7 Ways To Leverage SP for PM Success

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PMI Baltimore Presentation
October 15, 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 Ramada Inn Hanover, MD October 15, 2009 6.00pm – 9.00pm
  2. 2. The Reality of Projects Today   On a piece of paper, identify three challenges you’ve faced in managing projects   Once completed, submit to Dux
  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.   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
  5. 5. Agenda   Challenges of Project Management   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  6. 6. Courtesy of NicksTrafficTricks.com
  7. 7. Challenges of Project Management   Lack of Standardized Process   Poor Communications   Ineffective Project Information Management   Centralized Repository   Traceability   Access Privileges   Relevance   Reporting   Inefficient Team Collaboration
  8. 8. Agenda   Challenges of Project Management   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  9. 9. Share + Point
  10. 10. 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
  11. 11. What if SharePoint is a Car? Car SharePoint Purpose: Purpose: What’s required? What’s required?
  12. 12. SharePoint Geek Vagen
  13. 13. 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
  14. 14. 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
  15. 15. What’s out there?   Microsoft SharePoint   Microsoft Project Server   Clarity   Primavera   Web-based   Google Team Site   Basecamp   Zoho
  16. 16. 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
  17. 17. Agenda   Challenges of Project Management   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  18. 18. #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
  19. 19. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  20. 20. #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
  21. 21. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  22. 22. #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
  23. 23. Example: Clarifying Requirements
  24. 24. #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
  25. 25. #5 Automate Project Processes   Common project workflows   Change Control   Expense Reimbursement   Vacation Request   SharePoint workflows   Three-State   Custom workflows
  26. 26. Example: Change Request
  27. 27. #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
  28. 28. Example: Milestones Dashboard
  29. 29. #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
  30. 30. Agenda   Challenges of Project Management   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  31. 31. 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
  32. 32. Thank You!

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