Best Practices in Managing
SharePoint Projects
Dux Raymond Sy, PMP
Recorded presentation: http://vimeo.com/16138581
Twitter: @meetdux #sptechcon #pm4sp
Presentation Objectives
¡  In this presentation, you will learn the essential compone...
Twitter: @meetdux #sptechcon #pm4sp
Dux Raymond Sy, PMP
¡  Managing Partner, Innovative-E, Inc.
¡  Author, “SharePoint f...
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡  Can’t We Just Focus on the Technology?
¡  Establish Success Criteria
¡  C...
Twitter: @meetdux #sptechcon #pm4sp
SharePoint Implementation Continuum
Draconian IT
Control
Empowerment
Wild Wild West
Ch...
Twitter: @meetdux #sptechcon #pm4sp
Typical Implementation Scenarios
¡  Pilot deployment for IT then magically it becomes...
Twitter: @meetdux #sptechcon #pm4sp
What are the key steps?
¡  Establish Success Criteria
¡  Collaboratively Engineer a ...
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡  Can’t We Just Focus on the Technology?
¡  Establish Success Criteria
¡  C...
Twitter: @meetdux #sptechcon #pm4sp
¡  Why is SharePoint being implemented?
¡  What is the Priority?
¡  Time
¡  Cost/B...
Twitter: @meetdux #sptechcon #pm4sp
¡  Project Phases
¡  Initiation
¡  Planning
¡  Execution
¡  Control
¡  Closing
¡...
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡  Can’t We Just Focus on the Technology?
¡  Establish Success Criteria
¡  C...
Twitter: @meetdux #sptechcon #pm4sp
Executive SharePoint Ignorance is Not Bliss
¡  Execs ordered SharePoint to be deploye...
Twitter: @meetdux #sptechcon #pm4sp
Educate and Engage the Business
¡  SharePoint is more than just a glorified network s...
Twitter: @meetdux #sptechcon #pm4sp
Don’t Call It SharePoint!
¡  Generic Solutions
¡  Corporate Intranet
¡  Content Man...
Twitter: @meetdux #sptechcon #pm4sp
Keep Priorities In Order
¡  You can’t do it all!
¡  What business need should you so...
Twitter: @meetdux #sptechcon #pm4sp
Example: Prioritizing SharePoint Features
Twitter: @meetdux #sptechcon #pm4sp
Proper Requirements Development
Watch: Best Practices in Gathering Requirements
for Sh...
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡  Can’t We Just Focus on the Technology?
¡  Establish Success Criteria
¡  C...
Twitter: @meetdux #sptechcon #pm4sp
¡  A clear, quantifiable statement of project intent
¡  Why is the project being und...
Twitter: @meetdux #sptechcon #pm4sp
Project Goal Example
The current SharePoint 2007 intranet will be
upgraded to SharePoi...
Twitter: @meetdux #sptechcon #pm4sp
¡  Apart from the end product, what are the essential
project artifacts and or milest...
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡  Can’t We Just Focus on the Technology?
¡  Establish Success Criteria
¡  C...
Twitter: @meetdux #sptechcon #pm4sp
Define the Work Needed
¡  A WBS is a deliverable-based grouping of project tasks
and ...
Twitter: @meetdux #sptechcon #pm4sp
What Are You Estimating For?
Duration Work Resource
Attend SPTechCon
Paint This Room
I...
Twitter: @meetdux #sptechcon #pm4sp
Create the Network Diagram
¡  Identify task dependencies
Watch: Project Planning 101 ...
Twitter: @meetdux #sptechcon #pm4sp
Create the Schedule
Twitter: @meetdux #sptechcon #pm4sp
IT, Can You Handle This?
¡  Implementation
¡  Do you have the relevant skillsets
to ...
Twitter: @meetdux #sptechcon #pm4sp
Staff Your SharePoint Project Realistically
IT group
• SharePoint developer
• SharePoi...
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡  Can’t We Just Focus on the Technology?
¡  Establish Success Criteria
¡  C...
Twitter: @meetdux #sptechcon #pm4sp
How Do You Track Progress?
“The only man who behaved sensibly was my
tailor; he took m...
Twitter: @meetdux #sptechcon #pm4sp
SharePoint Project Tracking
¡  Making time to gather intelligence about the progress ...
Twitter: @meetdux #sptechcon #pm4sp
Key Steps in Project Tracking
¡  Monitoring Progress
¡  Analyzing Status
¡  Correct...
Twitter: @meetdux #sptechcon #pm4sp
Example: Tracking Progress Effectively
Twitter: @meetdux #sptechcon #pm4sp
Agenda
¡  Can’t We Just Focus on the Technology?
¡  Establish Success Criteria
¡  C...
Twitter: @meetdux #sptechcon #pm4sp
Questions?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
...
Thank
You!
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Best Practices in Managing SharePoint Projects

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SPTechCon Boston 2010

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Best Practices in Managing SharePoint Projects

  1. 1. Best Practices in Managing SharePoint Projects Dux Raymond Sy, PMP Recorded presentation: http://vimeo.com/16138581
  2. 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. 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. 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. 5. Twitter: @meetdux #sptechcon #pm4sp SharePoint Implementation Continuum Draconian IT Control Empowerment Wild Wild West Chaos
  6. 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. 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. 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. 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. 10. Twitter: @meetdux #sptechcon #pm4sp ¡  Project Phases ¡  Initiation ¡  Planning ¡  Execution ¡  Control ¡  Closing ¡  Roles and Responsibilities ¡  Project Communication ¡  Project Tracking Establish Rules of Engagement
  11. 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. 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. 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. 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. 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. 16. Twitter: @meetdux #sptechcon #pm4sp Example: Prioritizing SharePoint Features
  17. 17. Twitter: @meetdux #sptechcon #pm4sp Proper Requirements Development Watch: Best Practices in Gathering Requirements for SharePoint Projects http://bit.ly/cwdCBp
  18. 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. 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. 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. 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. 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. 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. 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. 25. Twitter: @meetdux #sptechcon #pm4sp Create the Network Diagram ¡  Identify task dependencies Watch: Project Planning 101 http://bit.ly/3Md01E
  26. 26. Twitter: @meetdux #sptechcon #pm4sp Create the Schedule
  27. 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. 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. 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. 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. 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. 32. Twitter: @meetdux #sptechcon #pm4sp Key Steps in Project Tracking ¡  Monitoring Progress ¡  Analyzing Status ¡  Correcting the Schedule ¡  Managing Changes
  33. 33. Twitter: @meetdux #sptechcon #pm4sp Example: Tracking Progress Effectively
  34. 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. 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. 36. Thank You!
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