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Managing Projects On Share Point Is As Simple As 1 2 3

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    Managing Projects On Share Point Is As Simple As 1 2 3 Managing Projects On Share Point Is As Simple As 1 2 3 Presentation Transcript

    • “Managing Projects on SharePoint is as simple as 1-2-3!” A Webcast Presentation Éamonn McGuinness BrightWork
    • Managing Projects in 3 Steps The Dilemma! The customers we meet are at pains to tell us that they do not have the time or the budget to train the folks in formal project management – but yet they need project management discipline. They want an approach so simple that it is obvious – that assumes a SharePoint deployment. A Simple Solution Over the years we have been helping customers develop such a simple approach. More recently we have been working on a process that can be described and always decomposed into three steps. Why three steps every time? Why not? Three is an easy number to work with. It is a bit quirky and fun. It is easier to remember and manage. It forces us all to be concise rather than long-winded. This Webcast: will present a simple 1-2-3 process that can be used for project management show how this simple 1-2-3 process can be implemented on the SharePoint platform
    • Logistics for Today’s Webcast Slide Deck and Webcast Recording downloads expect an email tomorrow, Thursday February 26th Reminder – press ―F5‖ to get full screen mode Questions and Answers The webcast has a large audience Impractical to take questions on the phone throughout—sorry! Your phone has already been put on mute for now to avoid accidental background noise We will answer questions at the end as follows: From the Microsoft® Office Live Meeting Question Manager i. – Alt-Q or click the ―Q&A‖ link to open the Q&A panel Opening up the phone line – press 01 on your phone ii. After the webcast - extra questions to info@brightwork.com
    • Today’s Agenda Webcast Opening & Introduction (2 mins.) The Webcast – (25 mins.) Process – Managing Projects is as simple as 1-2-3 Demo – Managing Projects on SharePoint is as simple as 1-2-3 Summary, References, Suggested Next Steps (3 mins.) Q&A
    • Who are BrightWork? BrightWork develop and market a project management plug-in for SharePoint called BrightWork pmPoint. BrightWork is a Microsoft Gold Certified partner. More Info: www.brightwork.com
    • BrightWork - The Executive Summary BrightWork Background BrightWork Products Microsoft Gold Certified ISV partner SharePoint is for Collaboration Customer problem we focus on Consider this! – Why not SharePoint for collaborative project management! How many organizations need to BrightWork pmPoint collaboratively manage projects? (90%+) How many organizations use Email, Excel Process driven project management and Word but not a high end project You decide the level of process management solution? (80%+) Manage projects using SharePoint 1995 – Started as Lotus Notes ISV Templates to manage projects and programs and a PMO Have architected commercial project Optional import / export with management product on Microsoft … Microsoft Project Exchange 2000 (webstore) Launched an MBS partner version SharePoint 2001 (webstore) supporting the Microsoft Sure Step methodology at WPC 2008 in Texas SharePoint 2003 BrightWork Reporter SharePoint 2007 Report on SharePoint fields, lists, sites Started on West Coast of Ireland - and site collections and distribute Customers in US, Canada, Mexico, these reports Europe, Russia and Australia More Info: www.brightwork.com
    • The 1, 2, 3 of Managing Projects Who needs a process for project management anyway? • Project teams working together need a way to work • What are some of the major traps of a process? • Way too much paperwork and too many process! • No practical way to implement the process • Why not invent a very simple process, e.g.? • Manage Single Projects 1. Manage Many Projects 2. Evolve Project Management 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Get Project Approval 1. Ensure approval for the project is in place • Decide the Project Management Process 2. Decide what project management sub-processes are • needed (e.g. project charter, risks, tasks, issues, etc.) Setup the Project site 3. Find, copy and modify a suitable project site to re-use to • manage all the project artifacts and communications Manage the Project 2. Close the Project 3. Note – steps should be added or subtracted as appropriate
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Work on the Project 2. Find work 1. Do work 2. Update progress on work (recording any issues) 3. Track and Re-Plan the Project 3. Close the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Work on the Project 2. Track and Re-Plan the Project 3. Check and understand the project's progress 1. Virtual Check - Examine the various (project, issue, work, resource) 1. reports on the project site Individual Check - Talk to the Team Members and Customers 2. Team Check - Run periodic project meetings 3. Find and Manage Exceptions (e.g. issues, risks and 2. change requests) Re-Plan the project 3.
