Managing Projects on SharePoint - Rich Blank - July 2010
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Managing Projects on SharePoint - Rich Blank - July 2010

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PM 101

PM 101
How Project Managers can optimize SharePoint
Dashboards for Project Teams
Portfolio & Project Management with SharePoint 2010

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  • The agenda focuses first on some PM 101 to baseline our discussion today. Then the focus is on identifying the scope of project management for the individual to the enterprise at 3 levels: 1) Project Manager 2) Project Teams 3) PortfolioThe objective of this presentation is to help you understand how SharePoint can be leveraged as a platform to facilitate,enable, and support project management…
  • PM 101 – given the complexity and scope of the effort, more structure is typically required. However, even though organizations have a PMO or formal methodology, it doesn’t mean PMs follow the process or adhere to the standards, rules, and checklists. And in a lot of cases, it’s project management by exception and somewhat reactive --- in the case of PM Lights or PM by Accident.
  • No matter what tools you use;no matter what type of project you’re managing; no matter what the complexity or size or scope of the effort is --- there are generally some key activities ALL PMs seem to focus on. Not an exhaustive list…
  • PM 101 – given the complexity and scope of the effort, more structure is typically required. However, even though organizations have a PMO or formal methodology, it doesn’t mean PMs follow the process or adhere to the standards, rules, and checklists. And in a lot of cases, it’s project management by exception and somewhat reactive --- in the case of PM Lights or PM by Accident.
  • So how does a PM leverage SharePoint to manage projects?
  • Otherwise the context of the discussion gets lost in email. Resolutions and traceability is lost and not shared and not visible.
  • Each organization has its own unique methodology and process for managing projects. Some PMOs and processes/methodologies are more structured and mature than others. Maybe your organization manages by chaos, or by exception, or hopefully you have a more structured “enterprise” approach to portfolio & project management. While the “process” is generally well documented in most cases, the execution is often difficult to enforce as the systems don’t adequately enable/support the process to make workers more productive and efficient.
  • With SharePoint 2010 as the enabling platform, you’ll want to create a holistic vision of PPM for your organization. Combining project artifacts & content with data about resources, budgets, schedules, risks, issues, demand, etc… provides significant value to organizations at all levels. The underlying foundation is an information architecture that allows an organization to aggregate data and provide analytics & visibility of information at a project, program, or executive level view.

Managing Projects on SharePoint - Rich Blank - July 2010 Presentation Transcript

  • 1. “Managing Projects on SharePoint”Charlotte Area SharePoint User GroupJuly 21, 2010Rich Blankrblank@nouveon.com
  • 2. About the Speaker
    Rich Blank, MBA, PMP
    Managing Consultant, NouvEON, Charlotte, NC
    • eMail: rblank@nouveon.com
    • 3. LinkedIn:http://www.richblank.com
    • 4. Blog: www.sharepointpmp.com
    • 5. Twitter: www.twitter.com/sharepointpmp
    • 6. Facebook: www.facebook.com/sharepointpmp
    Experience
    • Strategy & Deployment: Over 15 years consulting, managing projects, & evangelizing collaboration, knowledge management, ECM, and solutions/information architecture.
    • 7. Prior Speaking Engagements: most recently 2010 SharePoint Summit and previously related IT/Business Alignment Conferences
    • 8. Technology: Microsoft SharePoint, eRoom, Documentum, Lotus Quickr, Connections, Notes among the many competing portal, collaboration and ECM platforms.
    • 9. Certifications: MBA, Project Management Professional (PMP), Six Sigma Green Belt.
    • 10. Past Positions: Previous Sr. Consulting roles at IBM, EMC, KPMG, HP.
    A "New Era" in Consulting Services
    2
  • 11. NouvEON.A “New Era” in Consulting Services
    Serving Fortune 1000 & Mid-market companies,NouvEONis an employee-owned management consulting firm that delivers high-value solutions with 100% Referenceability. We are differentiated by our Employee Owned Network (EON), quality to cost value, referenceability, and experience. NouvEONpassionately delivers value to our clients, employee owners and partners through our Practices and Knowledge Domains.
