How to Effectively Plan, Execute and Control SharePoint Projects

How to Effectively Plan, Execute & Control SharePoint Projects Dux Raymond Sy, PMP September 23, 2010 10:00 AM – 11:00 AM (PT) Recorded Webcast: http://www.youtube.com/watch?v=EB3Es0ZYscM

Presentation Objectives   In this presentation, you will learn the essential components of 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 Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #pm4sp

SharePoint Implementation Continuum Draconian IT Wild Wild West Empowerment Control Chaos Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #pm4sp

Key Steps to Define Project Success   Why is SharePoint being implemented?   What is the Priority?   Time   Cost/Budget   Scope   Identify Key Stakeholders   Sponsor   Customer   Team Twitter: @meetdux Hashtag: #pm4sp

Establish Rules of Engagement   Project Phases   Initiation   Planning   Execution   Control   Closing   Roles and Responsibilities   Project Communication   Project Tracking Twitter: @meetdux Hashtag: #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   Attend Oct 8, 2010 SharePoint event for executives in DC   http://ExecutiveInsightsDC.com Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #pm4sp

Example: Prioritizing SharePoint Features Twitter: @meetdux Hashtag: #pm4sp

Proper Requirements Development Watch: Best Practices in Gathering Requirements for SharePoint Projects http://bit.ly/cwdCBp Twitter: @meetdux Hashtag: #pm4sp

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? Twitter: @meetdux Hashtag: #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. Twitter: @meetdux Hashtag: #pm4sp

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 Twitter: @meetdux Hashtag: #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 Content Install & Governance Training Migration Configure Twitter: @meetdux Hashtag: #pm4sp

What Are You Estimating For? Duration Work Resource Attend O’Reilly Webcast Paint This Room Install SharePoint 2010 on Single Server Twitter: @meetdux Hashtag: #pm4sp

Create the Network Diagram   Identify task dependencies Watch: Project Planning 101 http://bit.ly/3Md01E Twitter: @meetdux Hashtag: #pm4sp

Create the Schedule Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #pm4sp

Staff Your SharePoint Project Realistically Committed Sponsor + Project Manager IT group • SharePoint developer • SharePoint infrastructure Business group specialist • SharePoint architect • SharePoint business analyst • SharePoint trainer • SharePoint designer Twitter: @meetdux Hashtag: #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 Twitter: @meetdux Hashtag: #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?   Schedule   Risks   Changes   _____________________   _____________________   Tracking with percentages doesn’t mean jack squat Twitter: @meetdux Hashtag: #pm4sp

Key Steps in Project Tracking   Monitoring Progress   Analyzing Status   Correcting the Schedule   Managing Changes Twitter: @meetdux Hashtag: #pm4sp

Example: Tracking Progress Effectively Twitter: @meetdux Hashtag: #pm4sp

Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: meetdux Don’t Miss http://ExecutiveInsightsDC.com How did you like the presentation? http://meetdux.com/feedback/ Twitter: @meetdux Hashtag: #pm4sp

Thank You!

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How to Effectively Plan, Execute and Control SharePoint Projects

by Dux Raymond

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How to Effectively Plan, Execute and Control SharePoint Projects Presentation Transcript