Project and Portfolio Management with Project Online

sharepointmaven.com @gregoryzelfond
PROJECT AND PORTFOLIO
MANAGEMENT WITH
PROJECT ONLINE

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Before we start…
 Complementary webinar video recording is
available at https://youtu.be/9ECeNLmZN58
 You can also visit my YouTube Channel:
https://www.youtube.com/c/sharepointmaven
 Slides and Demo based off SharePoint Online,
however, similar functionality is available with
on-premises and older versions of SharePoint

About Me
 Gregory Zelfond
 10+ years of experience with SharePoint
 Huge SharePoint Advocate, blogger
 Love to solve business problems using
code-free, out of the box SharePoint
configurations
 Owner of SharePoint Maven

About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING

Available Project Management Options in SharePoint/Office 365
Office 365
Planner
Informal
Easy
$
Office 365
Groups
Informal
Easy
$
Team
Sites
Formal
Medium
$$
Project Server
Project Online
Very
formal
Hard
$$$$
NEW NEW

Good-old Team Sites

Everyone loves team sites!
(Unless you are an Executive, Portfolio or Resource Manager)

What’s important to me?
 Project Manager/Team Members
– My Project, My Resources, My Schedule
 Portfolio Manager
– Overview of my Portfolio of projects
 Resource Manager
– Resource Capacity
 Executive
– Reports (with cool-looking graphs)

Meet Project Online
Project
Online
Project
Site
Resource
Management
TimesheetsReports
Project
Dashboard

Project Online vs.
Project Web App vs.
Project Server

Terminology
 Project Server – Microsoft’s Project &
Portfolio Management (PPM) Solution
 Project Online – “Cloud” version of Project
Server (available via Office 365 subscription)
 Project Web App – web application that
allows to analyze portfolios (technical
component of Project Server/Project Online)

Project Online Anatomy
 Project Center
 Project Types
 Project Sites
 Project Detail Pages
 Resources
 Timesheets
 Tasks
 Issues and Risks
 Reports
 Security
 Mobile Apps
 PWA Settings

Project Center
 Single Dashboard to access Projects
 Projects can be added/viewed on single timeline

2 Project Types
 Task Project
– Schedule managed via Tasks Web Part
 Enterprise Project
– Schedule managed via MS Project/Project Web app

2 ways to edit Enterprise Project Schedule

Project Sites
Project Online Project Site =
Project Detail Pages (PDP) +
Project Schedule +
SharePoint Team Site

Project Detail Pages
 Additional Information (metadata) about a Project
 Can be text, menu choice, people, dates, currency
 Use metadata to organize projects on the dashboard (by Portfolio)

Resources
 Central Portal to manage Resources, review &
manage capacity
 Different types of resources allowed
– Generic [job role] (i.e. Project Manager)
– Work Resources [people] (i.e. Barack Obama)
– Material Resource [consumables] (i.e. concrete)
– Cost Resources [time independent] (i.e. airplane ticket)

Resources, cont’d

Timesheets
 Place for user to submit actual time for each project task
 User can also enter actual time for Admin activities like
meetings, vacation, sick time, etc.

Tasks
 Displays tasks for the signed-in user
 Users can update Actual Start, Actual Finish Dates, as
well as remaining work
 User can re-assign tasks (if configured)
 Task Status Column shows status of each task/update

Issues and Risks
 Shows issues & risks assigned to the signed-in user
 Users can associate Tasks with Issues, Risks and
documents

Reports
 All data pulled into Excel
 Build custom reports via
Pivot Tables & Pivot Charts
 Sample Report Templates

Security
1. Security for Team Sites
2. Security for PWA (Portfolio Managers, Resources Managers,
Project Managers, Team Members) – define what each
group of users can do in Project Online (i.e. manage
resources, approve timesheets, etc.)

Mobile App 1 (Office 365 Project Portfolio Dashboard)

Mobile App 2 (Office 365 Project Time Reporter)

PWA Settings
Control Panel for Project Online/PWA Settings
(independent of Site Settings)

Is Project Online the
right tool for us?

What is the problem you are trying to solve?
 Consistency with documentation
 Consolidate various information sources
 Enforcement of Project Management
methodology
 Project Management Office (PMO)
Dashboards and Reporting
 Informal Meeting Space

Things to keep in mind…
 Project Management discipline/maturity
within an organization
 SharePoint maturity within an
organization
 Know your audience
 User Adoption & Training

SharePoint Webinars
 How to manage projects in SharePoint using out of the box features
 How to build amazing Intranet Sites in SharePoint using out of the box features
 How to improve SharePoint User Adoption – practical tips and industry best
practices
 How to manage migration to SharePoint
 SharePoint hacks you can’t live without
 [NEW] Project and Portfolio Management with Project Online
 [NEW] Kick-Ass Project Collaboration with Office 365 Groups
LEARN MORE

Need help with SharePoint?
 SharePoint Site Configuration and Customization
 Document Migration to SharePoint
 SharePoint Implementation Strategy
 SharePoint Training
 SharePoint User Adoption
 SharePoint Governance
 SharePoint Project Management

THANK YOU!
Visit: sharepointmaven.com
Email: greg@sharepointmaven.com
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Watch: SharePoint Maven YouTube Channel
Get in touch if you have questions

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