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Streamlining Operations with SharePoint-Powered Intranet & Project Management System
The organization is a youth-focused charity that delivers community programs, workshops, and outreach initiatives across the United Kingdom. Supported by volunteers, educators, and professionals, it collaborates with schools, statutory bodies, and local authorities to provide young people with opportunities for personal growth and development.
As its programs expanded, the charity faced increasing operational challenges with communication, resource tracking, and project management, making it difficult to maintain efficiency and transparency.
- Technology: SharePoint, React
- Country: United Kingdom
- Industry: Education
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Challenges Faced
The organization managed operations primarily through Excel spreadsheets. While functional, this approach created multiple challenges:
- Inefficient manual processes: Timesheets, budgets, and project data were managed separately, leading to duplication of work and errors.
- Limited visibility: Lack of real-time data made it difficult to track project progress, staff performance, and fund spending.
- Communication gaps: Heavy reliance on emails slowed down collaboration and led to missed updates.
- Scalability issues: Existing Excel-based data couldn’t keep pace with organizational growth.
- Data accuracy risks: Multiple spreadsheets increased the chance of inconsistencies and incorrect reporting.
- Volunteer management challenges: Tracking volunteer availability, hours, and assignments was time-consuming.
- Delayed reporting: Preparing reports for stakeholders required significant manual effort, reducing productivity.
- Financial oversight problems: Without real-time budget control, overspending risks were high.
- Project delays: Lack of structured task allocation and milestone tracking caused delivery slowdowns.
Solution
To address these operational challenges, we worked closely with the client to design and implement a fully integrated management system tailored to their needs. Our goal was not only to digitize processes but also to create a scalable solution that support long-term growth.
We built the new system on Microsoft SharePoint, leveraging it as the backbone for intranet, document management, and collaboration. By integrating all critical functions—communication, timesheets, project spending, and project management—into one unified platform, we eliminated silos, improved visibility, and reduced reliance on manual spreadsheets.
We also focused on user-friendliness, ensuring that staff, volunteers, and administrators could adopt the system with minimal training while benefiting from enterprise-level security and scalability.
Key Deliverables:
- 1. Intranet Platform: A central hub for communication, document sharing, and organizational updates, ensuring everyone stays informed and connected.
- 2. Timesheet Management System: Automated logging of staff and volunteer hours, reducing administrative burden and integrating directly with payroll and resource planning.
- 3. Project Spending Tracker: Real-time budget monitoring with dashboards to help management maintain financial accountability and prevent overspending.
- 4. Project Management Tool: Structured task allocation, milestone tracking, and progress monitoring to ensure projects are delivered on time and within scope.
Result
Through our SharePoint-based solution, we significantly improved the organization’s day-to-day operations and long-term planning. Together with the client, we achieved:
- Day-to-day admin work dropped because staff no longer had to juggle multiple spreadsheets for timesheets, payroll, and volunteer hours.
- Budgets stayed on track with real-time financial visibility, giving leadership stronger accountability to donors and stakeholders.
- Project delivery times improved by 35%, since tasks and milestones were clearly organized and tracked in one system.
- Internal communication became smoother with the SharePoint intranet replacing scattered emails and making updates and documents easy to find.
- Reporting time was cut by nearly 60%, with automated reports providing ready-to-use insights for managers and partners.
- Volunteer coordination got easier, from tracking availability to assigning roles and recognizing contributions.
The new system gave them a stronger foundation to grow its programs without being slowed down by outdated manual processes.
Key Features
SharePoint Intranet Hub
Centralized space for communication, file sharing, and organizational updates, reducing reliance on scattered emails.
Timesheet & Volunteer Tracking
Easy logging of staff and volunteer hours with integration into payroll and resource planning.
Budget Monitoring Dashboards
Real-time visibility into project spending, receipts, and fund allocation to prevent overspending.
Project Management System
Task distribution, tracking, and progress monitoring to keep projects on schedule.
Automated Reporting
Ready-to-use reports that save time and provide clear insights for managers and stakeholders.
Improved Collaboration Tools
Secure document sharing and version control for seamless teamwork.
Role-Based Access Control
Restricted access by role to protect sensitive data and maintain compliance.
Scalable Architecture
Built to grow with the organization’s expanding programs and user base.
User-Friendly Design
Intuitive interface that requires minimal training for staff, volunteers, and administrators.
Ready to work together?
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We specialize in custom software development, Microsoft Power Platform solutions, business intelligence (BI), automation, and digital transformation services. Our expertise spans Power BI, Power Apps, SharePoint, Azure, and .NET technologies, helping businesses streamline processes, improve insights, and enhance productivity.
We have been delivering innovative software and IT solutions for over 7 years, serving startups, SMEs, and large enterprises across the USA, UK, Middle East. Our track record includes 100+ successfully completed projects.
Our headquarters is in India & USA, with global delivery capabilities. We provide remote project management, international collaboration, and agile delivery for clients across multiple industries worldwide.
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Yes! We have delivered solutions across custom software, SharePoint portals, Power Platform apps, and enterprise systems. You can view our case studies and project details
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We provide flexible engagement models including:
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This ensures a perfect fit for varying project scopes and budgets.
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We offer a comprehensive range of IT solutions designed to streamline operations, improve efficiency, and drive digital growth:
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