Advanced SharePoint Tools
to Enhance Project
Management
Haniel Croitoru, MSc, PMP, PMI-ACP
O CTO B E R 17, 20 13
Agenda
• Introduction

• The need for technology in the PM’s life
• SharePoint in a nutshell
• Advanced Examples

Advanced...
introductions
3
Who are you?
• SharePoint users
• Project managers
• Other activities

• SharePoint usage
• For project management
• Somet...
Haniel Croitoru
• Senior project manager, scrum master, and business
analyst with over 15 years of experience
• Worked in ...
the need for technology in the PM’s life
6
PM’s mostly communicate!

Advanced SharePoint Tools to Enhance Project Management

10/17/2013

7
Reality check - Information is
poorly managed
• Document duplication

• Poor access control and audit trails
• Finding inf...
Goal:

provide the right information
to the right person
at the right time
in the right format

Advanced SharePoint Tools ...
yyy

sharepoint in a nutshell
10
What is SharePoint
• Web Application platform
• Document and file management
• Collaboration and social networks
• Intrane...
What is SharePoint
• Framework for developing business applications

• Building blocks called web parts/apps
• Combine bui...
The SharePoint Onion
• SharePoint solutions
can be seen as an
onion

Custom Coding
3rd-Party Solutions
Configurations

• E...
Project Management sites
• SharePoint is often under-utilized when setting up
team sites
• It is common to find IT departm...
Advanced SharePoint Tools to Enhance Project Management

8/29/2013

15
What is SharePoint
• Framework for developing business applications

• Building blocks called web parts/apps
• Combine bui...
Project Management sites
• But SharePoint offers so much more for a project
team…

Advanced SharePoint Tools to Enhance Pr...
background
advanced examples
19
What we’ll talk about today
• Metadata & Search

• Microsoft Office integration
• Alerts
• Document Sets
• Communication b...
metadata & search
Metadata & Search
• Metadata – description of data

• Increases findability (search)
• Increases content organization
• Ta...
Showcase #1 – Metadata & Search

Advanced SharePoint Tools to Enhance Project Management

10/17/2013

23
microsoft office integration
Microsoft Office Integration
• Project - tasks

• Outlook – tasks, calendar
• Lync – presence
• Visio - drawings

• Excel ...
Showcase #2 – MS Project,
Calendar, Excel Services

Advanced SharePoint Tools to Enhance Project Management

10/17/2013

2...
alerts
Alerts
• For document libraries and lists

• Uses a push vs. pull approach
• Subscription is individual but can be managed...
document sets
Document Sets
• Relate and manage documents as a unit
• Move away from folders in favour of metadata
• Automatic metadata ...
Showcase #3 – Document Set

Advanced SharePoint Tools to Enhance Project Management

10/17/2013

31
process map
Process Map
• Components of a process
• Map (overview)
• Process descriptions
• Document templates

Advanced SharePoint To...
Showcase #4 – Process Map
Initiation

Planning

Execution

Closing

SOW

Business
Requirements

Detailed
Design

Deploymen...
final thoughts
In closing…
• SharePoint is a large, sophisticated, and complex
web application that serves many purposes in an
organizati...
Thank You
haniel@vertexpoint.com

ca.linkedin.com/in/hanielcroitoru

@TheSharePointPM

www.thesharepointpm.com
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Advanced SharePoint for Project Managers

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SharePoint has been the platform of choice for many organizations that need an integrated solution for enterprise content management, document management, business-enabling tools such as search, workflows, social networking, and much more. There are numerous out-of-the-box SharePoint tools that can be used to greatly enhance the communication, reporting, and governance required in project management.

This presentation provides a live presentation of some advanced tools such as dashboards, alerts, Document Sets, charting, process map visualization, and more on the new SharePoint 2013 platform.

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  • WhoKnows what SharePoint is?Has used SharePoint or is using it today (version)?For PM or other activities?
  • My goal is to show you how simple and fast it is to create a great SharePoint PM site and turn you into SharePoint believers. Tomorrow I expect everyone to talk to their IT department to get access to your intranet SharePoint environment (and if they don’t have it, demand it). And if you have any questions on how to do something I expect to hear from you so I can help make your PM life a happier one.
  • It’s easy to get bogged down with poor informationMeetings with no clear agenda, outcomes, or purposeLengthy emailsLarge distribution lists; people missing from a distributionWorking with outdated informationFormats that not everyone can see/use (e.g. MS Project, different versions of MS Office)
  • It’s easy to get bogged down with poor informationMeetings with no clear agenda, outcomes, or purposeLengthy emailsLarge distribution lists; people missing from a distributionWorking with outdated informationFormats that not everyone can see/use (e.g. MS Project, different versions of MS Office)
  • Historically associated with intranet, CMS, and DMS, but functionality has broadened.
  • Historically associated with intranet, CMS, and DMS, but functionality has broadened. Show:CalendarExcel chart
  • Historically associated with intranet, CMS, and DMS, but functionality has broadened.
  • Transcript of "Advanced SharePoint for Project Managers"

