"Leveraging SharePoint for Project Management" for SPTech Conference SFO

Leveraging SharePoint For Project Management Success Dux Raymond Sy, PMP Innovative-e Hyatt Regency SFO January 27, 2009 1.30pm – 5.00pm

Activity: The Reality of Project Inefficiencies   On a sheet of paper, identify three challenges in managing project information   For example:   Multiple tools used   Cannot keep track of document versions   Cannot define access control   Swap this sheet of paper with another person   Edit their challenges   Add your challenges

Class Objectives   After completing this class, you will be able to leverage the benefits of utilizing SharePoint as a Project Management Information System (PMIS)   In addition, you will be able to   Build a SharePoint PMIS   Identify relevant PMIS components   Customize project stakeholders’ access requirements   Monitor and analyze project schedule, risks and milestones   Generate on-demand project status reports   Synchronize common project management tools

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: LinkedIn.com/in/meetdux   Blog: Meetdux.com   Twitter: @meetdux

Agenda   Why SharePoint?   Setting Up a SharePoint PMIS   Adding PMIS Components   Including Project Stakeholders to the PMIS   Supporting Team Collaboration   Project Tracking and Reporting   Adapting SharePoint to Your Project Environment   Summary

Share + Point

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”   Refers to several aspects of Web-based collaborative solutions   Windows SharePoint Services (WSS) 3.0   Microsoft Office SharePoint Server (MOSS) 2007

WSS and MOSS   WSS is the core technology of Microsoft SharePoint   If SharePoint is a car, WSS can be considered the “engine”   Provides the core technology that supports document management and team collaboration   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   Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.   Unlike WSS, MOSS is not available for free

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

What’s out there?   Microsoft SharePoint   Microsoft Project Server   Clarity   Primavera   Web-based   Google Team Site   Basecamp   Zoho

SharePoint as a PMIS   Individual projects can have a collaborative web site   Access can be limited to the project team and appropriate stakeholders   Project artifacts can be centrally stored and maintained   Project communications can be streamlined   Relatively easy to use   IT intervention is minimal   Based on familiar tools and technologies: Web, Windows, Microsoft Office

Laying the Foundation   As soon as the project gets started, a PMIS should be created   In SharePoint, the first step is to create a site

SharePoint Site Hierarchy   SharePoint sites are organized in a hierarchy   Top-level site   Sub-site Top-level site Sub-sites Site Collection

Deciding PMIS Hierarchy   With your organization, choose one of the two high-level PMIS hierarchy options:   Single site collection that includes a top-level PMO site and all project sites are sub-sites   Multiple site collections where each project site is an independent site collection

Site Creation   Two main ways of creating a SharePoint sub-site   Directly from a top-level site using a Web browser   From any Microsoft Office application   Steps to create a sub-site: 1.  Go to the Create page 2.  Select Sites and Workspaces 3.  Specify Site Creation Settings

Workshop 1: Creating a SharePoint PMIS Please refer to the Workshop Manual

Refining the PMIS   Determine if any organizational standards exist for   PMIS look and feel   Navigation   Usability   Project-specific needs   Regional settings   Site usage   Auditing needs   Regulatory compliance

PMIS Should Enable a Project Team to   Centralize project information   May include project contacts, calendar, documents, templates, forms, and checklists   Maintain history & define access privileges   Facilitate project communication and collaboration   Collaborative activities such as scheduling a meeting, jointly developing a proposal or informally brainstorming on project strategies should be supported   Automate project processes   In SharePoint, information is stored and organized in lists and libraries

SharePoint Lists   A collection of shared information items   Most of the information in a SharePoint site is organized and stored in lists   Everyone who has access to the site is able to view lists   Viewing a list is comparable to viewing information in a spreadsheet

Common Lists in a SharePoint PMIS   Calendar   Contacts   Project task   Issue tracking   Custom List

Components of a List   Lists are composed of two key sections 1. List toolbar –  New –  Actions –  Settings –  View 2. List item(s)

Creating a List   Two types of lists that can be created   Out-of-the-box list   Custom list   Steps to create a list: 1.  Go to the Create page 2.  Select the type of list to be created 3.  Specify the list settings

Workshop 2: Creating and Populating Lists Please refer to the Workshop Manual

Libraries   Files are stored and organized in libraries   Similar to storing files in folders   Provides a centralized location   Document storage   Controlled access of documents   Libraries are advanced lists   Features and functionalities in lists are mostly applicable to libraries   There are four types of libraries   In a PMIS, you would typically use a document library

