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Project Management: Leveraging SharePoint<br />Lessons Learned from Real Projects<br />
Who am I?<br /><ul><li>Project Management Professional
Published author
President/CEO Kiefer Consulting
Advisory board member – GTC,  Governor’s Small Business Advocacy Group, Powerhouse Science Center steering committee, and ...
Teaches Project Management Institute examination preparation courses
Participated in the delivery of over 700 software applications
International speaker – SOA, EA, PM Best Practices, Software Design Patterns…</li></ul>Greg Kiefer<br />
Agenda<br /><ul><li>SharePoint Project Management Best Practices
What is a project as it relates to SharePoint?
Project success factors
Consequences of poor project management
What are you trying to accomplish?
Why use SharePoint?
SharePoint  Implementations
What happens when you finish the project?</li></ul>4<br />
What is a project?<br /><ul><li>“A project is a temporary endeavor, having a defined beginning and end, undertaken to meet...
What aspects of the project can be applied to SharePoint?</li></ul>5<br />
Project Success Factors<br /><ul><li>Senior management commitment
A clear understanding of the scope and key milestones
Clear project requirements and specifications
A comprehensive project plan
Commitments and accountability from all stakeholders
Accurate reporting of the project status
A critical assessment of the risks and issues inherent in the project
Clear and concise communications
Plans, plans, plans…</li></ul>6<br />
Consequences of Poor Project Planning<br />Marc Hirshfield,  MBA, PMP, Vitalize Consulting Solutions <br /><ul><li>Organiz...
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Project Management with SharePoint 2010

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Presented by Gregory Kiefer, President and CEO, Kiefer Consulting.

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  • THIS SHOULD BE YOUR FIRST SLIDE
  • Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy &amp; planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
  • Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy &amp; planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
  • Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy &amp; planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
  • Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy &amp; planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
  • Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy &amp; planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
  • SharePoint helps you manage documents easier. There is always only one version with SharePoint, which is readily available to all group members. Each member can make edits and save it. This new saved version is the one that shows up in the library for other team members to view/edit. You can also keep all project documents in the same library. By using columns (metadata) you can attach important document information. This is used to filter through documents to make findability easier. (i.e.) So you could search for a document by the role, “business analyst”, and the type of document it is, “excel file”. This would filter your search to only show, “KCI Risk Log” as listed above.
  • SharePoint lists can be organized to show the most recent event to be displayed first. It also is a centralized place where everyone can update the log without needing to check if it’s the most recent version. A team can also organize it according to how their sponsor would like to see the log.
  • A wiki is a place to keep important project information or things people might often have questions about. Definitions tend to be a great use for wikis. Also, “how to’s” within SharePoint are another good reason to have a wiki. This is a great wiki because it allows you to organize the information by type of definition (certification/project term/etc). The titles of the columns allow you to filter the information by the options available within the column. For this, the “reference” column would have been more useful if the options within it were project manager/business analyst/etc. This is because then you can look in “certificates”, and then search specifically for project management ones instead of having to know what all of the acronyms mean.
  • Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy &amp; planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
  • Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy &amp; planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
  • THIS SHOULD BE YOUR SECOND TO LAST SLIDE – Encourage everyone to attend and remind them that the Daily Pint is just a few blocks up Pico from SMC (North East)
  • THIS SHOULD BE YOUR LAST SLIDE – Please ensure to leave this on as people are walking out and you’re wrapping things up. Thanks so much!
  • Transcript of "Project Management with SharePoint 2010"

    1. 1.
    2. 2. Project Management: Leveraging SharePoint<br />Lessons Learned from Real Projects<br />
    3. 3. Who am I?<br /><ul><li>Project Management Professional
    4. 4. Published author
    5. 5. President/CEO Kiefer Consulting
    6. 6. Advisory board member – GTC, Governor’s Small Business Advocacy Group, Powerhouse Science Center steering committee, and CIO Academy advisory committee
    7. 7. Teaches Project Management Institute examination preparation courses
    8. 8. Participated in the delivery of over 700 software applications
    9. 9. International speaker – SOA, EA, PM Best Practices, Software Design Patterns…</li></ul>Greg Kiefer<br />
    10. 10. Agenda<br /><ul><li>SharePoint Project Management Best Practices
    11. 11. What is a project as it relates to SharePoint?
