SharePoint-Based Project Management and Information Management Environment
A technical design consultancy wanted to improve project management, information management and the usability of documentation within its Microsoft 365 environment.
At the starting point, project information, documentation and internal guidance were partly scattered across different locations. The goal was to build a more secure and consistent environment where documents, access rights, project structures and internal guidance support both everyday work and the development of cybersecurity.
The work did not focus only on the technical implementation of SharePoint, but also on how information management, training, access rights and security practices could become part of the organisation’s normal way of working.
The project helped turn the Microsoft 365 environment from a collection of separate tools into a more controlled whole, where information is easier to find, restrict and maintain.
Key areas
- SharePoint-based project management environment
- Microsoft 365 information management
- Documentation structure and naming
- Data classification and handling principles
- Security policies and guidance
- Manageability and further development of the M365 environment
What was done
From scattered documentation to a managed Microsoft 365 environment
Tyylidata coordinated and supported the implementation of a SharePoint-based project management and documentation management environment as part of a broader cybersecurity development initiative.
The work included and supported, among other things:
- planning, testing and implementation of the SharePoint-based project management environment
- defining the documentation management structure
- improving data classification and handling practices
- standardising documentation naming and change management
- planning and testing access rights
- importing data into the system
- creating training materials and providing practical training
- documenting the security policy, privacy policy and data classification policy
- Development of Microsoft 365 environment hardening and security practices
- strengthening staff security awareness
The work also considered the fact that the new environment should not remain only a technical project. For the solution to work in everyday operations, users need to understand where information is located, how it should be handled and how access rights are restricted.
Technical approach
The solution was based on the Microsoft 365 environment and the use of SharePoint for centralised management of project information and documentation.
The technical approach focused especially on:
- SharePoint structures and document libraries
- access management and audience-specific restrictions
- data classification and handling principles
- use of Teams, email and Power Automate integrations
- strengthening MFA and SSO practices
- security of cloud-based documentation management
- manageability and further development of the Microsoft 365 environment
- consideration of ISO, NIS2 and GDPR frameworks
An important part of the work was adapting the technical structure to how design work is actually carried out in practice. Documentation management should not make work more difficult. It should reduce ambiguity and improve the findability of information.
SharePoint
Project information in one place
Documentation
Clear structure and naming
Access rights
Least privilege as part of everyday work
Cybersecurity
Part of information management
Outcome
As a result of the project, the customer gained a stronger foundation for project management, documentation management and secure information handling.
The SharePoint environment improved the availability, integrity and manageability of information. Clearer documentation naming, restricted access rights and a shared operating model made information management more consistent.
At the same time, staff security awareness improved, and the Microsoft 365 environment became a better foundation for further development, responding to customer requirements and enabling secure collaboration.