How to effectively utilize project 2010 with share point 2010 mpugsemi_feb2012

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  • ObjectivesIntroPassion around technology, but more importantly good use of technologyTechnology is useless put into good useI’ve been iin this space a number of years (PPM, SP, getting into O365), and worked with clients (large and small scale). Many are or are trying to use and grow their PM practices, and using technology.One thing that is apparent is that most are using a lot of MSFT technologies, but not always using them wellExample: you have MS Project on desktopUse Gantt chartList tasks, link, etc.Or, your going to do PM, here’s your toolYou try to use it, and it doesn’t work like you ant it to, or it’s too ridged, blah blahThis tool sucksSo then they want project server; we need project serverSo I ask why (and ask in different language as they are quiet like you), and they laugh, blah blahDo you have a way to capture and manage the tasks that need to be done, in a priority? Across programs?Do you have a way to manage resources effectively? Do you have a process? Skill sets, etc.Do you have people that that’s all they do, is manage these process and the work? No, that’s why we need a toolThe tools is just a tool! So the next time someone says that Project/Project Server sucks, you look the, straight in the eye and say ‘You Suck’ --- it’s a toolAgendaBefore I start showing you, set the stageTalk about picture. Have people guess in PM environmentTake 3-4 answersInteresting is that no one mentioned having bad PM tools
  • Fundamental things that we need to doWe will look at things like tools, and there are a number of tools out there, sitting on your desktop, and your still relying on email. BTW, email is the number 1 PM tool. Think about it, where’s that status reports, when is that meeting, where’s that updateWhat’s wrong with that? Nothing, it’s a 1973 technologyWe’re going to look at project 2010 with O365We’re going to go beyond PMWhen you think of PM, you think of MSFT project There’s collaborationSharing of informationReportingCommunicationGet promoted? Dashboards
  • Pride ourselves around Project and SharePointKeep it brief and positive/relevant
  • Before I begin, I want to put ourselves in the right mindset/frameworkDoes this picture look familiar, and this is a representation of a project environmentThen walk through each windowTo the crowd: guys, why does this happen. Even today, what is happening to lead to these disparate perspectives?Address the audience: add something about how relative to communication, aren’t you happy that you are on every single email, whether it’s relevant or not, almost to a spam degree?None of you said because they have bad project management tools; it’s all about the people and process
  • Most in people no pm backgroundEasiest actions, throw a tool at itNeed basic template and tool standards
  • PM is made up of three things --- and it’s not ‘or’ it’s ‘and’.How many of you have project server? How many of you have project server and people don’t like it?What may be happening is the tools jump from left to the right box, but each segment has to move in lock stepThe people need not just education, but change management (if it ain’t broken don’t fix it) --- I love my paper and pensSo what I am advocating, let’s take baby steps, move from level 1 to 2.
  • Let’s talk about PMIS; any PMP’s remember this from the exam (tools column); the idea of a PMIS is automated project management tool within an organization, integrated as a single system; and the PMIS most often used today is email. PMIS is designed to manage communicationShare documentsTrack key milestones such as meetings, events, etc.
