DB PP3 - MGMT 385

Implementation of a Knowledge Management System Using Microsoft SharePoint

Wedgino Deguerre Columbia College MGMT 385 DEA

June 2, 2026

Implementation of a Knowledge Management System Using Microsoft SharePoint

Scope Statement

Project Purpose The purpose of this project is to implement a Knowledge Management System (KMS) using Microsoft SharePoint to improve organizational communication, collaboration, and information sharing. The system will provide a centralized location where employees can access, store, and share organizational knowledge efficiently and securely.

Project Objectives • Establish a centralized repository for organizational documents and knowledge resources. • Improve employee collaboration and communication across departments. • Increase productivity by reducing the time required to locate information. • Strengthen document security through role-based access controls. • Train employees to effectively use the new SharePoint-based system.

In-Scope Activities • Requirements gathering and analysis. • SharePoint site design and configuration. • Creation of document libraries and collaboration workspaces. • Development of security permissions and access controls. • Migration of approved organizational documents. • System testing and quality assurance activities. • User training and support documentation. • System deployment and implementation. • Post-implementation support during the transition period.

Out-of-Scope Activities • Replacement of existing enterprise software systems. • Development of custom software applications outside of SharePoint. • Purchase of new computer hardware. • Long-term maintenance beyond the project completion date. • Migration of outdated, duplicate, or unapproved documents. • Organization-wide network or infrastructure upgrades.

Project Deliverables • Approved project charter and project plan. • Configured Microsoft SharePoint Knowledge Management System. • Document libraries and collaboration workspaces. • Security and access control framework. • Employee training materials. • System testing documentation and implementation report. • Final project closure report.

Stakeholder Register Executive Management – Project Sponsor – High Influence Project Manager – Project Lead – High Influence IT Department – Technical Team – High Influence Department Managers – Business Stakeholders – Medium Influence Employees – End Users – Medium Influence Human Resources – Training Support – Medium Influence Information Security Team – Security Oversight – High Influence SharePoint Consultant/Vendor – Technical Advisor – Medium Influence Finance Department – Budget Oversight – Medium Influence Help Desk Staff – User Support – Low Influence

Work Breakdown Structure (WBS) 1.0 Knowledge Management System Implementation Project 1.1 Project Initiation 1.1.1 Develop Project Charter 1.1.2 Identify Stakeholders 1.1.3 Obtain Project Approval

1.2 Project Planning 1.2.1 Gather Requirements 1.2.2 Define Project Scope 1.2.3 Develop Project Management Plan

1.3 System Development and Configuration 1.3.1 Configure SharePoint Environment 1.3.2 Create Document Libraries 1.3.3 Configure Security Permissions 1.3.4 Establish Collaboration Sites

1.4 Testing and Training 1.4.1 Conduct System Testing 1.4.2 Resolve Identified Issues 1.4.3 Develop Training Materials 1.4.4 Conduct User Training

1.5 Deployment 1.5.1 Migrate Approved Documents 1.5.2 Launch SharePoint System 1.5.3 Provide Initial User Support

1.6 Project Closure 1.6.1 Obtain Final Acceptance 1.6.2 Complete Project Documentation 1.6.3 Conduct Lessons Learned Meeting 1.6.4 Close Project

References

Gido, J., Clements, J. P., & Baker, R. (2025). Successful project management (9th ed.). Cengage Learning.

Project Management Institute. (2021). A guide to the project management body of knowledge (PMBOK® Guide) (7th ed.). Project Management Institute.