As the Project Manager overseeing the onboarding of QorusDocs—a 3rd party application specializing in content and bid/proposal management—your role is to ensure that all tasks are completed efficiently and on schedule. This guide provides a structured approach to the key onboarding steps to avoid delays and ensure a smooth process. Each step includes critical dependencies to help you coordinate with your IT and admin teams effectively.
Below are the key onboarding steps:
1. Setup of Microsoft 365 Service Account
2. Provisioning of SharePoint Online (SPO) Environment
3. Creation of QorusDocs Group in SPO Term Store
4. Consent to QorusDocs Access (Global Administrator)
6. Centralized Deployment of QorusDocs Add-ins
7. Importing and Publishing Power Automate Solutions into a Dataverse-enabled Environment
8. Building a Power BI Report and Publishing It Online
Key Onboarding Steps
1. Setup of Microsoft 365 Service Account
Objective: Create a dedicated Microsoft 365 Service Account to be used for automating key tasks such as importing and publishing Power Automate solutions for QorusDocs.
Actions:
- Work with your Microsoft 365 Global Administrator to create a service account with necessary admin-level permissions for Power Platform, Dataverse, and SharePoint.
- Ensure that the service account can manage Power Automate flows and QorusDocs-related integrations.
- Disable Multi-Factor Authentication (MFA) or set up app passwords to allow uninterrupted automation.
Dependencies: This task should be done first, as it enables further automation and solutions deployment in subsequent steps.
2. Provisioning of SharePoint Online (SPO) Environment
Objective: Ensure that a dedicated SharePoint Online site is provisioned for QorusDocs or that QorusDocs is integrated with an existing SPO site.
Actions:
- Coordinate with SharePoint Admins to create a new SPO site for QorusDocs or confirm that an existing site meets all QorusDocs requirements.
- Ensure this task is completed before QorusDocs onboarding or integration steps begin.
Dependencies: This must be completed before progressing to the QorusDocs setup and Power Automate solutions deployment.
3. Creation of QorusDocs Group in SPO Term Store
Objective: Establish a "QorusDocs" group in the SharePoint Online Term Store for the dedicated SPO site and assign the Content Team as "Group Manager."
Actions:
- Work with SharePoint Admins to create the QorusDocs group in the Term Store.
- Assign the necessary permissions for the Content Team to manage this group.
Dependencies: This task should be completed immediately after the SPO environment is set up.
4. Consent to QorusDocs Access (Global Administrator)
Objective: Ensure that a Global Administrator provides the necessary consents for QorusDocs to access various Microsoft 365 services.
Actions:
- Work with the M365 Global Administrators to grant the following required consents:
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- User Profiles: QorusDocs needs access to user profile data for user authentication.
- SharePoint Online: QorusDocs must interact with content across SharePoint site collections.
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- Optionally, grant QorusDocs access to the following:
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- OneDrive: For interaction with content stored in users’ OneDrive for Business accounts.
- Teams: For interaction with content within Microsoft Teams channels.
- Microsoft 365 Groups in AD: To interact with Azure Active Directory groups.
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- Ensure organization-wide consents are granted to avoid individual user prompts.
Dependencies: This must be done before users can fully utilize QorusDocs.
5. User Content Flow Approval
Objective: Ensure that each user approves the User Content Flow within QorusDocs to finalize their access.
Actions:
- Guide users through the process of logging into QorusDocs and approving the User Content Flow.
- Work with IT support to monitor and ensure that all users complete this step promptly.
Dependencies: This task follows the Global Admin consents and the deployment of QorusDocs add-ins.
6. Centralized Deployment of QorusDocs Add-ins
Objective: Deploy QorusDocs add-ins for Outlook, Word, PowerPoint, and Excel across the organization through centralized deployment or allow users to install the add-ins themselves from the Microsoft 365 Office Store.
Actions:
Option 1: Centralized Deployment
- Coordinate with Microsoft 365 Admins: Ensure that all Office 365 desktop apps meet the minimum requirements for QorusDocs add-ins.
- Use the Microsoft 365 Admin Center to centrally deploy the QorusDocs add-ins to designated user groups.
- Configure the deployment to automatically add the add-ins to the Office apps used by the designated users.
- Test the add-ins in the Office apps to ensure they function as expected.
Option 2: User-Driven Installation
- Provide clear instructions to users on how to install QorusDocs add-ins from the Microsoft 365 Office Store in Outlook, Word, PowerPoint, or Excel.
- Communicate the steps to users, including navigating to the "Get Add-ins" option within their Office apps.
- Offer IT support for users encountering installation issues.
Dependencies: This task must be completed before users start interacting with QorusDocs.
7. Importing and Publishing Power Automate Solutions into a Dataverse-enabled Environment
Objective: Import and publish Power Automate Solutions related to QorusDocs in the Dataverse-enabled environment using the Microsoft 365 Service Account.
Actions:
- Use the Microsoft 365 Service Account to access the Power Platform Admin Center.
- Import the QorusDocs-related Power Automate solutions into your environment.
- Review and configure connections for Power Automate flows to ensure they work correctly.
- Publish the solutions to make them available across the organization.
- Test the solutions to confirm that flows are operating as expected.
Dependencies: This step depends on the service account being set up and the SPO environment being provisioned.
8. Building a Power BI Report and Publishing It Online
Objective: Create and publish a Power BI report that includes relevant calculations and measures for QorusDocs data, making it accessible to stakeholders.
Actions:
- Identify a Power BI resource within your organization who will be responsible for building the report.
- Ensure this individual has the necessary skills to model data and create visuals in Power BI.
- Oversee the process of publishing the report to a Power BI workspace for access by the Content and BID teams.
Recommendation: Consider enrolling the Power BI resource in the Microsoft Certified: Data Analyst Associate program for comprehensive Power BI training.
Dependencies: The report should be published after the QorusDocs setup to ensure that all necessary data is available.
Conclusion
By following these steps in the outlined sequence, you will help ensure a timely and smooth QorusDocs onboarding. As the Project Manager, you are responsible for coordinating with the IT team, M365 admins, and stakeholders to manage dependencies and maintain progress. Regular check-ins and status updates will be key to keeping the project on track.
For further assistance, please contact your QorusDocs Onboarding Consultant.
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