    1. 1. Advanced SharePoint Tools to Enhance Project Management Haniel Croitoru, MSc, PMP, PMI-ACP O CTO B E R 17, 20 13
    2. 2. Agenda • Introduction • The need for technology in the PM’s life • SharePoint in a nutshell • Advanced Examples Advanced SharePoint Tools to Enhance Project Management 10/17/2013 2
    3. 3. introductions 3
    4. 4. Who are you? • SharePoint users • Project managers • Other activities • SharePoint usage • For project management • Something else Advanced SharePoint Tools to Enhance Project Management 10/17/2013 4
    5. 5. Haniel Croitoru • Senior project manager, scrum master, and business analyst with over 15 years of experience • Worked in public and private sector verticals including healthcare, financial services, utilities, and consulting Scrum Master, Project Manager, SharePoint Evangelist • Since 2003 focusing on SharePoint, delivering solutions and contributing as Business Analyst and Trainer • Masters of Science in Computer Science with a specialty in Computer-Assisted Orthopedic Surgery from Queen’s University and a Master’s Certificate in Project Management from the York Schulich School of Business • Project Management Professional (PMP) since 2007 and an Agile Certified Practitioner since 2013 Advanced SharePoint Tools to Enhance Project Management 10/17/2013 5
    6. 6. the need for technology in the PM’s life 6
    7. 7. PM’s mostly communicate! Advanced SharePoint Tools to Enhance Project Management 10/17/2013 7
    8. 8. Reality check - Information is poorly managed • Document duplication • Poor access control and audit trails • Finding information is tedious • Lack of consistency between project sites • Poor team collaboration There exists a need for better management of projectrelated information and communication Advanced SharePoint Tools to Enhance Project Management 10/17/2013 8
    9. 9. Goal: provide the right information to the right person at the right time in the right format Advanced SharePoint Tools to Enhance Project Management 10/17/2013 9
    10. 10. yyy sharepoint in a nutshell 10
    11. 11. What is SharePoint • Web Application platform • Document and file management • Collaboration and social networks • Intranets, extranets, websites • Enterprise search • Business intelligence • System, process integration • Workflow automation • Part of Microsoft Office suite – tight integration Advanced SharePoint Tools to Enhance Project Management 10/17/2013 11
    12. 12. What is SharePoint • Framework for developing business applications • Building blocks called web parts/apps • Combine building blocks to meet specific business needs • Lots of web parts that allow for Microsoft Office data to be viewed and manipulated inside SharePoint Advanced SharePoint Tools to Enhance Project Management 10/17/2013 12
    13. 13. The SharePoint Onion • SharePoint solutions can be seen as an onion Custom Coding 3rd-Party Solutions Configurations • Each additional layer adds cost and complexity but offers more functionality Advanced SharePoint Tools to Enhance Project Management Out of the box 10/17/2013 13
    14. 14. Project Management sites • SharePoint is often under-utilized when setting up team sites • It is common to find IT departments creating blank Team Sites or out-of-the-box Document Libraries to replace network drives Advanced SharePoint Tools to Enhance Project Management 10/17/2013 14
    15. 15. Advanced SharePoint Tools to Enhance Project Management 8/29/2013 15
    16. 16. What is SharePoint • Framework for developing business applications • Building blocks called web parts/apps • Combine building blocks to meet specific business needs Advanced SharePoint Tools to Enhance Project Management 8/29/2013 16
    17. 17. Project Management sites • But SharePoint offers so much more for a project team… Advanced SharePoint Tools to Enhance Project Management 10/17/2013 17
    18. 18. background
    19. 19. advanced examples 19
    20. 20. What we’ll talk about today • Metadata & Search • Microsoft Office integration • Alerts • Document Sets • Communication between web parts Advanced SharePoint Tools to Enhance Project Management 10/17/2013 20
    21. 21. metadata & search
    22. 22. Metadata & Search • Metadata – description of data • Increases findability (search) • Increases content organization • Tags instead of folders Advanced SharePoint Tools to Enhance Project Management 10/17/2013 22
    23. 23. Showcase #1 – Metadata & Search Advanced SharePoint Tools to Enhance Project Management 10/17/2013 23
    24. 24. microsoft office integration
    25. 25. Microsoft Office Integration • Project - tasks • Outlook – tasks, calendar • Lync – presence • Visio - drawings • Excel – tables, charts, KPI • Access - databases • Infopath – forms • Visual Studio - development Advanced SharePoint Tools to Enhance Project Management 10/17/2013 25
    26. 26. Showcase #2 – MS Project, Calendar, Excel Services Advanced SharePoint Tools to Enhance Project Management 10/17/2013 26
    27. 27. alerts
    28. 28. Alerts • For document libraries and lists • Uses a push vs. pull approach • Subscription is individual but can be managed by an admin Advanced SharePoint Tools to Enhance Project Management 10/17/2013 28
    29. 29. document sets
    30. 30. Document Sets • Relate and manage documents as a unit • Move away from folders in favour of metadata • Automatic metadata tagging • Customized view (more than just folders) • Workflows • • • • • Send to Repository Approvals Set fields on a Document Set to certain value Assign contents for approval Assign tasks for users to work on a document set • Use a Note Board (social collaboration web part) to discuss latest changes Advanced SharePoint Tools to Enhance Project Management 10/17/2013 30
    31. 31. Showcase #3 – Document Set Advanced SharePoint Tools to Enhance Project Management 10/17/2013 31
    32. 32. process map
    33. 33. Process Map • Components of a process • Map (overview) • Process descriptions • Document templates Advanced SharePoint Tools to Enhance Project Management 10/17/2013 33
    34. 34. Showcase #4 – Process Map Initiation Planning Execution Closing SOW Business Requirements Detailed Design Deployment Plan Project Charter WBS Architecture Test Plan Project Plan Monitoring & Control Change Requests Status Reports Advanced SharePoint Tools to Enhance Project Management Financial Reports Project Health Reports Risk Logs Issue Logs 10/17/2013 34
    35. 35. final thoughts
    36. 36. In closing… • SharePoint is a large, sophisticated, and complex web application that serves many purposes in an organization • With little guidance and training SharePoint out of the box can greatly improve project communication and information management • Don’t be afraid to ask your IT department for SharePoint Advanced SharePoint Tools to Enhance Project Management 10/17/2013 36
    37. 37. Thank You haniel@vertexpoint.com ca.linkedin.com/in/hanielcroitoru @TheSharePointPM www.thesharepointpm.com

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