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Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
Managing Projects on SharePoint - Rich Blank - July 2010
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.
  • 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
      10
      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
      14
      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
      20
      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
      23
    • 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
      27
      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
      40
      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

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