    12. 12. Project success factors
    13. 13. Consequences of poor project management
    14. 14. What are you trying to accomplish?
    15. 15. Why use SharePoint?
    16. 16. SharePoint Implementations
    17. 17. What happens when you finish the project?</li></ul>4<br />
    18. 18. What is a project?<br /><ul><li>“A project is a temporary endeavor, having a defined beginning and end, undertaken to meet unique goals and objectives, usually to bring about beneficial change or added value.”</li></ul> Wikipedia<br /><ul><li>Does this definition change when you leverage SharePoint?
    19. 19. What aspects of the project can be applied to SharePoint?</li></ul>5<br />
    20. 20. Project Success Factors<br /><ul><li>Senior management commitment
    21. 21. A clear understanding of the scope and key milestones
    22. 22. Clear project requirements and specifications
    23. 23. A comprehensive project plan
    24. 24. Commitments and accountability from all stakeholders
    25. 25. Accurate reporting of the project status
    26. 26. A critical assessment of the risks and issues inherent in the project
    27. 27. Clear and concise communications
    28. 28. Plans, plans, plans…</li></ul>6<br />
    29. 29. Consequences of Poor Project Planning<br />Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions <br /><ul><li>Organizational priorities are not met
    30. 30. Over budget
    31. 31. Low team morale
    32. 32. Confusion among resources
    33. 33. High resource turnover
    34. 34. Unclear communication
    35. 35. Missed dates</li></ul> Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions <br />
    36. 36. What are you trying to accomplish?<br /><ul><li>Improve
    37. 37. Communication
    38. 38. Collaboration
    39. 39. Team building
    40. 40. Status reporting
    41. 41. Security
    42. 42. Accountability
    43. 43. Management of information
    44. 44. Exposure of your project
    45. 45. Portfolio management
    46. 46. Your career…</li></ul>8<br />
    47. 47. Why use SharePoint?<br /><ul><li>SharePoint provides:
    48. 48. Document management
    49. 49. Workflows
    50. 50. Lists
    51. 51. Alerts
    52. 52. Wikis
    53. 53. Project scheduling
    54. 54. Task management
    55. 55. Dashboards
    56. 56. External data integration
    57. 57. Mysites…</li></ul>9<br />
    58. 58. Project Management and Collaboration<br />Project Samples<br />
    59. 59. Project Home Site<br />Clearly identify the project objectives.<br />Make the information easy to find.<br />Who are the key players ?<br />
    60. 60. Questions<br />What is missing from the team site?<br /><ul><li>Reference documents
    61. 61. Issues & Risk Logs
    62. 62. Key performance indicators (KPIs)</li></ul>Goals<br />Make it easy to find information.<br />Accountability, efficiency<br />
    63. 63. Project Home Site<br />Who are the key contacts for your project?<br />SharePoint 2010 allows multiple calendar views<br />Execute SP Home<br />
    64. 64. Project Home Site<br />SharePoint allows you to add all the important group information right on the home page for all members to have quick and easy access.<br />Enriching Home<br />
    65. 65. Best Practices<br />Is it better to spend time after the project is over to capture the lessons learned? Why not capture them throughout the project?<br /><ul><li>Create a content type for lessons learned categorization to be used throughout the project
    66. 66. Create workflows to categorize information
    67. 67. Create workflows to updates meta data (status, SLAs…)
    68. 68. Leverage the list rating system. One to five star
    69. 69. Leverage email (records management) integration so the project related information stored in your email repository is ported to SharePoint so it becomes an organizational asset.</li></li></ul><li>Document Management<br />It’s good to use metadata that allows you to filter your document library making things easier to find<br />Knowing and being able to filter by type will also help findability.<br />SharePoint allows you to upload one document and have multiple people working on it, and updates automatically after saving.<br />Enriching Collaborations document library<br />
    70. 70. Project Communication<br />Using specific metadata allows the Project Manager to know more about group communication.<br />Grouping communications by date allows a Project Manager to see when communication has occurred.<br />SharePoint is more effective at documenting/tracking logs than excel or word.<br />Execute SP communication log<br />
    71. 71. Project Plan<br />Use the built in Gantt chart to communicate the high-level deliverables and task assignments<br />Sleepy Snoopies SharePoint Gantt Chart<br />
    72. 72. Integration<br /><ul><li>Leverage Project professional to synchronize your project schedules with your project team site.