    • The 1, 2, 3 of Managing Projects - Many Projects 1. Manage Single Projects 2. Manage Many Projects Setup and maintain a projects structure 1. Manage across projects 2. Manage the pipeline of new project requests 3. 3. Evolve Project Management
    • The 1, 2, 3 of Managing Projects - Many Projects 1. Manage Many Projects Setup and maintain a projects structure 1. Manage across projects 2. Manage the pipeline of new project requests 3. Setup a request management process (maybe a simple list 1. or perhaps a complete site) Announce the new request process and provide initial 2. assistance to users Evaluate and approve or reject new project requests 3. Refer to Appendix 1 for more 1-2-3 steps
    • Demo: “Managing 1-2-3 Projects on SharePoint“ Initiate and plan the project Initiate the project 1. Define the project 2. Refer to Assign the work 3. Work on the project Find the work 1. Appendix 2 Do the work 2. Update work done 3. Track and re-plan the project for a Track the project’s progress 1. Update work assignments 2. Report on project’s progress 3. screenshot Manage across many projects Maintain projects structure 1. Track across projects 2. demo Report across projects 3. Evolve Project Management Customize the project mgmt. lists 1. on slides Customize the project mgmt. reports 2. Capture project enhancements for reuse 3.
    • Project Management on SharePoint 1. Manage individual projects to success 2. Manage across a program of IT Department projects (2.2) Notifications and reports (2.1) Create Project Office sites 3. Evolve the way projects are Marketing Group managed Enterprise-wide (1.3) Project data flows to dashboards (3.1) Customize to suit (3.2) Capture & reuse best practices Project Management Templates Team Members Project Managers Program Managers Senior Management Business Projects IT Projects Projects of all (1.2) Notifications and reports (1.1) Create new project workspace Shapes and Sizes
    • Process Driven Project Management pmPoint recognizes that level of process required depends on the organization’s maturity and on the particular needs of the individual projects.
    • BrightWork pmPoint – Executive Summary “Project Management for organizations of all shapes and sizes” quot;pmPoint facilitated the implementation of a new agile CJ, AbsolutePoker.com, Korea – 10 users process for our projects, because of the extra project management features pmPoint added to SharePoint. “ George, Pennsylvania Office of Attorney General. – 20 users quot;pmPoint on SharePoint was easy to implement and provided us with a tool that could be mastered extremely quickly by our project managers.“ “pmPoint reminds me of Albert Einstein when he said, Sven, Up-Great., Switzerland – 50 users 'Make things as simple as possible, but no simpler'. Enough said!” quot;Skanska USA Building uses pmPoint to successfully manage our IT projects across the entire enterprise.” Andy, Skanska Construction, NJ, USA – 70 users quot;pmPoint provides us with a project management tool Gary, Enterprise and Partner Group, Microsoft. – 150 users based on how we work today and evolving to where we want to be.“ quot;pmPoint for project management is now an integral part of RPA's suite of user SharePoint applications.” Maurice, Railway Procurement Authority, Ireland – 250 users “pmPoint provided us with an economical yet Chris, Group Health Cooperative, Seattle, USA – 500 users scalable solution for managing our project portfolio. We now have better standards for collecting project data and a intuitive tool that makes the work visible.” Morten, Columbus IT., Norway – 1,500 users “pmPoint is an innovative way to use SharePoint to manage different projects across 29 countries.quot;
    • “Just Plug-In pmPoint to Detangle the Wires” BrightWork's Project Management Solution Allows Sheppard Mullin to Skip Routine Fire Drills As law firm Sheppard Mullin grew worldwide, the IT department spent great effort trying to manage many, many projects at once. The pain has ended with BrightWork pmPoint, the first collaborative project management application offering structure and flexibility. BrightWork pmPoint is a project management plug-in for your SharePoint environment that works great! “We have a weekly meeting, and in 30 minutes we know the status of every project. We can look at a single report across many projects, or for just one project. BrightWork pmPoint provides a penetrating visibility into our projects, allowing us to see and address issues, ultimately leading to a much better success rate,” Dora Martinez, Director of Project Management for Sheppard Mullin. Read More on Microsoft Live Space
    • Webcast - The Executive Summary 1. SharePoint is now the world’s leading platform for collaboration and SharePoint can and is being used out of the box to manage projects. 2. You can customize and extend SharePoint with the necessary flexible structure and the required reporting for project and cross-project management – either build or buy. 3. You can and should have a simple process to manage projects (on the SharePoint platform).
