Managing Projects on SharePoint - Rich Blank - July 2010

“Managing Projects on SharePoint”Charlotte Area SharePoint User GroupJuly 21, 2010Rich Blankrblank@nouveon.com

About the Speaker
Rich Blank, MBA, PMP
Managing Consultant, NouvEON, Charlotte, NC
eMail: rblank@nouveon.com
LinkedIn:http://www.richblank.com
Blog: www.sharepointpmp.com
Twitter: www.twitter.com/sharepointpmp
Facebook: www.facebook.com/sharepointpmp
Experience
Strategy & Deployment: Over 15 years consulting, managing projects, & evangelizing collaboration, knowledge management, ECM, and solutions/information architecture.
Prior Speaking Engagements: most recently 2010 SharePoint Summit and previously related IT/Business Alignment Conferences
Technology: Microsoft SharePoint, eRoom, Documentum, Lotus Quickr, Connections, Notes among the many competing portal, collaboration and ECM platforms.
Certifications: MBA, Project Management Professional (PMP), Six Sigma Green Belt.
Past Positions: Previous Sr. Consulting roles at IBM, EMC, KPMG, HP.
A "New Era" in Consulting Services
2

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

Agenda: Managing Projects On SharePoint 1-2-3
4
3. Portfolio (& Project)
Management
Enterprise
2. Project
Teams
Scope of Effort
1. Project
Managers
Individual
Level of Complexity
PM 101
Low
High

PMI 101: Complexity = Need for Structure
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…)

PM 101: Project Management Key Activities
Project Initiation
Kickoff Meetings
Stakeholder Management
Status
Communications
Project Schedule and WBS
Issues
Risks
Change Control
Budget/Financials
6

PM 101: Current Tools
Email
MS Project
Excel
Word
File-shares
Vanilla (TB)
SharePoint Sites
Project Svr 2007
7
Overload

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
8

PMI 101: Right Tools for the Job
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

How Project Managers can leverage SharePoint?
10
3. Portfolio (& Project)
Management
Enterprise
2. Project
Teams
Scope of Effort
1. Project
Managers
Individual
Level of Complexity
Low
High

Tip #1: Manage Lists in SharePoint (not documents)
PM Activities
Risks
Issues
Requirements
Contacts
Communications
Tasks
Milestones
Change Requests
Checklists
Test Cases
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.

Lists that Belong in SharePointExample: BRD Word Document
12
Redundant tables of information filled out in multiple project artifacts.

Lists that Belong in SharePointExample: Risk Matrix as Viewed in Excel
13

Tip #2: Track Status in SharePoint (not Word)
14
Think of Word
and Excel as
FORMS
that easily
translate into
SharePoint Lists!
Stop filling out
MS Word
Status Reports!

Tip #3: Organize Project Artifacts (Doc Libraries)
Documents
Deliverables
Budget
Statements of Work
15
Use Versioning, Approval, Checkin/out.
Understand what a content type is and create them.
Views = Filtering
Folders = Browsing
Use Views vs Folders where possible (and if you do use folders, only 1-2 levels deep).
Use METADATA! Learn how to create new columns in a SharePoint document library.
Learn how to create views and display relevant columns like “checked out to” and version.

Tip #4: Direct Discussions to SP (Away from eMail)
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.

Tip #5: Customize the Quick Links!
17
Make it easier for team members to find project artifacts, deliverables, issues, contacts, etc..

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.
18

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.
19
Example:
Issues List or
Change Control List

How do Project Teams better leverage SharePoint?
20
3. Portfolio (& Project) Management
Enterprise
2. Project
Teams
Scope of Effort
1. Project
Managers
Individual
Level of Complexity
Low
High

From Central Repository to Project Dashboard
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

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.
22

Example: Milestone Dashboard
23

Example: PM Dashboard
24

Example: Executive Dashboard
25

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):
26

3. Portfolio & Project Management
27
3. Portfolio (& Project) Management
Enterprise
2. Project
Teams
Scope of Effort
1. Project
Managers
Individual
Level of Complexity
Low
High

Formal or Mature Portfolio & Project Mgt (PPM)
28
A Typical Organization: “Mature PMO Lifecycle” Illustrative Example

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
29

MS Project Server 2010 Illustrative Example of Resource Analysis
30

MS Project Server 2010 Illustrative Example
31

Microsoft Project Professional 2010
32

Synch MS Project Pro 2010 to SharePoint
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.

Project Professional 2010 “TimeLine View”
34

Vision for Unified PPM (Portfolio & Project Mgt.)
35

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
36

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
August 3, 2010: Raleigh/Durham, NC
August 5, 2010: Greensboro, NC
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

APPENDIX: ADDITIONAL REFERENCE SLIDES

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
39

Portfolio & Project Mgt System
40
Key Characteristics of a PPM System:
Integrated planning and scheduling
Baseline budget & schedule, and change control
Provides some capability for costing or Earned Value
Frequent communication with the business/customer
Promotes a culture of transparency
Management of resources, control of action items and tasks
Manages project artifacts/documents
Ability to track issues, identify risks early and develop plans to mitigate
Provides analytics & metrics for aggregated reporting and BI
Maintainone computer systemfor teams to find all information

Benefits of a Unified System that Enables PPM
41

64-bit
Project Server 2010 Requirements
42

MS Project 2010 Comparison
43

Comparison of 2010 MS Project Task Synch
44

Managing Projects on SharePoint - Rich Blank - July 2010

by Rich Blank on Jul 21, 2010

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