IT-project-prioritization-portal

Challenge / Problem Statement

  • Fragmented IT project requests via emails, forms, and conversations with no standardization.
  • No visibility into status, approvals, or decisions, causing follow-ups and miscommunication.
  • Budget requests often exceeded allocations, leading to delays and re-prioritization.
  • Manual multi-level approvals created bottlenecks and inconsistent decisions.
  • Poor prioritization delayed critical projects while less important ones used resources.
  • High administrative overhead diverted IT teams from delivery and innovation.

Objectives

  • Develop centralized portal automating project lifecycle for efficient budget and alignment.
  • Create unified submission forms with standardized documentation.
  • Implement automated approvals with real-time budget validation.
  • Build role-based dashboards for employees, HODs, finance, IT panel, and admins.
  • Reduce approval cycles by 75% and eliminate budget overruns.
  • Achieve full visibility, strategic analytics, and high user satisfaction.

Process & Implementation

  • Discovery & Analysis: Interviewed stakeholders to map processes and bottlenecks.
  • Solution Architecture: Designed SharePoint system with Power Automate, SPFx, and Azure AD.
  • Data Structure Development: Built relational lists for requests, budgets, roles, and history.
  • Custom Interface Development: Created React SPFx web parts for dashboards and forms.
  • Workflow Automation: Implemented Power Automate for routing, validation, and notifications.
  • Testing & Training: Conducted UAT, developed materials, and held hands-on sessions.

Our Solution

  • Centralized Project Management Platform: SharePoint site for all requests with tracking.
  • Intelligent Request Submission: User-friendly forms with validation for details and estimates.
  • Multi-Level Approval Engine: Automated routing with budget checks and escalations.
  • Role-Based Dashboard System: Tailored views for submission, approvals, validation, and analytics.
  • Real-Time Budget Management: Integration preventing overruns and triggering workflows.
  • Comprehensive Notification System: Automated alerts for status changes and decisions.
  • Advanced Reporting & Analytics: Dashboards for trends, utilization, and planning.

Tools & Tech Used

  • Primary Platform: SharePoint Online with Communication Sites, lists, and permissions
  • Development Framework: SharePoint Framework (SPFx) with React for responsive UIs
  • Process Automation: Power Automate for routing, validation, and notifications
  • Integration Technologies: Microsoft Graph API, SharePoint REST API, Office 365 connectivity
  • Security & Authentication: Azure Active Directory with role-based access contro
  • Hosting & Infrastructure: Microsoft 365 cloud for security and scalability

Results & Impact

  • Approval cycles reduced 75% from 3-4 weeks to 5-7 days.
  • Zero budget overruns with 100% adherence via real-time validation.
  • 98% user adoption in first month across departments.
  • 90% drop in status inquiries due to full transparency.
  • 80% less IT admin overhead, focusing on delivery.
  • 85% better prioritization aligning resources with objectives.

Key Takeaways

  • Automation eliminates bottlenecks, cutting processing by 75%.
  • Real-time validation prevents overruns and reactive fixes.
  • Role-based design boosts adoption and satisfaction.
  • Microsoft 365 integration speeds deployment and security.
  • Transparency builds trust and reduces inquiries.
  • Scalable SharePoint supports AI and mobile enhancements.

Project Duration & Team

  • Timeline: 8 Weeks, 160 Hours, Delivered September 12, 2025
  • Team: Technical Lead (80 hrs), Solution Architect (40 hrs), SharePoint Developer (25 hrs), Business Analyst (10 hrs), Project Manager (5 hrs)
  • Client Stakeholders: Department heads, finance, IT panel, executives
  • Support: 40-Hour Post-Launch Package + Ongoing Maintenance
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