ADVISICON Consulting Microsoft® SharePoint®
CASE STUDY

ODOT (Oregon Department of Transportation) is the transportation infrastructure for the State of Oregon, handling the construction, maintenance, planning and management of the state’s transportation needs and requirements. It is also one of the largest departments of the Oregon state government.

Due to a tight economy, the Oregon Department of Transportation was tasked with increasing their overall project delivery without increasing their resources. ODOT’s senior leadership also required that the new system must be able to incorporate Microsoft® Project Server® and Portfolio Analysis reports, making personnel capable of posting Issues, Risks, Documents and Dashboard Reporting to the Project SharePoint Sites.

• Lack of a cohesive system that provided access and information to users
• Inability to provide comprehensive strategic planning that would also address technology needs and planning
• Independent project communications, planning and forecasting
• No forecasting capabilities for workload, budgets or communications efficiency
• No visibility for resource utilization or workload

Advisicon implemented Microsoft® SharePoint® to support project collaboration across ODOT’s annual portfolio, representing more than $600 million worth of projects across the state of Oregon. The solution incorporated resource modeling and workload forecasting to increase efficiency in scheduling and project portfolio management. It incorporated five (5) regional locations and nearly five hundred (500) separate projects including a central set of resources, both internal and external, to involve vendors. Advisicon established the protocols for using, supporting, deploying and maintaining the SharePoint system. Each project had its own SharePoint site and the project teams were able to collaborate on issues, risks, documents and status reports.

To ensure cohesive ongoing development and strategic alignment, surveys and threaded discussions were integrated through the system to provide continuous feedback loops to management. Once all key project documentation was approved by the Project Steering Committee, materials were driven to the SharePoint site and made available for review by management and other project managers.

This project was rolled out on-time and under budget, allowing ODOT to add supplementary functionality with additional services and ensuring a maximized return on contract dollars.

• Achieved mandated operational goals
• Standardized information sharing and management protocols and practices across a very large enterprise
• Created a searchable digital repository of documents
• Enabled sharing of best practices
• Improved peer collaboration and communication
• Increased manager’s access to information and reports critical to decision making and management tracking
• The system required minimal administration and management
• Rapid time to use — site design and deployment

• Microsoft® Windows SharePoint Portal
• Microsoft® Windows Server 2003 Enterprise Edition
• Microsoft® Project Server
• Microsoft® SQL Server 2000
• ASP.net
• C#.net

KEY USERS

• Information Technology Professionals
• Engineers
• Project Managers
• Project Teams
• Executives