Tutorial: How to Effectively Plan, Manage and Control SharePoint Projects by Dux Ray…

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  • 1. 2/22/13  How to Effectively Plan, Manage and Control SharePoint ProjectsDux Raymond Sy, PMP 
Managing Partner
Innovative-e, Inc. Activity: SharePoint Project Pictionary •  Individual Activity –  Get 3 sticky notes –  List a SharePoint project issue that you have encountered in the past in a sticky note –  You will have a total of three issues •  Group Activity –  You will be grouped into project teams –  Come up with a team name –  Consolidate your list of issues and as a group, discuss and identify the top 3 issues –  Draw these three issues in a single easel pad #sptechcon @meetdux 1  
  • 2. 2/22/13  Objectives •  Initiate executive excitement, promote organizational buy-in and foster user adoption for SharePoint •  Develop an effective and practical project management process in deploying SharePoint •  Apply relevant strategies in mapping business processes to identify SharePoint-based solutions •  Identify necessary resources to plan, deploy, maintain and support your SharePoint implementation •  Minimize uncertainty and risk by applying practical scope management techniques when managing SharePoint projects #sptechcon @meetduxWorkshop Content Chapter 1 SharePoint PM Fundamentals Chapter 2 Eduneering SharePoint Solutions Chapter 3 Establish Project Success Criteria Chapter 4 Develop Project Plan Chapter 5 Finalize Project Plan Chapter 6 Executing the SharePoint Project Chapter 7 Project Closing #sptechcon @meetdux 2  
  • 3. 2/22/13  I’m Dux •  Managing Partner, Innovative-e, Inc. •  SharePoint Server MVP •  Author, “SharePoint for Project Management” by O’Reilly Media •  For more information, connect with Dux –  E-Mail: dux.sy@innovative-e.com –  Twitter: twitter.com/meetdux –  LinkedIn: meetdux.com/li –  Blog: meetdux.com #sptechcon @meetduxChapter 1: SharePoint PM Fundamentals How to Effectively Plan, Manage and Control SharePoint Projects 3  
  • 4. 2/22/13  Do You Know This Crybaby? Why won’t 
 this one fit? #sptechcon @meetduxFactors of Failed Deployments •  Poor SharePoint technology understanding •  Lack of executive sponsorship •  Lack of proper planning •  Lack of user engagement •  Traditional top-down approach to enterprise software deployment •  Incomplete support and maintenance strategy •  Lack of SharePoint road map definition #sptechcon @meetdux 4  
  • 5. 2/22/13  Key Steps to Delivering SharePoint Success 1.  Eduneering SharePoint Solutions 2.  Establish Project Success Criteria 3.  Develop Project Plan 4.  Finalize Project Plan 5.  Executing the SharePoint Project 6.  Project Closing #sptechcon @meetduxChapter 2: Eduneering SharePoint SolutionsHow to Effectively Plan, Manage and Control SharePoint Projects 5  
  • 6. 2/22/13  Eduneering SharePoint Solutions •  What the Heck is Eduneering? •  Educate Stakeholders About SharePoint •  Collaboratively Engineer a Solution •  Assess Organizational Readiness #sptechcon @meetdux Eduneering = Education + Engineering #sptechcon @meetdux 6  
  • 7. 2/22/13  Remember, SharePoint is Not a Silver Bullet •  Educating the business about its’ value prior to deploying it is paramount –  Executives –  IT –  Business •  Engineer SharePoint solutions based on –  Business needs –  Organizational readiness –  Resource availability #sptechcon @meetduxEduneering SharePoint Solutions •  What the Heck is Eduneering? •  Educate Stakeholders About SharePoint •  Collaboratively Engineer a Solution •  Assess Organizational Readiness #sptechcon @meetdux 7  
  • 8. 2/22/13  Executive SharePoint Ignorance is Not Bliss •  Isn’t SharePoint about empowering End Users? –  Who’s paying the bills? –  Execs ordered SharePoint to be deployed –  Do they REALLY understand the value of SharePoint to the organization? –  Is the budget realistic? •  As the enlightened ones, it’s our responsibility to raise executive awareness about SharePoint •  Read “5 Reasons Why Executive SharePoint Ignorance is Not Bliss” http://go.meetdux.com/393b #sptechcon @meetduxIt’s All About Business Value •  Executives are primarily interested on how SharePoint can affect an organization’s bottom line •  Tip: Look for existing inefficiencies, measure it and prove how SharePoint can be a lifesaver –  Inefficiencies of meeting collaboration –  Business process automation –  Single platform vs multiple tools •  How much is the investment? #sptechcon @meetdux 8  
