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Best Practices in Managing SharePoint Projects
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Best Practices in Managing SharePoint Projects

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Presented by Dux Raymond Sy …

Presented by Dux Raymond Sy
SPTechCon Boston 2010

Published in: Technology, Business

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  • 1. Best Practices in Managing SharePoint Projects Dux Raymond Sy, PMP Recorded presentation: http://vimeo.com/16138581
  • 2. Twitter: @meetdux #sptechcon #pm4sp Presentation Objectives ¡  In this presentation, you will learn the essential components of managing and delivering successful SharePoint projects ¡   In addition, you'll learn key techniques in: ¡  Establishing Project Success Criteria ¡  Collaboratively Engineer a Solution ¡  Developing Relevant Project Plan ¡  Executing and Controlling a SharePoint Project
  • 3. Twitter: @meetdux #sptechcon #pm4sp 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 ¡  Twitter: twitter.com/meetdux ¡  LinkedIn: meetdux.com/li ¡  Blog: meetdux.com
  • 4. Twitter: @meetdux #sptechcon #pm4sp Agenda ¡  Can’t We Just Focus on the Technology? ¡  Establish Success Criteria ¡  Collaboratively Engineer a Solution ¡  Develop Relevant Project Plan ¡  Execute and Control the SharePoint Project ¡  Questions and Answers
  • 5. Twitter: @meetdux #sptechcon #pm4sp SharePoint Implementation Continuum Draconian IT Control Empowerment Wild Wild West Chaos
  • 6. Twitter: @meetdux #sptechcon #pm4sp Typical Implementation Scenarios ¡  Pilot deployment for IT then magically it becomes an enterprise production deployment ¡  No planning ¡  Everything is ad-hoc ¡  No budget earmarked ¡  Heavily customized implementation by techies lacking SharePoint skillz
  • 7. Twitter: @meetdux #sptechcon #pm4sp What are the key steps? ¡  Establish Success Criteria ¡  Collaboratively Engineer a Solution ¡  Define Project Objectives ¡  Develop Relevant Project Plan ¡  Execute and Control the SharePoint Project
  • 8. Twitter: @meetdux #sptechcon #pm4sp Agenda ¡  Can’t We Just Focus on the Technology? ¡  Establish Success Criteria ¡  Collaboratively Engineer a Solution ¡  Define Project Objectives ¡  Develop Relevant Project Plan ¡  Execute and Control the SharePoint Project ¡  Questions and Answers
  • 9. Twitter: @meetdux #sptechcon #pm4sp ¡  Why is SharePoint being implemented? ¡  What is the Priority? ¡  Time ¡  Cost/Budget ¡  Scope ¡  Identify Key Stakeholders ¡  Sponsor ¡  Customer ¡  Team Key Steps to Define Project Success
  • 10. Twitter: @meetdux #sptechcon #pm4sp ¡  Project Phases ¡  Initiation ¡  Planning ¡  Execution ¡  Control ¡  Closing ¡  Roles and Responsibilities ¡  Project Communication ¡  Project Tracking Establish Rules of Engagement
  • 11. Twitter: @meetdux #sptechcon #pm4sp Agenda ¡  Can’t We Just Focus on the Technology? ¡  Establish Success Criteria ¡  Collaboratively Engineer a Solution ¡  Define Project Objectives ¡  Develop Relevant Project Plan ¡  Execute and Control the SharePoint Project ¡  Questions and Answers
  • 12. Twitter: @meetdux #sptechcon #pm4sp Executive SharePoint Ignorance is Not Bliss ¡  Execs ordered SharePoint to be deployed ¡  Do they REALLY understand the value of SharePoint to the organization? ¡  Is the budget realistic? ¡  As the enlightened ones, it’s our responsibility to raise executive awareness about SharePoint ¡  Read “5 Reasons Why Executive SharePoint Ignorance is Not Bliss” http://go.meetdux.com/393b
  • 13. Twitter: @meetdux #sptechcon #pm4sp Educate and Engage the Business ¡  SharePoint is more than just a glorified network share ¡  Stress that SharePoint is a platform ¡  Tip: Address their pain points ¡  Provide high-level technology overview ¡  Discuss business challenges ¡  Map it to a SharePoint Solution
  • 14. Twitter: @meetdux #sptechcon #pm4sp Don’t Call It SharePoint! ¡  Generic Solutions ¡  Corporate Intranet ¡  Content Management ¡  Specific Solutions ¡  Employee Onboarding System for Human Resources ¡  Conference Room Scheduling System for Facilities ¡  Project Management Information System for PMs ¡  System Integration ¡  Custom Application Development
  • 15. Twitter: @meetdux #sptechcon #pm4sp Keep Priorities In Order ¡  You can’t do it all! ¡  What business need should you solve first? ¡  What are common features that can be deployed? ¡  Project scope must be limited and specific ¡  What’s important? Time? Budget? Functionality? ¡  Tip: Involve decision makers in planning and prioritization ¡  Read “How to Prioritize Business Needs When Implementing SharePoint” http://go.meetdux.com/sbyv
  • 16. Twitter: @meetdux #sptechcon #pm4sp Example: Prioritizing SharePoint Features
