7 Ways To Leverage SharePoint For Project Management Success

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Presented at Regional SharePoint Users Conference
June 26, 2009
Dulles, VA

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7 Ways To Leverage SharePoint For Project Management Success

  1. 1. 7 Ways To Leverage SharePoint For Project Management Success Dux Raymond Sy, PMP Regional SharePoint Users Conference Holiday Inn Dulles June 26, 2009 1.15pm – 2.15pm
  2. 2. Session Objectives   After completing this presentation, you will be able to describe the benefits of utilizing SharePoint as a Project Management Information System (PMIS)   In addition, you will be able to comprehend SharePoint’s capabilities to   Enable efficient document management   Integrate common project management tools   Facilitate team collaboration   Automate project processes   Generate relevant project reports   Allow mobile PMIS access
  3. 3. Dux Raymond Sy, PMP   Managing Partner, Innovative-E, Inc.   Author, “SharePoint for Project Management” by O’Reilly Media   Contract Author & Instructor, Learning Tree International   For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   LinkedIn: meetdux.com/li   Blog: meetdux.com   Twitter: twitter.com/meetdux
  4. 4. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Summary
  5. 5. Challenges of Project Management   Project Information Management   Centralized Repository   Traceability   Access Privileges   Relevance   Collaboration   Real Time   Offline   Remote
  6. 6. Share + Point
  7. 7. What’s SharePoint?   Allows individuals in an organization to easily create and manage their own collaborative Web sites   Simplifies how people find and share information across boundaries, and enabling better informed decisions   Seamlessly integrates with Windows and MS Office   Does not refer to a specific product or technology   Using the word “Microsoft SharePoint” is like using the word “Microsoft Office”   Refers to several components of collaborative solutions   WSS   MOSS
  8. 8. What if SharePoint is a Car? Car SharePoint Purpose: Purpose: What’s required? What’s required?
  9. 9. SharePoint Geek Vagen
  10. 10. WSS vs MOSS   WSS is the core technology of Microsoft SharePoint   Considered as the “engine” of SharePoint   Provides document management and team collaboration tools   WSS is available for free as long as your organization is utilizing Windows Server 2003 or above   MOSS extends the capabilities of WSS   Going back to our car analogy, MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands, etc.   Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.   Unlike WSS, MOSS is not available for free
  11. 11. What’s a PMIS?   A standardized set of automated project management tools available within the organization and integrated into a system   Used by the project management team to   Support the generation and maintenance of project artifacts   Facilitate communication and feedback   Monitor project activities   Control project changes   Analyze and forecast project performance   Contains real-time information essential for initiating, planning, executing, controlling, and closing a project
  12. 12. What’s out there?   Microsoft SharePoint   Microsoft Project Server   Clarity   Primavera   Web-based   Google Team Site   Basecamp   Zoho
  13. 13. SharePoint as a PMIS   Individual projects can have a collaborative web site   Access can be limited to the project team and appropriate stakeholders   Project artifacts can be centrally stored and maintained   Project communications can be streamlined   Relatively easy to use   IT intervention is minimal   Based on familiar tools and technologies: Web, Windows, Microsoft Office
  14. 14. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Summary
  15. 15. #1 Easily Create a PMIS   Technical skill requirement is minimal   Microsoft Windows   Microsoft Office   Familiar with web browsing   Easily define stakeholder access   Based on project communication needs   If deployed appropriately, IT does not have to deal with   Updating content   Defining account privileges   Maintaining a document repository
  16. 16. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  17. 17. #2 Efficiently Manage Project Information   SharePoint provides various tools to effectively centralize and manage project information   Project Schedule   Project Documents   Change Request   Risk/Issue Log   Budget   Document management features   Information storage   Check-in/check-out   Version control   Content approval
  18. 18. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  19. 19. #3 Facilitate Project Collaboration   Document Collaboration   Document Workspaces can be used to jointly develop requirements document, reports, templates, etc.   Team Collaboration   Wikis to document lessons learned   Discussion boards for offline communication   Meeting Workspaces to support project meetings
  20. 20. Example: Clarifying Requirements
  21. 21. #4 Seamlessly Integrate with PM Tools   E-mail   Microsoft Office   Word   Excel   PowerPoint   Project   Enterprise tools   Third Party Tools   Project Publisher   Intelligant
  22. 22. Synchronizing Excel + SP Video Demo: http://go.meetdux.com/czas
  23. 23. #5 Automate Project Processes   Common project workflows   Change Control   Expense Reimbursement   Vacation Request   SharePoint workflows   Three-State   Custom workflows
  24. 24. Example: Change Request
  25. 25. #6 Generate Relevant Reports   SharePoint can be used to generate relevant   Interactive summary of a project   Project tasks information   Automated alerts   Dashboards can be created using Web Parts   Red, Amber, Green (RAG) Status   Key Performance Indicators (KPI)   Charts
  26. 26. Example: Milestones Dashboard
  27. 27. #7 Enable Mobile Access   A mobile version of a SharePoint site is created automatically upon creation of a site   Accessed via the subdirectory /m/   http://sharepointcafe/m/   Web pages are optimized and formatted for a mobile browser   In addition, e-mail can be used to interact with a SharePoint PMIS
  28. 28. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Summary
  29. 29. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux
  30. 30. Summary   You are now able to describe the benefits of utilizing SharePoint as a Project Management Information System (PMIS)   In addition, you can leverage SharePoint’s capabilities to   Enable efficient document management   Integrate common project management tools   Facilitate team collaboration   Automate project processes   Generate relevant project reports   Allow mobile PMIS access
  31. 31. Thank You!

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