  • We’re going to review tonight using SharePoint instead of the email system for the PMIS
  • The tools set tonight is:Project 2010: Project does three things really well:Schedule (development/management)ResourcingReportingThe second main bullet is the Million dollar shot: it assumes that you are familiar with a project management processHow many times have we heard “why does it do this, what’s going on with this thing?Because it assumes you know what you are doing with itIt’s like giving a kids a box of tolls and telling him to go have fun
  • O365 is a MSFT offering in the cloudSharePoint ExchangeLync: IM toolInstead of installing everything and taking care of everything, MSFT takes care of it – literally. We times it, it takes 5 minutes to get an account. You can try it out for free for 30 days. Charges per seat/per user
  • Part of a component of O365 is SharePoint onlineSP is MSFT’s collaboration platform --- it’s a platform. That’s why when you ask someone what is SP, you get 10K answers (it’s content management, it’s document management, it’s like reporting)
  • Tonight we’re going to approach using these tools and platforms from a typical project lifecycleWhich tools come into play at the stge of the project lifecycle that you are
  • There needs to be a charter, need to pick a PM, Ideally, with your project definition, you create your PMIS, and we’re going to use SharePoint for thisSo, we’re going to pretend. We’re going to open a coffee shop/café. Our assignment is open one in Detroit-----Go To Demo-----
  • Sound PM, planning processes, etc.Develop your WBSOpening a coffee shop, I have to have a scheduleWe already have a project template
  • ----go to demo----Project is a scheduling toolProject is a resource toolProject is a reporting tool

Transcript

  • 1. Leverage Project 2010 with SharePoint 2010 forProject Management Success Tim Cermak, PMP
  • 2. Presentation Objectives In this presentation, you will learn how to  Assess your project management maturity  Create a SharePoint-based Project Management Information System (PMIS)  Integrate Microsoft Project information with SharePoint  Empower a project team to collaboratively share relevant information  Build a project management dashboard in SharePointTwitter: @timcermak #project2010
  • 3. Tim Cermak, PMP  Managing Partner, Innovative-e, Inc.  For more information, connect with Tim:  E-Mail: tim.cermak@innovative-e.com  MSFT V-TSP: b-timc@microsoft.com  Twitter: twitter.com/timcermak  LinkedIn: timcermak  Blog: timcermak.wordpress.comTwitter: @timcermak #project2010
  • 4. Twitter: @timcermak #project2010
  • 5. Agenda Is Microsoft Project with SharePoint the Silver Bullet? Effectively Initiating and Planning Projects Facilitating Efficient Team Collaboration Tracking and Reporting Relevant Project Status Questions and AnswersTwitter: @timcermak #project2010
  • 6. Look Familiar? Courtesy of NicksTrafficTricks.com Twitter: @timcermak #project2010
  • 7. Let’s Get Priorities in Order Tools don’t run projects  Relevant project management process  Responsible and accountable people Realize that Microsoft Project and SharePoint are tools  Relevant project management process is necessary  Project definition and initial planning is needed prior to using these tools  Project Charter  High-level Scope  Work Breakdown Structure (WBS)Twitter: @timcermak #project2010
  • 8. Project Management Maturity Level 1: Initial Level 2: Repeatable Level 3: Defined No PM Basic PMPEOPLE PM Certification background training Automated PM Process workflows ,PROCESS Ad-hoc Standardized portfolio reporting Templates, Scheduling and Paper, Word,TOOLS Collaboration EPM Tool Excel, Email Tool Twitter: @timcermak #project2010
  • 9. What’s a PMIS? A Project Management Information System (PMIS) is a standardized set of automated project management tools available within the organization and integrated into a system Used by the project management team to  Support the generation and maintenance of project artifacts  Facilitate communication and feedback  Monitor project activities  Control project changes  Analyze and forecast project performance Contains real-time information essential for initiating, planning, executing, controlling, and closing a projectTwitter: @timcermak #project2010
  • 10. What is Microsoft SharePoint 2010? The business collaboration platform for the enterprise and the web Provides collaborative project management tools to  Centralize project artifacts  Streamline communication  Generate relevant reports  Interact with other Microsoft toolsTwitter: @timcermak #project2010