  • 17. Twitter: @meetdux #sptechcon #pm4sp Proper Requirements Development Watch: Best Practices in Gathering Requirements for SharePoint Projects http://bit.ly/cwdCBp
  • 18. Twitter: @meetdux #sptechcon #pm4sp Agenda ¡  Can’t We Just Focus on the Technology? ¡  Establish Success Criteria ¡  Collaboratively Engineer a Solution ¡  Define Project Objectives ¡  Develop Relevant Project Plan ¡  Execute and Control the SharePoint Project ¡  Questions and Answers
  • 19. Twitter: @meetdux #sptechcon #pm4sp ¡  A clear, quantifiable statement of project intent ¡  Why is the project being undertaken? ¡  What will the project achieve? ¡  Who is the customer? ¡  When is the deadline? ¡  Where will the project be implemented? ¡  Any constraints? Define Project Goal
  • 20. Twitter: @meetdux #sptechcon #pm4sp Project Goal Example The current SharePoint 2007 intranet will be upgraded to SharePoint 2010 throughout the university in order to increase adoption and reduce IT support requirements. The upgrade should be completed a month before Fall semester begins.
  • 21. Twitter: @meetdux #sptechcon #pm4sp ¡  Apart from the end product, what are the essential project artifacts and or milestones that needs to be completed? ¡  For example: ¡  Governance Plan ¡  Training ¡  Content Migration ¡  SharePoint 2010 Installation and Configuration Identify Relevant Deliverables
  • 22. Twitter: @meetdux #sptechcon #pm4sp Agenda ¡  Can’t We Just Focus on the Technology? ¡  Establish Success Criteria ¡  Collaboratively Engineer a Solution ¡  Define Project Objectives ¡  Develop Relevant Project Plan ¡  Execute and Control the SharePoint Project ¡  Questions and Answers
  • 23. Twitter: @meetdux #sptechcon #pm4sp Define the Work Needed ¡  A WBS is a deliverable-based grouping of project tasks and an effective way to define and organize all of the work required to complete a project SharePoint 2010 Upgrade Governance Training Content Migration Install & Configure
  • 24. Twitter: @meetdux #sptechcon #pm4sp What Are You Estimating For? Duration Work Resource Attend SPTechCon Paint This Room Install SharePoint 2010 on Single Server
  • 25. Twitter: @meetdux #sptechcon #pm4sp Create the Network Diagram ¡  Identify task dependencies Watch: Project Planning 101 http://bit.ly/3Md01E
  • 26. Twitter: @meetdux #sptechcon #pm4sp Create the Schedule
  • 27. Twitter: @meetdux #sptechcon #pm4sp IT, Can You Handle This? ¡  Implementation ¡  Do you have the relevant skillsets to plan, engage with the business, deploy SharePoint? ¡  Are key processes for release management, disaster recovery, auditing in place? ¡  Support and Maintenance ¡  What does the support structure look like? ¡  Resources available for maintaining related technologies? ¡  Future Releases
  • 28. Twitter: @meetdux #sptechcon #pm4sp Staff Your SharePoint Project Realistically IT group • SharePoint developer • SharePoint infrastructure specialist • SharePoint architect Business group • SharePoint business analyst • SharePoint trainer • SharePoint designer Committed Sponsor + Project Manager
  • 29. Twitter: @meetdux #sptechcon #pm4sp Agenda ¡  Can’t We Just Focus on the Technology? ¡  Establish Success Criteria ¡  Collaboratively Engineer a Solution ¡  Define Project Objectives ¡  Develop Relevant Project Plan ¡  Execute and Control the SharePoint Project ¡  Questions and Answers
  • 30. Twitter: @meetdux #sptechcon #pm4sp How Do You Track Progress? “The only man who behaved sensibly was my tailor; he took my measurement anew every time he saw me, while all the rest went on with their old measurements and expected them to fit me. “ — George Bernard Shaw, Essayist and Nobel laureate
  • 31. Twitter: @meetdux #sptechcon #pm4sp SharePoint Project Tracking ¡  Making time to gather intelligence about the progress of the project is a significant priority for the project manager ¡  What critical elements of a project do you track? q  Schedule q  Risks q  Changes q  _____________________ q  _____________________ §  Tracking with percentages doesn’t mean jack squat
  • 32. Twitter: @meetdux #sptechcon #pm4sp Key Steps in Project Tracking ¡  Monitoring Progress ¡  Analyzing Status ¡  Correcting the Schedule ¡  Managing Changes
  • 33. Twitter: @meetdux #sptechcon #pm4sp Example: Tracking Progress Effectively
  • 34. Twitter: @meetdux #sptechcon #pm4sp Agenda ¡  Can’t We Just Focus on the Technology? ¡  Establish Success Criteria ¡  Collaboratively Engineer a Solution ¡  Define Project Objectives ¡  Develop Relevant Project Plan ¡  Execute and Control the SharePoint Project ¡  Questions and Answers
  • 35. Twitter: @meetdux #sptechcon #pm4sp Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: meetdux How did you like the presentation? http://meetdux.com/feedback/
  • 36. Thank You!