7 Ways To Leverage SharePoint
For Project Management Success


       Dux Raymond Sy, PMP
Activity: The Reality of Project Inefficiencies
  On a sheet of paper, identify three challenges in
   managing project i...
Presentation Objectives
  After completing this presentation, you will be able to
   describe the benefits of utilizing S...
Dux Raymond Sy, PMP
                 Managing Partner, Innovative-E, Inc.

                 Contract Author & Instructor...
Agenda

  Why SharePoint?

  7 Ways to Leverage SharePoint for PM Success

  Questions and Answers
What’s SharePoint?
  Allows individuals in an organization to easily create and
   manage their own collaborative Web sit...
What’s a PMIS?
  A standardized set of automated project management
   tools available within the organization and integr...
What’s out there?
  Microsoft SharePoint

  Microsoft Project Server

  Clarity

  Primavera

  Web-based
    Google...
SharePoint as a PMIS
  Individual projects can have a collaborative web site

  Access can be limited to the project tea...
Agenda

  Why SharePoint?

  7 Ways to Leverage SharePoint for PM Success

  Questions and Answers
#1 Easily Create a PMIS
  Technical skill requirement is minimal
    Microsoft Windows
    Microsoft Office
    Famili...
PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
#2 Efficiently Manage Project Information
  SharePoint provides various tools to effectively centralize
   and manage pro...
PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
#3 Facilitate Project Collaboration
  Document Collaboration
    Document Workspaces can be used to jointly develop
    ...
Example: Clarifying Requirements
#4 Seamlessly Integrate with PM Tools
  E-mail

  Microsoft Office
    Word
    Excel
    PowerPoint
    Project

 ...
Synchronizing Excel + SP Video Demo: http://go.meetdux.com/czas
#5 Automate Project Processes
  Common project workflows
    Change Control
    Expense Reimbursement
    Vacation Req...
Example: Change Request
#6 Generate Relevant Reports
  SharePoint can be used to generate relevant
    Interactive summary of a project
    Pro...
Example: Milestones Dashboard
#7 Enable Mobile Access
  A mobile version of a SharePoint site is created
   automatically upon creation of a site
    ...
Agenda

  Why SharePoint?

  7 Ways to Leverage SharePoint for PM Success

  Questions and Answers
Questions?

               For more information, connect with Dux

                   E-Mail: dux.sy@innovative-e.com

 ...
Thank You!
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7 Ways To Leverage SP for PM Success

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7 Ways to Leverage SharePoint for PM Success
PMiNJ Symposium
May 4, 2009

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7 Ways To Leverage SP for PM Success

  1. 1. 7 Ways To Leverage SharePoint For Project Management Success Dux Raymond Sy, PMP
  2. 2. Activity: The Reality of Project Inefficiencies   On a sheet of paper, identify three challenges in managing project information   For example:   Multiple tools used   Cannot keep track of document versions   Cannot define access control   Swap this sheet of paper with another person   Edit their challenges   Add your challenges
  3. 3. 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
  4. 4. Dux Raymond Sy, PMP   Managing Partner, Innovative-E, Inc.   Contract Author & Instructor, Learning Tree International   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: meetdux
  5. 5. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  6. 6. 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 aspects of Web-based collaborative solutions
  7. 7. 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
  8. 8. What’s out there?   Microsoft SharePoint   Microsoft Project Server   Clarity   Primavera   Web-based   Google Team Site   Basecamp   Zoho
  9. 9. 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
  10. 10. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  11. 11. #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
  12. 12. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  13. 13. #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
  14. 14. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  15. 15. #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
  16. 16. Example: Clarifying Requirements
  17. 17. #4 Seamlessly Integrate with PM Tools   E-mail   Microsoft Office   Word   Excel   PowerPoint   Project   Enterprise tools   Third Party Tools   Project Publisher   Intelligant
  18. 18. Synchronizing Excel + SP Video Demo: http://go.meetdux.com/czas
  19. 19. #5 Automate Project Processes   Common project workflows   Change Control   Expense Reimbursement   Vacation Request   SharePoint workflows   Three-State   Custom workflows
  20. 20. Example: Change Request
  21. 21. #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
  22. 22. Example: Milestones Dashboard
  23. 23. #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
  24. 24. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  25. 25. Questions?   For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   LinkedIn: Meetdux.com/li   Blog: Meetdux.com   Twitter: @meetdux
  26. 26. Thank You!

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