About The Cape Cod Commission The Business Challenge Documents1/Cape Cod Commission Case...
Transcript of About The Cape Cod Commission The Business Challenge Documents1/Cape Cod Commission Case...
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Case Study
Driving Compliance and Accountability At The Cape Cod Commission
About The Cape Cod Commission
The Cape Cod Commission was established in January 1990 with the a mission to protect
the unique values and quality of life on Cape Cod by coordinating a balanced relationship
between environmental protection and economic progress. The Cape Cod Commission
carries out this mission by leading, supporting, and enforcing the development of regional
plans, policies, regulations, and infrastructure to guide and manage growth, and by sup-
porting the 15 Cape Cod towns with professional and cost-effective planning and technical
support services. Through its efforts, the Commission strives to foster a viable year-
round economy with thriving economic centers and well-preserved natural habitats and
open spaces, a sustainable region with strong inter-municipal coordination and regional
infrastructure.
The Business Challenge
The Commission receives and maintains extensive documentation of applications for pro-
jects that have direct regional impact. As part of the commission’s regulatory efforts
documentation of committee reviews, decisions, and supporting information must be
maintained and easily accessible. But the systems in place for maintaining, accessing,
and archiving this documentation was very limited. File servers provided only basic or-
ganizational capabilities. The ability to search files and file content in order to reference
precedent data simply did not exist. This challenge also extended to the Barnstable
County IT Department, which provides services to The Cape Cod Commission as well as
other agencies within the county.
In addition, the commission works with state and federal agencies to administer funds
that have been provided through grant applications. These funds may be applied to mul-
tiple towns or entire regions of cape cod and utilize both internal resources as well as
outside vendors and agencies. The ability to track time, allocate billable time to appropri-
ate grants, towns, and agencies had proved to be a significant source of administrative
overhead. While data exports to spreadsheets were supporting administrative processes,
automation of these processes was determined to be essential to streamlining these ef-
forts in order to more effectively support the commissions mission.
Finally, the Commissioner and other key stakeholders had little visibility into the current
state of projects within the commission’s extensive project portfolio and only limited
methods such as email for reviewing project details and understanding key initiatives.
The Solution
PM Providers engaged with the Cape Cod Commission in the Fall of 2011 to support the
Commission's ability to deliver on this important mission by streamlining processes and
enhancing project delivery capabilities for their Regulatory, Economic Development, and
Cross-Department Project Portfolio
Custom SharePoint Project Sites
Timesheets
Full Index Content Search
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Administrative departments. PM Providers deployed SharePoint and Project Server
2010 to deliver key capabilities for the Commission including improved document
management, compliance to regulatory schedule commitments, improved timesheet
reporting capabilities and grant management. PM Providers also delivered extensive
training in Microsoft Project Server, SharePoint, Microsoft Project, and Systems Ad-
ministrators training with PM Providers' 'Made Easy' Training Series. The system uti-
lized customized Project Sites, Project Schedules, Portfolio Views, and departmental
sites to more effectively deliver projects and maintain more accessible documentation
and project cost information, the Cape Cod Commission would be more effective in
managing time-bound regulatory projects and complex schedule compliance require-
ments.
The system configuration included:
Installation and Configuration of SharePoint 2010, Project Server, SQL Server,
and associated services in a Virtual Server environment
Design, Configuration, and Deployment of a SharePoint Information Architecture
to support a Barnstable County, Barnstable County IT, and Cape Cod Commission
intranet
Custom Project fields and Details Pages to support multiple departments with
varying data requirements
Custom SharePoint Project Sites for Regulatory and other departments to facili-
tate a common set of document libraries, lists and data elements for regulatory
applications and other details
Implementation of Project Server timesheets and reporting to enable more effec-
tive grant management and control of invoicing to state and federal agencies.
Migration of more than 600 projects from a legacy system to Project Server to
provide historical data and precedence information
The Results
The Cape Cod Commission is now utilizing their SharePoint Project Sites to maintain
consistent and easily accessible records for Regulatory Compliance and other projects.
SharePoint’s Full-Index Search capabilities allow commission staff to quickly and easi-
ly find the mission-critical documentation, application data, and other information
their looking for. Project activities, time and resources are now being tracked to spe-
cific grants, towns, and regions of the cape to enable improved reporting and account-
ability in the use of public funds.
The Barnstable County IT Department is leveraging the capabilities of their SharePoint
platform for provide CRM and other services for more of the customers including The
Cape Light Compact and expects to provide SharePoint platform services to others
going forward.
Barnstable County IT also plans to engage PM Providers to migrate all files on existing
file servers to SharePoint as a next step in enabling Enterprise Content Management
for the Cape Cod Commission and others.
Experience how PM Providers can drive results for you. Call or email us today.