Task List Templates in Service Delivery

We will use the QuickBooks’ “Sample Larry’s Landscape & Garden Supply” to illustrate setting up a SharePoint Task template to ensure service delivery consistency and quality.  Using multiple posts, we will use this template from bidding through to job/project completion.

Let’s assume that Larry’s provides irrigation planning and installation services. The scope, elapsed time, and pricing for each project is going to vary due to differences in a client’s lot characteristics.  So Larry’s has set up a standard set of tasks using a SharePoint’s Task List for bidding and undertaking such projects.  This list is on the Larry’s SharePoint Service & Delivery subsite underneath the main site.

A screen shot of the 8 steps that make up the irrigation planning phase for such a project is shown below.  There are 4 columns:

  1. Task #
  2. Title
  3. Task Description
  4. Predecessor Tasks.

Irrig Task Overview

A screen shot of the subtasks underneath “1. Obtain Site Information” is below.

Irrigation Design Tasks Detail view

This is the standard irrigation task list that we will use in subsequent posts.

Example Employee List from QuickBooks

My Setup Users by Importing post talks about exporting employee information from QuickBooks into SharePoint to setup users. These users can then be chosen throughout SharePoint to assign tasks, etc.  However, you may not want to set up all employees in SharePoint since they either will be viewing the company site as visitors or not viewing the site at all.

For example, QuickBooks’ Sample Larry’s Landscaping & Garden Supply company would likely have employees that do not need to access its SharePoint site, thus don’t need to be assigned as users, but information about them is needed for human resource and service delivery management.

One way of capturing this information is to develop an appropriate SharePoint list.  This is an example of an Employee Information List using the 3 employees that are in QuickBooks’ Larry’s sample company:

Employee List
Employee List

This list was very easy to setup since I set up the required list information from QuickBooks using a custom report, exporting it to Excel and importing it into SharePoint.

I established the list on the main company SharePoint site since it is needed by Human Resources and Service Delivery which are two separate SharePoint sub sites under the main sub site.  See my Customer List post for more information.

I also added a column, not show above, called Employee Full Name.  This column is First Name plus Middle Name plus Last Name.  I did this so I can easily lookup an employees throughout SharePoint.

I would recommend using either QuickBooks or your payroll system as the source for employee information.  Those applications require more data about employees then you probably would need in a SharePoint list and SharePoint makes it easy to import the data.

More specifics uses of the Employee list are in other posts.


HR Documents Custom List

The post Improving HR Communications shows how using the HR sub site’s Document Library is used to allow employees to accesses the companies HR documents.  Another approach is to set up a SharePoint Custom List for the HR documents.  The screen shot below shows this alternative:

HR Document Custom List

Notice that the list is much different than the document library.

  1. I named the list “Human Resources Documents”.
  2. Category and Sub Category items are added to group the documents rather than the folder approach in the Document Library.
  3. A Description item was added so the employee can understand what is in the document.  Note:  I could also have added Description to the Document Library.
  4. The paper clip is used as the link that opens the document.
  5. I sorted the list by category and sub category so that if there are a lot of different documents the employee could easily go down the list. Of course the search function can also be used to find a specific document.

If there were many Employee Benefits documents, I could have set up a separate list called “Employee Benefits”.

The “new item” and “edit this list” in the screen shot do not appear if the employee only had Read permissions.

Choosing either the Document Library or Custom List approach is really a matter of preference and the types and volumes of documents involved.