How To Build A Change Control System with SharePoint

How to Build a Change Control System in SharePoint Dux Raymond Sy, PMP Hyatt Regency Cambridge June 24, 2009 10.30am – 11.45am

Have You Ever Experienced …   Customers adding scope halfway through the project?   Management cutting your project budget?   Project resources performing unplanned project tasks because the customer says so? What Do You Do?

Session Objectives   After completing this session, you will learn how to:   Leverage the benefits of a change control system   Create an automated change request process utilizing the Three-State Workflow   Develop a sophisticated Change Control System with custom workflows in SharePoint Designer without coding

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

Agenda   What is a Change Control System?   SharePoint Workflows   Utilizing the Three-State Workflow   Custom Workflows in SharePoint Designer   Summary

Controlling Change   Change control is a set of procedures that defines how changes would be addressed in a project   Tracking change involves   The number of requests   The person or group requesting the change   What needs to be changed   Impact of the changed   Approval or rejection The change-control procedure must force management to assess the total impact of a change and agree to the cost before ordering it to be implemented.

Change Control Process Proposed change Inform Do now Log details originator Impact analysis and Schedule priority Yes Management Log Gather info decision No Log and Later schedule review

Human Workflows   Businesses depend on processes   Automating interactions among the people who participate in a process can improve how that process functions, increasing its efficiency and lowering its error rate.   Examples of project workflows  Expense Reimbursement  Change Control  Regulatory Compliance  __________________________  __________________________

SharePoint Workflows   Supports the automation of human workflow   Enables collaboration by automating the movement of document or list items through a specific sequence of actions   Based on Windows Workflow Foundation   WSS includes a predefined Three-State workflow   MOSS provides other workflows   SharePoint Designer and Visual Studio .NET can be used to create custom workflows

Enabling Three-State Workflow   Can be applied to any list or document library   The issue tracking list template has the three-state workflow enabled   For other lists, workflow settings can be updated by going to the list settings   Requires a list to use a choice column with three or more values   Serves as the state the workflow tracks

Implementing Three-State Workflow   Three-state workflow can be applied to any list or document library   It requires at the most three states to enable the workflow   For example: Initiate, Review, Approve   Steps to implement a Three-state workflow: 1.  Go to a specific list or library 2.  Define Workflow Settings 3.  Test the workflow

A Simple Change Request System 1. Enter Change Request 3. Task assigned to review the change request and make a decision Decision Submitted In Review Made 2. Task assigned to confirm the change request has been received

Interactive Demonstration Building a Change Control System with Three-State Workflow

Three State Workflow: Realistic?   Out of the Box SharePoint Workflows are generic   Almost always doesn’t support specific organizational processes   Custom workflows can be developed   SharePoint Designer   No Programming required   Visual Studio .NET   Programming is required

SharePoint Designer   Creates and customizes SharePoint sites   Provides professional tools for building interactive SharePoint solutions without writing code   Key features   Customize the look and feel of a SharePoint site   Incorporate data from a wide variety of industry standard data sources   Build custom workflow with built in Workflow Designer

SharePoint Designer

Workflow Designer   Used to build custom workflows visually

Steps in Developing a Custom Workflow 1.  Specify the list or library where the workflow will be assigned to 2.  Define the condition 3.  Specify the action 4.  Add more conditions and actions as necessary 5.  Add further steps as necessary

Interactive Demonstration Building a Change Control System with SharePoint Designer

Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux

Summary   You are now able to:   Leverage the benefits of a change control system   Create an automated change request process utilizing the Three-State Workflow   Develop a sophisticated Change Control System with custom workflows in SharePoint Designer without coding

Thank You!

How To Build A Change Control System with SharePoint

by Dux Raymond on Jun 28, 2009

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