  • 9. 2/22/13  Eduneering SharePoint Solutions •  What the Heck is Eduneering? •  Educate Stakeholders About SharePoint •  Collaboratively Engineer a Solution •  Assess Organizational Readiness #sptechcon @meetduxBuild Solutions, Don’t Showcase Features •  How would you like to drive a Lamborghini Diablo? –  BTW, you just learned how to ride a bike yesterday #sptechcon @meetdux 9  
  • 10. 2/22/13  Educate and Engage the Business •  SharePoint is more than just a glorified network share –  Stress that SharePoint is a platform •  Tip: Address their pain points –  Discuss business challenges –  Map it to a SharePoint Solution #sptechcon @meetduxDon’t Call It SharePoint •  Platform •  Point Solutions –  Employee Onboarding System for Human Resources –  Conference Room Scheduling System for Facilities –  Project Management Information System for PMs •  System Integration •  Custom Application Development #sptechcon @meetdux 10  
  • 11. 2/22/13  Eduneering SharePoint Solutions •  What the Heck is Eduneering? •  Educate Stakeholders About SharePoint •  Collaboratively Engineer a Solution •  Assess Organizational Readiness #sptechcon @meetduxKeep Priorities in Order •  You can’t do it all! –  What business need should you solve first? –  What are common features that can be deployed? •  Project scope must be limited and specific –  What’s important? Time? Budget? Functionality? •  Tip: Involve decision makers in planning and prioritization •  Read “How to Prioritize Business Needs Before Implementing SharePoint” http://bit.ly/8sCiVR #sptechcon @meetdux 11  
  • 12. 2/22/13  IT, Can You Handle This? •  Implementation –  Do you have the relevant skillsets to plan, engage with the business, deploy SharePoint? –  Are key processes for release management, disaster recovery, auditing in place? •  Support and Maintenance –  What does the support structure look like? –  Resources available for maintaining related technologies? •  Future Releases #sptechcon @meetduxChange Management Strategy •  Collaboration culture •  Governance plan –  Business –  Technology •  Adoption plan –  Training –  Self-help –  Feedback #sptechcon @meetdux 12  
  • 13. 2/22/13  Develop a Roadmap •  A SharePoint roadmap can help organizations –  Quantify the budget, resources and effectiveness of SharePoint –  Allows priorities to be set –  Specifies what solutions are going to be deployed •  Iterative releases can provide immediate visibility –  Lower risk compared to big bang approach •  Tip: Successful delivery of high profile solution gets you brownie points –  Quick wins are essential for better buy-in and adoption #sptechcon @meetduxRoadmap Example •  Phase 1: Proof of concept or Pilot •  Phase 2: Replace intranet and file shares to improve collaboration •  Phase 3: Deploy value point solutions for HR, Operations and Finance •  Phase 4: Train users to build their own SharePoint solutions •  Phase 5: Integrate CRM and third party reporting platform •  See how EasyJet did it: http://bit.ly/74XwKH #sptechcon @meetdux 13  
  • 14. 2/22/13  Chapter 3: Establish Project Success CriteriaHow to Effectively Plan, Manage and Control SharePoint ProjectsEstablish Project Success Criteria •  Why is SharePoint Being Implemented? •  Identify Key Stakeholders •  Establish Rules of Engagement •  Define Project Objectives #sptechcon @meetdux 14  
  • 15. 2/22/13   Why is SharePoint being implemented in your organization? #sptechcon @meetduxPlatform vs Point Solution •  SharePoint as a Platform –  Utilized for core collaboration needs of the organization •  SharePoint as a Point Solution –  Utilized for a specific application like events management system, ticketing system, etc. #sptechcon @meetdux 15  
  • 16. 2/22/13  What’s Important? •  Project constraints are limits that must be met regarding –  Time –  Cost –  Functionality or scope •  We must identify the relative priority of all of the constraints Time   –  To enable planning decisions to be made when we run the project   Quality   Cost   Scope   #sptechcon @meetduxWorkshop 3.1: Identify Your Project •  As a group, decide on what SharePoint project that you would like to use as a case study for your team •  Identify the priority of the project (T/C/S), why? •  Record the project and priority on an easel pad #sptechcon @meetdux 16  
  • 17. 2/22/13  Establish Project Success Criteria •  Why is SharePoint Being Implemented? •  Identify Key Stakeholders •  Establish Rules of Engagement •  Define Project Objectives #sptechcon @meetduxWho Are The Key Players? •  Customer –  Management –  Business Departments –  End Users –  IT •  Project Team •  It is critical to find out who has –  Influence –  Interest •  What are their needs? #sptechcon @meetdux 17  
