Greg Kiefer - project management and share point 2010

Welcome to the First Annual
SharePoint Saturday
Sacramento!!

Project Management: Leveraging SharePoint
Lessons Learned from Real Projects

Who am I?
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 CIO Academy advisory committee
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…
Greg Kiefer

Who are you?
Project managers
Power users
Administrators
Designers
Educators

Agenda
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?
5

What is a project?
“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.”
Wikipedia
Does this definition change when you leverage SharePoint?
What aspects of the project can be applied to SharePoint?
6

Project Success Factors
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…
7

Consequences of Poor Project Planning
Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions
Organizational priorities are not met
Over budget
Low team morale
Confusion among resources
High resource turnover
Unclear communication
Missed dates
Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions

What are you trying to accomplish?
Improve
Communication
Collaboration
Team building
Status reporting
Security
Accountability
Management of information
Exposure of your project
Portfolio management
Your career…
9

Why use SharePoint?
SharePoint provides:
Document management
Workflows
Lists
Alerts
Wikis
Project scheduling
Task management
Dashboards
External data integration
Mysites…
10

Project Management and Collaboration
Project Samples

Project Home Site
Clearly identify the project objectives.
Make the information easy to find.
Who are the key players ?

Questions
What is missing from the team site?
Reference documents
Issues & Risk Logs
Key performance indicators (KPIs)
Goals
Make it easy to find information.
Accountability, efficiency

Project Home Site
Who are the key contacts for your project?
SharePoint 2010 allows multiple calendar views
Execute SP Home

Project Home Site
SharePoint allows you to add all the important group information right on the home page for all members to have quick and easy access.
Enriching Home

Best Practices
Is it better to spend time after the project is over to capture the lessons learned? Why not capture them throughout the project?
Create a content type for lessons learned categorization to be used throughout the project
Create workflows to categorize information
Create workflows to updates meta data (status, SLAs…)
Leverage the list rating system. One to five star
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.

Document Management
It’s good to use metadata that allows you to filter your document library making things easier to find
Knowing and being able to filter by type will also help findability.
SharePoint allows you to upload one document and have multiple people working on it, and updates automatically after saving.
Enriching Collaborations document library

Project Communication
Using specific metadata allows the Project Manager to know more about group communication.
Grouping communications by date allows a Project Manager to see when communication has occurred.
SharePoint is more effective at documenting/tracking logs than excel or word.
Execute SP communication log

Project Plan
Use the built in Gantt chart to communicate the high-level deliverables and task assignments
Sleepy Snoopies SharePoint Gantt Chart

Integration
Leverage Project professional to synchronize your project schedules with your project team site.
Use team foundation server (TFS) to manage team tasks, software development, testing by exposing the information in SharePoint via TFS web parts.

Calendar
Your
All of your team members can load their calendars in the same place to ease scheduling processes.
PMG Schedule

Team Profiles
Good to add links to all site pages for ease of use.
Understand your audience when applying themes to your site.
Execute SP Profile Page

Wikis
Leverage Metadata data throughout the site.
Grouping terms helps usability/findability.
Creating links for each term helps site organization and look and feel.
Execute SP Project Terms

Additional Samples
Project Terms
https://extranet.kieferconsulting.com/sites/csus/tpps/Wiki/Home.aspx
Lessons Learned
https://extranet.kieferconsulting.com/sites/csus/tpps/Lessons%20Learned/Home.aspx
Project Schedule
https://extranet.kieferconsulting.com/sites/csus/tothepoint/Lists/Project%20Plan/gantt.aspx
Issue Log
https://extranet.kieferconsulting.com/sites/csus/Team_Phoenix/Lists/Issues%20Log/AllItems.aspx
Risk Log
https://extranet.kieferconsulting.com/sites/csus/Team_Phoenix/Lists/Risk%20Log/AllItems.aspx
https://extranet.kieferconsulting.com/sites/csus/Sacramento6/Lists/Risk%20Log/AllItems.aspx
Team Member Profiles
https://extranet.kieferconsulting.com/sites/csus/tpps/sitepages/about.aspx
Office 365
https://kieferconsulting.sharepoint.com

Project Close-out
What do you do with the project artifacts?
When does a project artifact become a record?
How do you leverage your project site for future projects?
Where do you store lessons learned information?
What should be the overall taxonomy for the site?
Did you leverage workflows to ensure accountability?
25

Conclusion
SharePoint can be used to improve all aspects of communication for a project.
Remember to train your team and stakeholders on the technology.
Apply new features to improve communications, such as, wikis…
Call me anytime
26

Contact Us
http://www.facebook.com/pages/KIEFER-CONSULTING-INC
http://www.linkedin.com/company/kiefer-consulting
www.kieferconsulting.com
www.sharepointdesigncenter.com
http://twitter.com/kieferweb

Don’t Forget
SharePint!!
Sponsored By…..
Join us at 6:00 pm at BJs Brewhousefor a free drink, kindly provided by Rackspace! A great opportunity to network with other SharePoint Professionals!
Don’t forget to fill out your bingo cards and surveys to be eligible for GREAT end of day raffles!

Thanks to Our Sponsors

Greg Kiefer - project management and share point 2010

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