    Practices
    Financial
    Services
    Energy &
    Utilities
    Raleigh
    Charlotte
    Organizational Change
    Knowledge Domains
    Systems Integration
    Delivery Management
    NouvEON’s Value Proposition:
    Strategy
    Process Excellence
    NouvEON
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
    3
  • 12. Agenda: Managing Projects On SharePoint 1-2-3
    A "New Era" in Consulting Services
    4
    3. Portfolio (& Project)
    Management
    Enterprise
    2. Project
    Teams
    Scope of Effort
    1. Project
    Managers
    Individual
    Level of Complexity
    PM 101
    Low
    High
  • 13. PMI 101: Complexity = Need for Structure
    A "New Era" in Consulting Services
    5
    Project “Categories”
    Structured
    Unstructured
    Project Management by Accident (Not PMP certified, ad-hoc, email, XLS, Word, etc…)
    Project Management “Light”
    (issues, tasks, charter, requirements, deliverables, etc...)
    Project Management
    Formal Methodology
    (following a recognized methodology such as PMI, Six Sigma, Agile, Waterfall, etc…)
    Project Management Mature Lifecycle (PMO Project Mgt Office, Phases, Toll Gates, Optimization, Earned Value, ERP integration, etc…)
  • 14. PM 101: Project Management Key Activities
    Project Initiation
    Kickoff Meetings
    Stakeholder Management
    Status
    Communications
    Project Schedule and WBS
    Issues
    Risks
    Change Control
    Budget/Financials
    A "New Era" in Consulting Services
    6
  • 15. PM 101: Current Tools
    Email
    MS Project
    Excel
    Word
    File-shares
    Vanilla (TB)
    SharePoint Sites
    Project Svr 2007
    A "New Era" in Consulting Services
    7
    Overload
  • 16. PM 101: Current Challenges Managing Projects
    “eMail Jail”: held hostage by our inboxes
    Methodology: exists but not followed
    Communication: ineffective, missed, or lack of
    Time and Distance: across time zones and geography
    Artifacts: Poor organization of project relation information & artifacts
    Visibility: Lack of important metrics, issues, discussions, risks, etc…
    Priorities: Competing priorities (synchronous meetings)
    Multiple Systems: Duplicate entry across systems/documents, lack of a unified platform for portfolio, project, and collaborative document management
    A "New Era" in Consulting Services
    8
  • 17. PMI 101: Right Tools for the Job
    A "New Era" in Consulting Services
    9
    Structured
    Unstructured
    Project Management
    Formal Methodology
    Project Management Mature Lifecycle
    Project Management by Accident
    Project Management “Light”
    Out of the box (OOTB) “vanilla” SharePoint sites
    MS Project Professional MS SharePoint Server (site templates or customized sites)
    MS Project Server
    MS Project Professional
    MS SharePoint Server
    Microsoft Office Applications: Word, Excel, PowerPoint, Visio, Outlook
  • 18. How Project Managers can leverage SharePoint?
    A "New Era" in Consulting Services
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    3. Portfolio (& Project)
    Management
    Enterprise
    2. Project
    Teams
    Scope of Effort
    1. Project
    Managers
    Individual
    Level of Complexity
    Low
    High
  • 19. Tip #1: Manage Lists in SharePoint (not documents)
    PM Activities
    Risks
    Issues
    Requirements
    Contacts
    Communications
    Tasks
    Milestones
    Change Requests
    Checklists
    Test Cases
    A "New Era" in Consulting Services
    11
    SharePoint Site Structure
    Sites
    (intranet pages, wikis, blog, team, document, meetings)
    Lists
    Document libraries, calendars, discussions, surveys, custom…
    Items
    Folder, Files, events, contact, customer, image, custom
    Sub-Sites
    If you have a table in a Word Document, or are using Excel to manage ANYTHING, consider creating a SharePoint List. If you do use MSWord, reference the URL Link to the SharePoint list inside the Word document.
  • 20. Lists that Belong in SharePointExample: BRD Word Document
    A "New Era" in Consulting Services
    12
    Redundant tables of information filled out in multiple project artifacts.