  • 18. 2/22/13  Executive Sponsorship •  It is essential to the project have a committed sponsor •  Educating the sponsor –  Explain why the project is important –  Provide a comprehensive list of the resources it will take to do the project –  Don’t just list features—really show how your company will benefit –  Ensure that there is a clear understanding of what they are getting into #sptechcon @meetduxEstablish Project Success Criteria •  Why is SharePoint Being Implemented? •  Identify Key Stakeholders •  Establish Rules of Engagement •  Define Project Objectives #sptechcon @meetdux 18  
  • 19. 2/22/13  Set the Project Culture •  Defining ground rules for the project early on can set the expectations accordingly •  Communications –  Roles and Responsibilities –  Task Delegation –  Status Meetings –  Reports •  Project Metrics •  Change Management #sptechcon @meetduxEat The SharePoint Dog Food #sptechcon @meetdux 19  
  • 20. 2/22/13  Establish Project Success Criteria •  Why is SharePoint Being Implemented? •  Identify Key Stakeholders •  Establish Rules of Engagement •  Define Project Objectives #sptechcon @meetduxDefine Project Goal •  A clear, quantifiable statement of project intent –  Why is the project being undertaken? –  What will the project achieve? –  Who is the customer? –  When is the deadline? –  Where will the project be implemented? –  Any constraints? #sptechcon @meetdux 20  
  • 21. 2/22/13  Example: Project Goal The current SharePoint 2007 intranet will be upgraded to SharePoint 2010 throughout the university in order to increase adoption and reduce IT support requirements. The upgrade should be completed a month before Fall semester begins. #sptechcon @meetduxIdentify Relevant Deliverables •  Apart from the end product, what are the essential project artifacts and or milestones that needs to be completed? •  For example: –  Governance Plan –  Training –  Content Migration –  SharePoint 2010 Installation and Configuration #sptechcon @meetdux 21  
  • 22. 2/22/13  Workshop 3.2: Define Project Objectives •  Based on the project you’ve selected, formulate your project goal statement by identifying the 5 W’s and if applicable, constraints •  Identify 5 project deliverables •  Record project goal statement and deliverables in an easel pad #sptechcon @meetduxChapter 4: Develop Project PlanHow to Effectively Plan, Manage and Control SharePoint Projects 22  
  • 23. 2/22/13  Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetduxWhat is a Requirement? •  A requirement is something wanted or needed –  Formally documented and written statements –  Capabilities needed to solve a problem –  Conditions of a delivered system, services, product, or process –  Constraints on the system, service, product, or process •  Requirements are not –  Verbal, informal statements or conversations in the hallways –  Solutions that state how to solve the problem or meet the objectives –  Characteristics of other systems, services, products or processes #sptechcon @meetdux 23  
  • 24. 2/22/13  Requirements Focus #sptechcon @meetduxExample: Defining Business Needs •  In a recent study, information workers today spend 45 mins/ day searching for information –  In a team of 20 people, that’s 900 mins/day –  In 3 months, that’s 54000 mins or about 37 person days •  How much does this cost in time & money? •  What if search productivity can be increased by 15%? –  That’s gaining 7 mins back from the 45 mins lost #sptechcon @meetdux 24  
  • 25. 2/22/13  Example: Defining SharePoint Requirements •  Business requirements –  SharePoint shall increase user productivity by 15 percent •  User requirements –  The user shall be able to retrieve search results within five seconds of submitting a search request that can support a maximum of 10,000 simultaneous search requests •  System requirements –  SharePoint server shall have two web front ends and a dedicated SQL Server which has at least dual processors #sptechcon @meetduxHow Do You Develop Requirements? •  Requirements development is iterative –  Business –  User –  System •  Key Steps –  Requirements Elicitation –  Analyzing Requirements –  Validating Requirements –  Documenting Requirements #sptechcon @meetdux 25  
  • 26. 2/22/13  Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetduxInformation Architecture #sptechcon @meetdux 26  
  • 27. 2/22/13  Usability •  Navigation –  Quick Launch –  Top Link –  Bread Crumb –  Link List –  Custom ASP.NET Navigation •  Search –  Content Sources –  Indexing –  IFilters –  Additional metadata with custom columns –  FAST #sptechcon @meetduxCustom Branding •  Apples are not the same as oranges –  Branding SharePoint sites IS NOT the same as traditional web development –  Specialized skillsets are necessary •  Is it truly a priority? #sptechcon @meetdux 27  