Creating a Document Library   Multiple ways to create a document library   From the browser   From Microsoft Office   Steps to create a list: 1.  Go to the Create page 2.  Select Document Library 3.  Specify the list settings

Workshop 3: Creating a Document Library Please refer to the Workshop Manual

Adapting Communications Requirements   Time and effort are invested in planning project communications   Project communication plan should map to SharePoint access requirements   Information needs of stakeholders   Identify the type of information a stakeholder would need   What is the frequency?   Will they retrieve the information or should it be sent to them?   Stakeholder influence and interest defines PMIS access   How much access would a stakeholder have?

SharePoint Site Access   SharePoint sites are intended for a community of users   It is the responsibility of the site owner to define who the site members are   Typically, site membership is defined when the site is being created   Site membership also defines what the member can do   How are site members added? 1. Site members can be manually added by the site owner 2. Site access can be requested by any user

Site Permissions   Two ways to assign permissions   SharePoint Groups   Individual user permissions   Default permission levels in SharePoint include:   Full Control: has full site control   Design: can add content and customize pages   Contribute: can add content   Read: has read-only access to the site   Best Practice: vast majority of users will have Contribute permission

Workshop 4: Adding Stakeholders Please refer to the Workshop Manual

Access Level   Site   List or Library   Item Level

Information Management Challenges   Real-time   Developing or working with information among a group at the same time   Need instant communication among group members   Offline   Collaboration between varying time zones   Discussion and feedback mechanism is needed   Remote access   Making information accessible anytime anywhere

Revisiting Lists and Libraries   Apart from centrally storing documents, lists and document libraries provide several document management features   Check-out/check-in   Version history   Content approval

Workshop 5: Updating a Project Document Please refer to the Workshop Manual

Collaboration Tools   Wikis   A Web site in which users can easily edit any page   In project environments, it provides an easy way to record lessons learned   Discussion boards   Similar to online message boards on the Web   Like news groups or Web logs   Provides threaded discussion capability   Participants can reply to any message in the discussion

Example: Clarifying Requirements

Integrating Microsoft Office 2007   Outlook   Synchronize calendars and contacts   Display tasks, libraries, discussion boards   Excel   Synchronize spreadsheets to SharePoint lists

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?   Schedule   Risks / Issues   Changes   _____________________   _____________________

SharePoint Project Tracking Components   Project Task List   Define project tasks, assignments, start date, & due date   Indicate task status   Track percentage complete   Display information in a Gantt chart view   Issue Tracking List   Manage issues   Assign responsibilities   Specify progress   Identify solution

Workshop 6: Project Tracking Please refer to the Workshop Manual

SharePoint Project Reporting Tools   Custom Views   Views that are created to match user or group interest   For example, we are interested in viewing project documents that were modified by the sponsor during project initiation   Web Parts   Customizable software components that serves a particular purpose   Can be used to create project dashboards

Workshop 7: Creating a Project Dashboard Please refer to the Workshop Manual

It must be considered that there is nothing more difficult to carry out nor more doubtful of success nor more dangerous to handle than to initiate a new order of things. —Niccolò Machiavelli, Italian statesman and philosopher   The challenge in a major technology rollout is …   Remember, people can change as   The change is worthwhile   It would bring great benefits primarily at a personal level then at the organizational level

Creating and Reusing Templates   An existing SharePoint PMIS can be saved as a site template   All the lists, libraries, views, and Web Parts that were used will be stored   The content can be optionally stored as well   The site template can be used as a basis for the creation of a new PMIS

Provide User Support   Training   Books   Web-based videos   Instructor-led   Self-service help / FAQ   Checklists   Templates   How-to Guides   Feedback mechanism   Gather user ideas, suggestions, comments

Summary   You are now able to leverage the benefits of utilizing SharePoint as a Project Management Information System (PMIS)   In addition, you are now able to   Build a SharePoint PMIS   Identify relevant PMIS components   Customize project stakeholders’ access requirements   Monitor and analyze project schedule, risks and milestones   Generate on-demand project status reports   Synchronize common project management tools

Thank You! Innovative-e Keep in touch  meetdux.com

"Leveraging SharePoint for Project Management" for SPTech Conference SFO

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