  • 21. Lists that Belong in SharePointExample: Risk Matrix as Viewed in Excel
    A "New Era" in Consulting Services
    13
  • 22. Tip #2: Track Status in SharePoint (not Word)
    A "New Era" in Consulting Services
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    Think of Word
    and Excel as
    FORMS
    that easily
    translate into
    SharePoint Lists!
    Stop filling out
    MS Word
    Status Reports!
  • 23. Tip #3: Organize Project Artifacts (Doc Libraries)
    Documents
    Deliverables
    Budget
    Statements of Work
    A "New Era" in Consulting Services
    15
    • Use Versioning, Approval, Checkin/out.
    • 24. Understand what a content type is and create them.
    • 25. Views = Filtering
    • 26. Folders = Browsing
    • 27. Use Views vs Folders where possible (and if you do use folders, only 1-2 levels deep).
    • 28. Use METADATA! Learn how to create new columns in a SharePoint document library.
    • 29. Learn how to create views and display relevant columns like “checked out to” and version.
  • Tip #4: Direct Discussions to SP (Away from eMail)
    A "New Era" in Consulting Services
    16
    Make the Issues List a Discussion in SharePoint (vs. a custom list). Threaded discussions in SharePoint provide context around issues and save time digging through your email inbox.
  • 30. Tip #5: Customize the Quick Links!
    A "New Era" in Consulting Services
    17
    Make it easier for team members to find project artifacts, deliverables, issues, contacts, etc..
  • 31. Tip #6: Use Project Calendar
    Many times meeting agendas and attachments change which create multiple calendar updates via Outlook email.
    Instead: Use Outlook to send a URL to the SharePoint Team Calendar event with all the attachments and agenda.
    This will force team members to use SharePoint to access information for the meeting.
    A "New Era" in Consulting Services
    18
  • 32. Tip #7: Alert Feature & Experiment with Workflows
    Use the OOTB SharePoint Alert Feature to notify you immediately, daily, nightly of changes to lists you care about.
    Learn the 3 Step OOTB SharePoint workflow or more complex conditional logic workflows with SharePoint Designer.
    Automate recurring PM processes.
    A "New Era" in Consulting Services
    19
    Example:
    Issues List or
    Change Control List
  • 33. How do Project Teams better leverage SharePoint?
    A "New Era" in Consulting Services
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    3. Portfolio (& Project) Management
    Enterprise
    2. Project
    Teams
    Scope of Effort
    1. Project
    Managers
    Individual
    Level of Complexity
    Low
    High
  • 34. From Central Repository to Project Dashboard
    A "New Era" in Consulting Services
    21
    Share reports, status, metrics & dashboards, synchronize calendars, team events, consolidated discussions, and assign tasks
    Manage project artifacts, documents with metadata, search, check-in/ checkout, and document versioning
    Lists
    Deliverables
    Dashboard
    Store
    Share
    PMO
    Team Members
    Track
    Track project issues, risks, and project-related project artifacts
    PM
    Executives
  • 35. Project Management Dashboard for Teams
    Charts
    KPIs
    Red, Yellow, Green Status
    Milestones
    Issues & Risk Tracking
    Financials
    With Dashboards, generally less busy is better.
    Think about the ability of the team, corporate culture, and the audience.
    A "New Era" in Consulting Services
    22
  • 36. Example: Milestone Dashboard
    A "New Era" in Consulting Services
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  • 37. Example: PM Dashboard
    A "New Era" in Consulting Services
    24
  • 38. Example: Executive Dashboard
    A "New Era" in Consulting Services
    25
  • 39. Third Party Project Management Enhancements
    Some dash boarding can be done OOTB (or check codeplex for web parts)
    Several vendors offer Project Management Solutions on SharePoint (basic web parts and site templates to enterprise integration with Project Server or “cloud” hosted solutions):
    A "New Era" in Consulting Services
    26
  • 40. 3. Portfolio & Project Management
    A "New Era" in Consulting Services
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    3. Portfolio (& Project) Management
    Enterprise
    2. Project
    Teams
    Scope of Effort
    1. Project
    Managers
    Individual
    Level of Complexity
    Low
    High
  • 41. Formal or Mature Portfolio & Project Mgt (PPM)
    A "New Era" in Consulting Services
    28
    A Typical Organization: “Mature PMO Lifecycle” Illustrative Example
  • 42. SharePoint & Project Server 2010: Unified PPM
    Synch to SharePoint
    Sites
    Demand Management
    Communities
    Composites
    Portfolio Selection
    BI & Reporting
    Content
    Insights
    Resource Management
    Project Team Collaboration
    Search
    The Business Collaboration Platform for the Enterprise and the Web
    Schedule Management
    A "New Era" in Consulting Services
    29
  • 43. MS Project Server 2010 Illustrative Example of Resource Analysis
    A "New Era" in Consulting Services
    30
  • 44. MS Project Server 2010 Illustrative Example
    A "New Era" in Consulting Services
    31
  • 45. Microsoft Project Professional 2010
    A "New Era" in Consulting Services
    32
  • 46. Synch MS Project Pro 2010 to SharePoint
    A "New Era" in Consulting Services
    33
    Project Schedules on MS Project Professional Client can be synched to a SharePoint task list.