  • 28. 2/22/13  Technology Considerations •  Identify technology needs based on SharePoint solutions –  Hardware –  Software –  Infrastructure •  On-Premise •  Cloud •  In addition, formulate strategy for –  Upgrades –  Maintenance and Support –  Disaster Recovery –  Release Management #sptechcon @meetduxDevelop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux 28  
  • 29. 2/22/13  Define the Work Needed SharePoint  2010  Upgrade   Content   Install  &   Governance   Training   MigraAon   Configure   #sptechcon @meetduxDevelop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux 29  
  • 30. 2/22/13  What Are You Estimating For? Dura4on   Work   Resource   AIend  SPTECHCON   Paint  This  Room   Install  SharePoint  2010   on  Single  Server   #sptechcon @meetduxRelevant Estimates are Vital •  Duration: how long the task will take in hours/days/weeks –  Elapsed time to complete the task –  Calendar time defined as working days •  Work: how much the task will take to complete in work hours/days –  Cost of doing the work –  Labor content of the task •  Resource units: how resources are to be used to complete the task –  The number of people or units assigned to the task –  Proportions of each resource used on a task •  Work = Duration × Resource Units #sptechcon @meetdux 30  
  • 31. 2/22/13  Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetduxSequencing Tasks •  Tasks are sequenced to determine the project schedule •  Determine all of the predecessors and successors to each task •  Define task dependency and sequence –  Which tasks must be done in sequence and do any require delays? –  Which tasks can be done in parallel? –  Which tasks enable others and which are dependent on others? •  Once sequencing is completed, a network diagram is created #sptechcon @meetdux 31  
  • 32. 2/22/13  Create Network Diagram #sptechcon @meetduxDefine Schedule #sptechcon @meetdux 32  
  • 33. 2/22/13  Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux What are the resources necessary to successfully deliver SharePoint? #sptechcon @meetdux 33  
  • 34. 2/22/13  Staff Your Project Realistically Committed Sponsor + Project Manager IT  group   •  SharePoint  developer   •  SharePoint  infrastructure  specialist   Business  group   •  SharePoint  architect   •  SharePoint  business  analyst   •  SharePoint  trainer   •  SharePoint  designer   #sptechcon @meetduxChapter 5: Finalize Project PlanHow to Effectively Plan, Manage and Control SharePoint Projects 34  
  • 35. 2/22/13  Finalize Project Plan •  Define Governance Strategy •  Create Adoption Plan •  Setting the Baseline #sptechcon @meetduxWhat is SharePoint Governance •  Set of policies, roles, responsibilities, and processes to guide, direct, and control how SharePoint is used to accomplish business goals –  Effective governance anticipates the needs and goals of both your organization’s IT teams and its’ business divisions •  What are the benefits of having SharePoint governance? #sptechcon @meetdux 35  
  • 36. 2/22/13  Implementation Continuum Draconian IT Governed Wild Wild Control Empowerment West Chaos #sptechcon @meetduxFinalize Project Plan •  Define Governance Strategy •  Create Adoption Plan •  Setting the Baseline #sptechcon @meetdux 36  
  • 37. 2/22/13  Really? “ It must be considered that there is nothing more difficult to carry out nor more doubtful of success nor more dangerous to handle than to initiate a new order of things. ” —Niccolò Machiavelli, Italian statesman and philosopher #sptechcon @meetduxEstablish Sustainable Adoption Program #sptechcon @meetdux SHARE  2012  |  74   37  
  • 38. 2/22/13  How Can We Get Buy-In? •  If you’ve identified the pain points –  That means you would have engaged the users from the get-go –  Having them involved from the start will likely contribute to a successful adoption •  Proper requirements gathering is key •  Remember, people can change if –  The change is worthwhile –  It would bring great benefits, primarily at a personal level and then at the organizational level #sptechcon @meetduxEngage Evangelists •  It’s critical to have decision makers committed –  Top-down support –  High visibility •  Run a SharePoint pilot deployment for an influential business group –  IT –  PMO –  HR #sptechcon @meetdux 38  