    • More References for this webcast Find out more about the base SharePoint platform Appendix 1: A 1-2-3 process for Project Management Appendix 2: A slide demo of the SharePoint platform in use for Project Management using the 1-2-3 process A blog: Manage Projects on SharePoint More information on the pmPoint software from BrightWork
    • Candidate next steps after this webcast Visit … http://www.brightwork.com/pmpoint/resource_center.htm If you haven’t already done so, please sign up for a free trial. Need more information?  info@brightwork.com USA +1-617-357-9000 ext 701  Europe +353-91-514-492
    • Q&A First - Online i. From the Microsoft® • Office Live Meeting question manager Alt-Q or click the • ―Q&A‖ panel to open the Question Manager Second – on the phone ii. Opening up the phone • We’d love to hear more detailed feedback on line this webcast To ask a question on • email ... info@brightwork.com the phone, please press the 01 key on your phone To get more related materials please visit: http://www.brightwork.com
    • Appendix 1 “A Simple 1-2-3 Process for Managing Projects”
    • The 1, 2, 3 of Managing Projects 1. Manage Single Projects 2. Manage Many Projects 3. Evolve Project Management Any steps indicated with *** are also covered in Appendix 2 as part of the screenshot demo.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Close the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Get Project Approval 1. Ensure approval for the project is in place • Decide the Project Management Process 2. Decide what project management sub-processes are • needed (e.g. project charter, risks, tasks, issues, etc.) Setup the Project site *** 3. Find, copy and modify a suitable project site to re-use to • manage all the project artifacts and communications Manage the Project 2. Close the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Work on the Project 2. Track and Re-Plan the Project 3. Close the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Define the project 1. Setup work notifications 2. Assign the work 3. Work on the Project 2. Track and Re-Plan the Project 3. Close the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Define the project 1. Complete the Project Statement - also known as the Project Profile / 1. Project Charter / Project Definition Setup Tasks – perhaps a simple task list or maybe a Microsoft 2. Project like WBS (work breakdown structure) *** Define the other project management sub-processes 3. Create or update the rest of the lists (i.e. sub-processes) • in the project site, e.g. goals, teams, issues, deliverables, risks, etc. Setup work notifications 2. Assign the work 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Define the project 1. Setup work notifications 2. Enable immediate email notification on all new work assignments 1. Setup easy to find ―My Work‖ reports / dashboards 2. Setup scheduled emails with nudges for upcoming or late work 3. Assign the work 3. Work on the Project 2. Track and Re-Plan the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Define the project 1. Setup work notifications 2. Assign the work 3. Assign roles - If using project roles, assign out the work to the 1. persons holding the specific roles for this project Assign project management sub-processes - Cycle through the lists 2. and assign work (doing a check for any unassigned work items) *** Check resource loading - Find and fix any over allocations due to the 3. new work assignments Work on the Project 2. Track and Re-Plan the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Work on the Project 2. Find work *** 1. Do work *** 2. Update progress on work (recording any issues) *** 3. Track and Re-Plan the Project 3. Close the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Work on the Project 2. Track and Re-Plan the Project 3. Check and understand the project's progress 1. Find and Manage Exceptions (e.g. issues, risks and 2. change requests) Re-Plan the project 3. Close the Project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Work on the Project 2. Track and Re-Plan the Project 3. Check and understand the project's progress 1. Virtual Check - Examine the various (project, issue, work, resource) 1. reports on the project site *** Individual Check - Talk to the Team Members and Customers 2. Team Check - Run periodic project meetings 3. Find and Manage Exceptions (e.g. issues, risks and 2. change requests) Re-Plan the project 3.