  • 11. What is Microsoft Project 2010? A project management tool that supports  Project Schedule development and management  Planning  Tracking  Resource Management  Project Reporting It assumes that you are familiar with a project management processTwitter: @timcermak #project2010
  • 12. Twitter: @timcermak #project2010
  • 13. Twitter: @timcermak #project2010
  • 14. Agenda Is Microsoft Project with SharePoint the Silver Bullet? Effectively Initiating and Planning Projects Facilitating Efficient Team Collaboration Tracking and Reporting Relevant Project Status Questions and AnswersTwitter: @timcermak #project2010
  • 15. Create PMIS Upon Project Definition Project definition specifies the five w’s of the project and success criteria As soon as a project is defined, create a SharePoint site to serve as the PMIS  Central repository for relevant project artifacts  Controlled access to stakeholders Ideally, a SharePoint PMIS site template is utilizedTwitter: @timcermak #project2010
  • 16. How to Get Started with Project Planning The initial Work Breakdown Structure (WBS) has to be developed prior to utilizing Microsoft Project A WBS is a deliverable based grouping of project tasks  An effective way to define and organize all of the work required to complete a project Project Planning 101: http://go.meetdux.com/v3qxTwitter: @timcermak #project2010
  • 17. Create Microsoft Project Plan Once the WBS is created, create Microsoft Project Plan Watch: Effectively Planning, Tracking & Controlling Projects with Microsoft Project 2010 http://bit.ly/aB9vEiTwitter: @timcermak #project2010
  • 18. Agenda Is Microsoft Project with SharePoint the Silver Bullet? Effectively Initiating and Planning Projects Facilitating Efficient Team Collaboration Tracking and Reporting Relevant Project Status Questions and AnswersTwitter: @timcermak #project2010
  • 19. Twitter: @timcermak #project2010
  • 20. Project Collaboration What are typical collaborative activities project team members engage in?Twitter: @timcermak #project2010
  • 21. SharePoint Provides Collaboration Tools Information Management  Centralized Storage  Version Control  Check-in / Check-out Project Activities  Requirements Gathering  Meetings  Documenting Lessons Learned Microsoft Office IntegrationTwitter: @timcermak #project2010
  • 22. Example: SharePoint Calendar in OutlookTwitter: @timcermak #project2010
  • 23. Twitter: @timcermak #project2010
  • 24. Agenda Is Microsoft Project with SharePoint the Silver Bullet? Effectively Initiating and Planning Projects Facilitating Efficient Team Collaboration Tracking and Reporting Relevant Project Status Questions and AnswersTwitter: @timcermak #project2010
  • 25. What are you tracking? Typical areas that are tracked  Schedule  Budget  Change Project tracking entails  Monitoring  Analyzing  CorrectingTwitter: @timcermak #project2010
  • 26. Leveraging Microsoft Project with SharePoint? With Microsoft Project 2010  Schedule can be synched with a SharePoint project task list  Custom fields can be synchronized as well This means that  Project resources can enter updates in SharePoint  Project managers can synchronize updates with Project  Custom field information can be used to generate reports Project 2010 Sync with SharePoint: http://bit.ly/YJthKTwitter: @timcermak #project2010
  • 27. Creating Reports or Dashboards Information from the project task list can be displayed in a dashboard through web parts  SharePoint 2010 comes with out of the box charting web partsTwitter: @timcermak #project2010
  • 28. Controlling Changes with Workflow Change request forms can be created with custom lists Workflows can be leveraged to facilitate the change control processTwitter: @timcermak #project2010
  • 29. Agenda Is Microsoft Project with SharePoint the Silver Bullet? Effectively Initiating and Planning Projects Facilitating Efficient Team Collaboration Tracking and Reporting Relevant Project Status Questions and AnswersTwitter: @timcermak #project2010
  • 30. Microsoft Project for the Masses Guidance for mid-size orgs with resource and schedule management challenges without standardized PM processes, training and tools Shows how an organization can get up and running to solve a particular set of problems in the quickest manner possible A practical approach to get quick wins for both management and all stakeholders For more info http://spgur.us/MSPFMTwitter: @timcermak #project2010
  • 31. Questions? E-Mail: tim.cermak@innovative-e.com MSFT V-TSP: b-timc@microsoft.com Twitter: twitter.com/timcermak LinkedIn: timcermak Blog: timcermak.wordpress.comTwitter: @timcermak #project2010
  • 32. Thank You!