  • 39. 2/22/13  Relevant Training •  Showcase SharePoint solutions, not features –  Share case studies –  Even better, success of pilot program •  Group users based on training needs –  IT •  Administrators •  Developers •  Analysts –  Super users –  End users –  Executives –  Vendors/customers #sptechcon @meetduxProvide Support •  Self-service support –  Create a SharePoint FAQ site for basic how-tos –  Include external references for advanced topics –  Make sure it’s accessible to the entire user community –  Removes most of the support bottleneck •  IT help-desk support –  Create a SharePoint help-desk site –  Intended for higher-level support #sptechcon @meetdux 39  
  • 40. 2/22/13  Gather Feedback •  To be successful, continuous improvement is necessary –  Provide a way to allow the user community to post feedback •  What should the feedback mechanism have? –  Feedback on features that users like in the SharePoint implementation –  Improvement suggestions –  Feedback on irrelevant content –  Requests for future features –  Acknowledgment of and response to feedback #sptechcon @meetduxFinalize Project Plan •  Define Governance Strategy •  Create Adoption Plan •  Setting the Baseline #sptechcon @meetdux 40  
  • 41. 2/22/13  Baseline Plan •  This is the contract placed on the project team –  By the customer –  By the organization management –  With all stakeholders •  Revising the baseline requires buy-in from all stakeholders –  Minor revisions may be approved by the local project manager –  Major revisions require all stakeholder approval #sptechcon @meetduxChapter 6: Executing the ProjectHow to Effectively Plan, Manage and Control SharePoint Projects 41  
  • 42. 2/22/13  How Do You Track Progress? “The only man who behaved sensibly was my tailor; he took my measurement anew every time he saw me, while all the rest went on with their old measurements and expected them to fit me. “ — George Bernard Shaw, Essayist and Nobel laureate #sptechcon @meetduxSharePoint Project Tracking •  Making time to gather intelligence about the progress of the project is a significant priority for the project manager •  What critical elements of a project do you track? –  Schedule –  Risks –  Changes –  _____________________ –  _____________________ •  Tracking with percentages doesn’t mean jack squat #sptechcon @meetdux 42  
  • 43. 2/22/13  Key Steps in Tracking •  Monitor Progress •  Analyze Status •  Correct the Schedule •  Manage Changes #sptechcon @meetduxExample: Tracking with MS Project #sptechcon @meetdux 43  
  • 44. 2/22/13  Controlling Change •  Change control is a set of procedures that defines how changes would be addressed in a project •  Tracking change involves –  The number of requests –  The person or group requesting the change –  What needs to be changed –  Impact of the changed –  Approval or rejection The  change-­‐control  procedure  must  force  management     to  assess  the  total  impact  of  a  change  and     agree  to  the  cost  before  ordering  it  to  be  implemented.   #sptechcon @meetduxExample: Change Control Process Proposed   change   Inform     Do  now   Log  details   originator   Impact   analysis   and   Schedule   priority   Yes   Management   Log   Gather  info   decision   No   Log  and     Later   schedule     review   #sptechcon @meetdux 44  
  • 45. 2/22/13  Chapter 7: Project ClosingHow to Effectively Plan, Manage and Control SharePoint ProjectsGetting Ready for the Next Release •  Most likely this is not the last SharePoint solution that you’ll deploy –  Review the business priorities defined during early planning –  Monitor user feedback •  Start planning/scheduling for the next SharePoint solution #sptechcon @meetdux 45  
  • 46. 2/22/13  Post Project Review •  Objective is to learn from experience, and not to blame •  Include key project players, stakeholders •  Identify project and organization issues separately •  This is a key part of process-improvement program •  Example—lessons learned: –  Obtain sign-off on all changes, no matter how small or trivial at first glance #sptechcon @meetduxLessons Learned •  Mandatory part of project manager duties –  Archive them for the benefit of other projects •  All project team members should set time aside to ponder lessons learned –  Should be done soon after project completion while information is still fresh •  The project manager should review his or her own lessons learned –  Process –  Techniques –  People #sptechcon @meetdux 46  
  • 47. 2/22/13  Workshop 7.1: Lessons Learned •  Review another groups’ project management issues drawing from the first day •  Based on what you have learned, identify ways to address those issues #sptechcon @meetduxQuestions #sptechcon @meetdux 47  
  • 48. 2/22/13  Dux Raymond Sy@meetduxdux.sy@innovative-e.com 48