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Plan the Project 1. Work on the Project 2. Track and Re-Plan the Project 3. Check and understand the project's progress 1. Find and Manage Exceptions (e.g. issues, risks and 2. change requests) Re-Plan the project 3. Re-assign work and send notifications 1. Report to and Work with the Appropriate Stakeholders 2. Tailor the project site to match the evolving methods needed to run 3. the project
    • The 1, 2, 3 of Managing Projects - Single Projects Plan the Project 1. Work on the Project 2. Track and Re-Plan the Project 3. Check and understand the project's progress 1. Find and Manage Exceptions (e.g. issues, risks and 2. change requests) Re-Plan the project 3. Re-assign work and send notifications 1. Project Redefinition - Update the lists in the project site 1. (Project statement; Task List; other sub-processes) with any changes *** Project re-assignments - reassign work and again find 2. and fix any over assignments Notifications - check to ensure that the changes just 3. made are getting out through the notifications mechanisms setup earlier
    • The 1, 2, 3 of Managing Projects - Single Projects Plan the Project 1. Work on the Project 2. Track and Re-Plan the Project 3. Check and understand the project's progress 1. Find and Manage Exceptions (e.g. issues, risks and 2. change requests) Re-Plan the project 3. Re-assign work and send notifications 1. Report to and Work with the Appropriate Stakeholders 2. Deliver Periodic Status Reports (Printed or emailed) *** 1. Raise Exceptions including Project Change Requests, 2. Top Issues and Top Risks Resolve Sponsor Level Issues and apply the resolution 3. through Re-Plan Project (if appropriate) Tailor the project site to match the evolving methods needed to run 3. the project
    • The 1, 2, 3 of Managing Projects - Single Projects 1. Manage Single Projects Initiate the Project 1. Manage the Project 2. Close the Project 3. Run Project Post-Mortem and Track Lessons Learnt 1. Close out the Project site 2. Capture any useful modifications made to the project site 3. for use on future projects
    • The 1, 2, 3 of Managing Projects - Many Projects 1. Manage Single Projects 2. Manage Many Projects Setup and maintain a projects structure 1. Manage across projects 2. Manage the pipeline of new project requests 3. 3. Evolve Project Management
    • The 1, 2, 3 of Managing Projects - Many Projects 1. Manage Many Projects Setup and maintain a projects structure 1. Define and document the overall projects and portfolio 1. hierarchy (on PowerPoint or Visio perhaps) Setup the initial projects structure *** 2. Maintain the projects structure 3. Manage across projects 2. Manage the pipeline of new project requests 3.
    • The 1, 2, 3 of Managing Projects - Many Projects 1. Manage Many Projects Setup and maintain a projects structure 1. Manage across projects 2. Check and understand the progress of the many projects 1. Identify, manage and resolve any escalated exceptions (e.g. 2. issues and project change requests) Report to appropriate cross-project stakeholders 3. Manage the pipeline of new project requests 3.
    • The 1, 2, 3 of Managing Projects - Many Projects 1. Manage Many Projects Setup and maintain a projects structure 1. Manage across projects 2. Check and understand the progress of the many projects 1. Virtual check - Examine the various (project status, issue, 1. work, resource) reports *** Individual check - Talk to the team members and project 2. customers Team check - run periodic project and cross-project 3. meetings Identify, manage and resolve any escalated exceptions (e.g. 2. issues and project change requests) Report to appropriate cross-project stakeholders *** 3. Manage the pipeline of new project requests 3.
    • The 1, 2, 3 of Managing Projects - Many Projects 1. Manage Many Projects Setup and maintain a projects structure 1. Manage across projects 2. Manage the pipeline of new project requests 3. Setup a request management process (maybe a simple list 1. or perhaps a complete site) Announce the new request process and provide initial 2. assistance to users Evaluate and approve or reject new project requests *** 3.
    • The 1, 2, 3 of Managing Projects - Evolve PM 1. Manage Single Projects 2. Manage Many Projects 3. Evolve Project Management Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Periodically evaluate the success of the project 3. management evolutions policy and re-adjust the change policy as needed
    • The 1, 2, 3 of Managing Projects - Evolve PM 1. Manage Single Projects 2. Manage Many Projects 3. Evolve Project Management Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Build-in the desired project management process 1. Improve the look and feel of the project management sites 2. Capture local best practices for reuse 3. Periodically evaluate the success of the project 3. management evolutions policy and re-adjust the change policy as needed
    • The 1, 2, 3 of Managing Projects - Evolve PM Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Build-in the desired project management process 1. Customize the project management processes (in 1. SharePoint lists) Customize the project management reports (in 2. SharePoint web-parts) Map navigation to mimic the desired process (using the 3. SharePoint quick launch) Improve the look and feel of the project management sites 2. Capture local best practices for reuse 3.
    • The 1, 2, 3 of Managing Projects - Evolve PM Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Build-in the desired project management process 1. Customize the project management processes (in 1. SharePoint lists) Add new project management lists (to include different views, a 1. default view, a set of datasheet views and a logical view sequence) Tailor existing project management lists using out of the box 2. SharePoint (e.g. add/update columns; workflow) Tailor existing project management lists using SharePoint 3. customizations / extensions (e.g. tailor list settings for unique referencing or automated email notification, etc.) *** Customize the project management reports 2. Map navigation to mimic the desired process 3.
