7 Ways to Leverage SharePoint for Project Management Success

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Presented at PMI Southern MD
Nov 4, 2009

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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 November 4, 2009 11.30am – 1pm
  2. 2. Presentation 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   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   Challenges of Project Management   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  5. 5. Courtesy of NicksTrafficTricks.com
  6. 6. Challenges of Project Management   Lack of Standardized Process   Poor Communications   Ineffective Project Information Management   Centralized Repository   Traceability   Access Privileges   Relevance   Reporting   Inefficient Team Collaboration
  7. 7. Agenda   Challenges of Project Management   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  8. 8. Share + Point
  9. 9. 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”   Key components   Windows SharePoint Services (WSS) 3.0   Microsoft Office SharePoint Server (MOSS) 2007
  10. 10. What if SharePoint is a Car? Car SharePoint Purpose: Purpose: What’s required? What’s required?
  11. 11. SharePoint Geek Vagen
  12. 12. 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
  13. 13. 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
  14. 14. What’s out there?   Microsoft SharePoint   Microsoft Project Server   Clarity   Primavera   Web-based   Google Team Site   Basecamp   Zoho
  15. 15. In a Perfect World   PMIS should be appropriate to PM Maturity, skill set and existing tools   Accessibility   Information needed can be accessible in a central location   Traceability   One-stop shop   Team collaboration   Easily work with colleagues whenever, wherever, and however
  16. 16. Agenda   Challenges of Project Management   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  17. 17. #1 Easily Create a PMIS   PMs can create relevant PMIS   Define PMIS components   Enable stakeholder access   If deployed appropriately, IT does not have to deal with   Updating content   Defining account privileges   Maintaining a document repository
  18. 18. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  19. 19. #2 Efficiently Store Project Artifacts   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
  20. 20. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  21. 21. #3 Facilitate Better Collaboration   Project information collaboration   Maintain project artifacts in libraries   Jointly develop documents with document workspaces   Team collaboration   Requirements clarification with discussion boards   Initiate and maintain meeting artifacts with meeting workspaces   Document lessons learned with Wikis
  22. 22. Example: Clarifying Requirements
  23. 23. #4 Enhance Communication   Right information for the right stakeholder at the right time   Tasks   Schedule   Reports   Dashboard   Relevant project information access   Appropriate privileges can be defined based on project communication needs
  24. 24. #5 Automate Project Processes   Common project workflows   Change Control   Expense Reimbursement   Vacation Request   SharePoint workflows   Three-State   Custom workflows
  25. 25. Example: Change Request
  26. 26. #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
  27. 27. Example: Milestones Dashboard
  28. 28. #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
  29. 29. Agenda   Challenges of Project Management   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  30. 30. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: meetdux How did you like the presentation? http://sp.meetdux.com/post_feedback.aspx
  31. 31. Thank You!

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