SharePoint PMO Checklist Workflow
Moving task tracking from legacy tools into a clearer digital workflow
Role
Automation Specialist
Duration
2022
Tools & Methods
SharePoint, Power Automate
Overview & Context
Implemented a SharePoint-based task checklist system to replace MS Access-based workflows.
The Challenge
Legacy MS Access tracking was slow, prone to corruption, and lacked notification features.
Siloed MS Access database with no active alerts.
The Approach
Built a modern tracking solution entirely within the M365 ecosystem.
Migrating data from MS Access to SharePoint lists
Setting up automated email notifications
Creating visual trackers for daily/weekly activities
Solution & Impact
A SharePoint-based checklist system with automated alerts for overdue tasks, daily activities, and compliance milestones.
What the Deliverables Looked Like
SharePoint tracking matrix
| ID | Description | Owner | Status |
|---|---|---|---|
| REF-101 | Monthly data consolidation | Internal | Completed |
| REF-102 | Vendor alignment review | Internal | Pending |
| REF-103 | Monthly data consolidation | External | Completed |
| REF-104 | Vendor alignment review | Internal | Completed |
| REF-105 | Monthly data consolidation | Internal | Completed |
Automated workflow logical tree
Weekly RAID log view
| ID | Description | Owner | Status |
|---|---|---|---|
| REF-101 | Monthly data consolidation | Internal | Completed |
| REF-102 | Vendor alignment review | Internal | Pending |
| REF-103 | Monthly data consolidation | External | Completed |
| REF-104 | Vendor alignment review | Internal | Completed |
| REF-105 | Monthly data consolidation | Internal | Completed |
The Aftermath
"Connected SharePoint lists with automated Power Automate triggers."
Key Outcomes
- Reduced dependency on outdated manual tracking methods
- Improved task ownership, follow-up visibility, and completion tracking
- Enhanced team collaboration and visibility
By the Numbers
Key Learnings
Moving to modern cloud-based lists improves accessibility and security while unlocking powerful automation features.
