28 Jan Five Things You Need to Know About Project Provisioning
Five Things You Need to Know
About Project Provisioning
28 January 2021· 4 min read
Among the different types of organizations, project or relationship-based ones need processes to complete their work successfully. For organizations that create and work on around 100 projects or relationships per day, efficiency, cost-effectiveness, and privacy and cybersecurity risk reduction are essential.
Project or relationship-based organizations usually use 4 to 6 collaboration systems to work on their projects or relationships. Systems such as the Document Management System or Microsoft Teams are used to improve collaboration and productivity. These organizations create workspaces, Teams, Channels, and folders for projects or relationships, across collaboration systems. To streamline this process, they should engage in automatic provisioning.
Provisioning is a relatively technical term, so it might be challenging to understand its benefits fully. That’s why in this post, we’re going to explain what provisioning is and why your organization should consider implementing it.
Provisioning is more than just creating a project
Non-technical users might simply assume that provisioning is just a fancy way of saying “creating” a workspace, Teams, Channel, and folder. But, the process of provisioning entails so much more. Especially when it is automated.
Currently, administrators go into each collaboration system to create a project or relationship. They go into the DMS and create the project with its related workspaces and folders. They add users manually and try to assign permissions. Then, they go onto the next system. If it’s in Microsoft Teams, they might spend another 15 min creating the relevant Teams and Channels.
Imagine creating around 100 projects per day across 4 to 6 collaboration systems in such a manual way! That’s too much time spent on manual processes, and the administrators might make mistakes, which also increases privacy risk.
Automatic provisioning solves these challenges. With technology that integrates with your organization’s source systems, your admins could automatically create the necessary projects or relationships across collaboration systems in a matter of seconds. The creation includes the ability to apply templates and standardized naming conventions.
And you can see all your projects or relationships in a unified directory, so you have a central place to manage and govern all your content.
Provisioning helps you find content
Automatic provisioning helps your project or relationship-based organization quickly create projects, workspaces, Teams, Channels, and folders across collaboration systems. It also makes it easier to find content.
When admin or employees manually create projects or relationships in collaboration systems, they assign random names or numbers to identify them. When done across thousands of projects, they will most likely forget what name or number was assigned to the project. This makes it difficult to know where to place relevant documents for that project or find them in the DMS or Teams.
To make this process less frustrating for end-users, technology that enables automatic provisioning can also allow unlimited rich metadata. This metadata includes unique identifiers assigned to a project or relationship when automatically provisioned across systems. The rich metadata enables users to easily search a project by name, client name, ID, department, office, and more.
Provisioning creates consistency
We said earlier that projects or relationships might have random names, numbers, and structures when manually created. The project in the DMS will have a different name and structure than in Microsoft Teams. Maybe the project in the DMS is named ABC, and in Microsoft Teams, it is ABC123. Or the project in the DMS has a folder named Marketing, but there is no related Channel for it in Microsoft Teams.
This inconsistency makes it difficult for users to find content or know where to place relevant documents.
With automatic provisioning, administrators can set the same folder structure across collaboration systems with pre-defined templates and standardized naming conventions. This makes it easier for users to understand where to place their documents and how to find them.
Provisioning improves adoption
When users cannot find their content and deliver work successfully, they become frustrated. They may start saving their work as local files on their desktop. This practice damages the organization’s security and privacy compliance because hackers could breach the user’s computer and steal confidential files. It also means that your organization invests in collaboration systems that only a few people use, making your system adoption very low.
Automatic provisioning with its capabilities to apply templates and standardized naming conventions, solves the issues of locating content and securing it to only those who need to know. It also addresses the adoption challenge, so your organization can leverage their system investments.
Provisioning is the foundation for integrated governance
With multiple collaboration systems in use, risk management teams currently apply security and disposition policies manually. The risk team could easily make mistakes and give the wrong people access to confidential information when projects have inconsistent folder structures and naming conventions.
As an example, the figure below shows Project ABC provisioned manually. Maybe two users need access to the Marketing folder and another two to client information. The risk team would have to manually enter each system and locate these folders to give the appropriate access to those users. By mistake, they could provide access to all four of them to the same folders because the structure is wrong and most likely different in other systems.
With automatic provisioning, the project is created with the same names and folder structures across systems. Risk management teams can then automatically add users and groups with appropriate permissions. So, in the end, the right users have access to the Marketing folder and the Client Information folder.
As you can see, automatic provisioning is also the foundation of governance, improving security and permissions across the organization and their collaboration systems.
How Prosperoware Helps
Prosperoware CAM is a software-as-a-service (SaaS) enterprise platform that enables organizations to leverage their collaboration systems for digital transformation while improving governance. CAM allows organizations to enhance processes around management of office documents, improve adoption, and reduce risks related to privacy & cybersecurity.
Our unique approach relies on adding context by applying rich metadata to identify projects, matters, engagements, etc., to workspaces, Teams, Channels, and folders in systems. This approach benefits end-users and the risk management team. Users can leverage critical metadata to locate content easily, while risk professionals can focus on data security and disposition instead of trying to determine its context.
CAM integrates with various collaboration systems, including Office 365 (Microsoft Teams, SharePoint Online, OneDrive, Planner, OneNote), File Shares, iManage, NetDocuments, HighQ, and more to come.
Key CAM features:
- Automatic provisioning of workspaces, Teams, Channels, and folders from Project Portfolio Management, CRM, etc., or through human workflow using templates
- Rich, custom metadata for project or document context
- Unified directory for project location
- Provision internal & external users, manage permissions, and integrate with ethical wall systems
- Data Loss Prevention including activity monitoring and bulk security & metadata changes
- Set data disposition policies or apply litigation hold