyy End date Page 4 of 7 NTAC:3NS-20

SCS Project Portal – Scope Document v3.0 Structure for Status List and associated Form Look-up Field Name (choices if applicable) Required Status SR# X X X Project_Name X X X Prepared_by X X Report_Date X X X App_Owner X X Business_Unit X X Architect X X Complexity (Lite, Avg Lite, Avg, Complex_Lite, Complex) X X State (Draft, Send, Sent) (Defaults to “Draft”) X X Total_Estimated_Hours X Hours_This_Period X Total_Hours_Reported X Hours_Remaining X Comments X X Highlights X X Milestones X Risks-Issues X X Management_Attention X X X Requirements_date X X Development_Date X X Go_Live_Date X Distribution_List X X Structure for Minutes List and associated Form Look-up Field Name (choices if applicable) Required Minutes SR# X X X Project_Name X X X Prepared_by X X Report_Date X X State (Draft, Send, Sent) (Defaults to “Draft”) X X Attendees X X Missing or Optional X X Action_Items X Meeting_Recap X X Previous_Items X Agenda X X Distribution_List X X X Look up field from other lists and populate accordingly. Page 5 of 7 NTAC:3NS-20

SCS Project Portal – Scope Document v3.0 UAT Testing Configuration and Participants Initial Group settings: ADMIN END USERS Ed Franco Tim Priya Kurt ??? ??? Armando Nithin Project and Role for each End User: Project Name* Project Manager SharePoint Analyst Developer SR0001 Tim Franco Priya SR0002 Franco Priya Tim SR0003 Priya Tim Franco *The above teams will also include Ed as App Owner and Kurt as App PM to be included in the distribution of meeting minutes, status reports and document approvals. Each Project’s duration will cover one week of time. Use Cases: 1. Initiate a new Project (enter Start-up, Tasks, Documents, Team Members). 2. Updates/Changes to the Master Calendar (Moratoriums, Holidays, PTO days). 3. Create Meeting Minutes from in-place template form and email to team members via Workflow. 4. Create Status Reports from in-place template form and email to team members via Workflow. 5. Submit documents for Approval (Create Doc from in-place template form and seek approval via Workflow. 6. Test all Links for functionality. 7. Enter, Edit and Complete Risks and Issues from in-place template forms. For UAT: Each day for 5 days (Monday through Friday), each role has a specific function to perform. • The PM will receive updates to status, risks and issues as well as Action Items from the SA and DEV assigned to the project. • The PM will create mock Meeting Minutes entries on Monday, Wednesday and Friday and initiate the Workflow to distribute to all Team Members. • The PM will create a mock Status Report on Monday, Wednesday and Friday of the week, changing the overall status of the project from Green to Yellow to Red and entering the other status fields respectfully and then initiate the Workflow to distribute to all Team Members. • On Friday, the PM will close the project. Reports will be generated afterward to verify that all information has been correctly entered, edited, submitted and portrayed. Also test the Archive workflow to ensure that the projects are saved correctly. Page 6 of 7 NTAC:3NS-20

SCS Project Portal – Scope Document v3.0 Future Additions to develop Reports Printing and Archiving: • Status Reports to PDF • Meeting Minutes to PDF • By Project • By Month • Year to Date • All Active Projects • All Pipeline Projects • Projects on Hold or Cancelled • Archived Projects (by Name, SR#, Month or Year) • Go-Lives for this month • Go-Lives for Next Month • UAT for this month • UAT for Next Month • Financials by Project, Month, YTD, etc. • Lessons Learned, Project Closure and Hand Over documents (by Name or SR#) • Resource Allocation by Project (SR#), Month, YTD, PM, SA, Dev, Week, etc. Whole Project Archiving: Includes • Complete Document Library with all artifacts • Risk/Issue list export to Excel Spreadsheet • Team Member list export to Excel Spreadsheet • Project Task list/timeline export to Excel Spreadsheet • Automated process (Workflow) that activates the last week of January and archives all of the previous year closed projects to a Project Portal Archive Site for retention and easy access. Document Approval Workflow: (Version Control, Track Changes & mandatory Check out/in enabled) • Send to current Team Member List • Send to Additional People • Send to specific list of people Page 7 of 7 NTAC:3NS-20