    73. 73. Use team foundation server (TFS) to manage team tasks, software development, testing by exposing the information in SharePoint via TFS webparts.</li></li></ul><li>Calendar<br />Your <br />All of your team members can load their calendars in the same place to ease scheduling processes.<br />PMG Schedule<br />
    74. 74. Team Profiles<br />Good to add links to all site pages for ease of use.<br />Understand your audience when applying themes to your site.<br />Execute SP Profile Page<br />
    75. 75. Wikis<br />Leverage Metadata data throughout the site.<br />Grouping terms helps usability/findability.<br />Creating links for each term helps site organization and look and feel.<br />Execute SP Project Terms<br />
    76. 76. Additional Samples<br />Project Terms<br />https://extranet.kieferconsulting.com/sites/csus/tpps/Wiki/Home.aspx<br />Lessons Learned<br />https://extranet.kieferconsulting.com/sites/csus/tpps/Lessons%20Learned/Home.aspx<br />Project Schedule<br />https://extranet.kieferconsulting.com/sites/csus/tothepoint/Lists/Project%20Plan/gantt.aspx<br />Issue Log<br />https://extranet.kieferconsulting.com/sites/csus/Team_Phoenix/Lists/Issues%20Log/AllItems.aspx<br />Risk Log<br />https://extranet.kieferconsulting.com/sites/csus/Team_Phoenix/Lists/Risk%20Log/AllItems.aspx<br />https://extranet.kieferconsulting.com/sites/csus/Sacramento6/Lists/Risk%20Log/AllItems.aspx<br />Team Member Profiles<br />https://extranet.kieferconsulting.com/sites/csus/tpps/Lessons%20Learned/Home.aspx<br />
    77. 77. Project Close-out<br /><ul><li>What do you do with the project artifacts?
    78. 78. When does a project artifact become a record?
    79. 79. How do you leverage your project site for future projects?
    80. 80. Where do you store lessons learned information?
    81. 81. What should be the overall taxonomy for the site?
    82. 82. Did you leverage workflows to ensure accountability?</li></ul>24<br />
    83. 83. Conclusion<br /><ul><li>SharePoint can be used to improve all aspects of communication for a project.
    84. 84. Remember to train your team and stakeholders on the technology.
    85. 85. Apply new features to improve communications, such as, wikis…
    86. 86. Call me anytime</li></ul>25<br />
    87. 87. Contact Us<br />http://www.facebook.com/pages/KIEFER-CONSULTING-INC<br />http://www.linkedin.com/company/kiefer-consulting<br />www.kieferconsulting.com<br />www.sharepointdesigncenter.com<br />http://twitter.com/kieferweb<br />
    88. 88.
    89. 89. Don’t Forget<br />SharePint!!<br />Join us at 6:30 pm at TheDaily Pint for a free drink, kindly provided by Rackspace! A great opportunity to network with other SharePoint Professionals!<br />Please complete your Speaker Evaluation and turn it in before you leave. Drop off at the Community table or at the Cafeteria before closing.<br />
    90. 90. Thanks to <br />Our Sponsors<br />
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