    • The 1, 2, 3 of Managing Projects - Evolve PM Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Build-in the desired project management process 1. Customize the project management processes (in 1. SharePoint lists) Customize the project management reports (in 2. SharePoint web-parts) Design (on paper) the project site pages incl. the home page 1. Add / customize the project site pages incl. the home page 2. Setup advanced reporting 3. Map navigation to mimic the desired process (using the 3. SharePoint quick launch)
    • The 1, 2, 3 of Managing Projects - Evolve PM Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Build-in the desired project management process 1. Customize the project management processes (in 1. SharePoint lists) Customize the project management reports (in 2. SharePoint web-parts) Design (on paper) the project site pages incl. the home page 1. Identify key reports to include on what pages 1. Identify key charts and graphs to show on what pages 2. Identify key icon indicators to show on what pages 3. Add / customize the project site pages incl. the home page 2. Setup advanced reporting 3.
    • The 1, 2, 3 of Managing Projects - Evolve PM Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Build-in the desired project management process 1. Customize the project management processes (in 1. SharePoint lists) Customize the project management reports (in 2. SharePoint web-parts) Design (on paper) the project site pages incl. the home page 1. Add / customize the project site pages incl. the home page 2. Add a 3rd level of navigation to SharePoint with a new 1. web-part page and a tabbed web part Add project management reports and charts via web 2. parts *** Configure each report 3.
    • The 1, 2, 3 of Managing Projects - Evolve PM Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Build-in the desired project management process 1. Improve the look and feel of the project management sites 2. Add local logo's to begin the branding of the site 1. Change to one of the out of the box SharePoint site 2. themes Design, develop and apply a custom theme to heavily 3. brand the site Capture local best practices for reuse 3. Periodically evaluate the success of the project 3. management evolutions policy and re-adjust as needed
    • The 1, 2, 3 of Managing Projects - Evolve PM Define a policy / approach and an approval mechanism 1. for evolving project management Implement agreed changes (approved by the policy) 2. Build-in the desired project management process 1. Improve the look and feel of the project management sites 2. Capture local best practices for reuse 3. Save lists as templates for reuse 1. Add customized reports to the report gallery for reuse 2. Save existing projects as templates in the Templates 3. gallery for reuse *** Periodically evaluate the success of the project 3. management evolutions policy and re-adjust the change policy as needed
    • Appendix 2 “SharePoint for 1-2-3 Project Management” A Screenshot Demo on Slides
    • Manage Single Project - Initiate the Project Select a location in the hierarchy and create a new project from a template (or by copying another project site)
    • Manage Single Project - Plan - Define the Project Work your way down through the Quick Launch and define the project
    • Manage Single Project - Plan - Assign the Work Assign the remaining work items.
    • Manage Single Project - Work Project - Find Work Team Members can discover work using the My Work reports. You can also set it up so that they receive this report by email on a scheduled basis or even received an email every time they are assigned a work item.
    • Manage Single Project - Work Project - Do Work Do work from pmPoint to ensure greater project success
    • Manage Single Project - Work Project - Update Work Update progress on work on an item by item basis or update multiple items simultaneously in datasheet view (a spreadsheet like interface)
    • Manage Single Project - Track Project - Check Progress Gain valuable insights into the project’s progress
    • Manage Single Project - Re-Plan Project - Re- assign Replan the project when necessary – for example, reassign work
    • Manage Single Project - Track Project - Report Progress Share data on project (e.g. progress, work, issues etc.) with management and other stakeholders
    • Manage Many Projects - Setup the initial structure pmPoint allows you to create multiple project hierarchies to suit your unique organizational and project management needs
    • Manage Many Projects - Manage Across Projects Check and understand the progress of the many projects Gain oversight of all your projects from a single location
    • Manage Many Projects - Manage Projects Requests Manage the project pipeline by controlling and tracking which projects get created
    • Evolve Project Management - Customize the Lists Customize the project management lists to better support your processes
    • Evolve Project Management - Customize the Reports pmPoint is supplied with many out-oft-the-box reports; however, the report customization options meant that you actually have hundreds more reports at your fingertips
    • Evolve Project Management - Capture Project Enhancements Add to the list of supplied single and multiple project management templates by creating your own from projects sites or other templates