    Project Resources can enter updates in SharePoint.
    Create out of the box charts and dashboards with SP 2010 default web parts.
  • 47. Project Professional 2010 “TimeLine View”
    A "New Era" in Consulting Services
    34
  • 48. Vision for Unified PPM (Portfolio & Project Mgt.)
    A "New Era" in Consulting Services
    35
  • 49. Wrap-up: 3 Things to Remember
    Project Managers – 7 Tips for SharePoint PM
    Teams – Repository to Dashboards
    Portfolio & Project Mgt – MS SharePoint Server and MS Project Svr 2010
    A "New Era" in Consulting Services
    36
  • 50. Questions?
    NouvEON. A "New Era" in Consulting Services
    On The Road with NouvEON and InCentric Solutions!
    Join NouvEON and InCentric on the road with SharePoint 2010 August 2-6th. With Microsoft® SharePoint® 2010 as your business collaboration platform, you can empower your people to work together more effectively. Learn how SharePoint 2010 can help your business.
    • August 2, 2010: Richmond, VA
    • 51. August 3, 2010: Raleigh/Durham, NC
    • 52. August 5, 2010: Greensboro, NC
    • 53. August 6, 2010: Charlotte, NC (8055 Microsoft Way, Charlotte Campus)
    Register at: http://www.incentric.com/wps/portal/InCentric/News
    NouvEON
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
    37
  • 54. APPENDIX: ADDITIONAL REFERENCE SLIDES
  • 55. Reference Links
    MS Project Server Home:
    http://www.microsoft.com/project/en/us/project-server-2010.aspx
    MS Project 2010 Blogs:
    http://www.microsoft.com/project/en/us/2010-blogs.aspx
    http://blogs.msdn.com/b/chrisfie/
    2010 White Papers:
    Demand Mgt: http://technet.microsoft.com/en-us/library/ff686781.aspx
    Portfolio Strategy: http://technet.microsoft.com/en-us/library/ff729454.aspx
    My SharePointPMP shared bookmarks on Delicious:
    http://www.delicious.com/sharepointpmp
    A "New Era" in Consulting Services
    39
  • 56. Portfolio & Project Mgt System
    A "New Era" in Consulting Services
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    Key Characteristics of a PPM System:
    • Integrated planning and scheduling
    • 57. Baseline budget & schedule, and change control
    • 58. Provides some capability for costing or Earned Value
    • 59. Frequent communication with the business/customer
    • 60. Promotes a culture of transparency
    • 61. Management of resources, control of action items and tasks
    • 62. Manages project artifacts/documents
    • 63. Ability to track issues, identify risks early and develop plans to mitigate
    • 64. Provides analytics & metrics for aggregated reporting and BI
    • 65. Maintainone computer systemfor teams to find all information
  • Benefits of a Unified System that Enables PPM
    A "New Era" in Consulting Services
    41
  • 66. 64-bit
    Project Server 2010 Requirements
    A "New Era" in Consulting Services
    42
  • 67. MS Project 2010 Comparison
    A "New Era" in Consulting Services
    43
  • 68. Comparison of 2010 MS Project Task Synch
    A "New Era" in Consulting Services
    44