How to Plan, Manage and Control SharePoint Projects

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Presented at SP LIve 360
Orlando, FL
December 2012

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  • Few Questions to be answered before you start a SharePoint project :

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  • 1. How to Effectively Plan, Executeand Control SharePoint Projects Dux Raymond Sy, PMP, MVP Managing Partner, Innovative-e Level: Intermediate Video Recording: https://vimeo.com/55729180
  • 2. Objectives•  In this presentation, you will learn the essential components of delivering successful SharePoint projects•  In addition, youll learn key techniques in: –  Establishing Project Success Criteria –  Collaboratively Engineer a Solution –  Developing Relevant Project Plan –  Executing and Controlling a SharePoint Project
  • 3. Agenda•  Can’t We Just Focus on the Technology?•  Establish Success Criteria•  Collaboratively Engineer a Solution•  Develop Relevant Project Plan•  Effectively Manage the Project
  • 4. Agenda •  Can’t We Just Focus on the Technology? •  Establish Success Criteria •  Collaboratively Engineer a SolutionWhy won’t 
 •  Develop Relevant Project Planthis one fit? •  Effectively Manage the Project
  • 5. Typical 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
  • 6. Implementation Continuum Draconian IT Governed Wild Wild Control Empowerment West Chaos
  • 7. Agenda•  Can’t We Just Focus on the Technology?•  Establish Success Criteria•  Collaboratively Engineer a Solution•  Develop Relevant Project Plan•  Effectively Manage the Project
  • 8. What Does Winning Look Like?•  Why is SharePoint being implemented?•  What is the Priority? –  Time –  Cost/Budget –  Scope•  Identify Key Stakeholders –  Sponsor –  Customer –  Team
  • 9. Establish Rules of Engagement•  Project Phases –  Initiation –  Planning –  Execution –  Control –  Closing•  Roles and Responsibilities•  Project Communication•  Project Tracking
  • 10. Agenda•  Can’t We Just Focus on the Technology?•  Establish Success Criteria•  Collaboratively Engineer a Solution•  Develop Relevant Project Plan•  Effectively Manage the Project
  • 11. Executive 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
  • 12. 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
  • 13. Don’t Call it SharePoint•  Enterprise Solutions –  Corporate Intranet –  Content Management•  Point Solutions –  Employee Onboarding System for Human Resources –  Conference Room Scheduling System for Facilities –  Project Management Information System for PMs•  System Integration•  Custom Application Development
  • 14. 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
  • 15. Agenda•  Can’t We Just Focus on the Technology?•  Establish Success Criteria•  Collaboratively Engineer a Solution•  Develop Relevant Project Plan•  Effectively Manage the Project
  • 16. Define Project Goal•  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?
  • 17. Example: Project GoalThe current SharePoint 2007 intranet will be upgraded toSharePoint 2010 throughout the university in order to increaseadoption and reduce IT support requirements.The upgrade should be completed a month before Fallsemester begins.
  • 18. Identify Relevant Deliverables•  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
  • 19. Define the Work Needed SharePoint 2010 Upgrade Content Install & Governance Training Migration Configure
  • 20. What are You Estimating For? Duration Work Resourc e Attend Conference Paint This Room Install SharePoint 2010 on Single Server
  • 21. Create Schedule
  • 22. 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
  • 23. Agenda•  Can’t We Just Focus on the Technology?•  Establish Success Criteria•  Collaboratively Engineer a Solution•  Develop Relevant Project Plan•  Effectively Manage the Project
  • 24. What Do You Track?•  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? –  Schedule –  Risks –  Changes•  Tracking with percentages doesn’t mean jack squat
  • 25. Tracking Process•  Monitoring Progress•  Analyzing Status•  Correcting the Schedule•  Managing Changes
  • 26. Questions? Dux Raymond Sydux.sy@innovative-e.com
  • 27. Thank You!