SharePoint 101 @ #SPSVB

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SharePoint 101 Presentation @ #SPSVB
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  • 1. SharePoint 101 Innovative-e Dux Raymond Sy, PMP
  • 2. Class Objectives   After completing this class, you will be able to leverage the benefits of utilizing SharePoint   In addition, you will be able to   Build a SharePoint Site   Identify relevant site components   Customize stakeholders site access requirements   Integrate common Microsoft Office tools   Generate on-demand dashboard with Web Parts
  • 3. 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   LinkedIn: meetdux.com/li   Blog: meetdux.com   Twitter: twitter.com/meetdux
  • 4. Agenda   Information Management Challenges   Why SharePoint?   Setting Up a SharePoint Site   Adding Site Components   Including Stakeholders to the Site   Supporting Team Collaboration and Reporting   Adapting SharePoint to Your Environment   Summary
  • 5. Information Requirements Today
  • 6. Key Challenges   _________________________________________________   _________________________________________________   _________________________________________________   _________________________________________________   _________________________________________________
  • 7. Information Management Challenge   Lack of centralized storage   Information dispersed   Can be multiple copies of the same document   Tracking and undoing changes   Merging changes from multiple users can be problematic   Defining relevant information access   Any user with a copy can edit the file   No way to track who made changes and when
  • 8. Team Collaboration Challenge   Real time   Need to ensure only one user can edit a file at a time   Need instant communication among group members   Offline   Users need to know what changes have been made to a file and when   Discussion and feedback mechanism is needed   Remote   Making information accessible anytime anywhere   Need a method of tracking changes, seeing who made changes, and rolling back to prior versions
  • 9. How Do You Do IT?   _________________________________________________   _________________________________________________   _________________________________________________   _________________________________________________   _________________________________________________
  • 10. In a Perfect World   Accessibility   Information needed can be accessible in a central location   One-stop shop   Team collaboration   Easily work with colleagues whenever, wherever, and however   Traceability   Information updates can be easily tracked   Archive of any changes made is available   An access log is available
  • 11. Agenda   Information Management Challenges   Why SharePoint?   Setting Up a SharePoint Site   Adding Site Components   Including Stakeholders to the Site   Supporting Team Collaboration and Reporting   Adapting SharePoint to Your Environment   Summary
  • 12. Share + Point
  • 13. 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
  • 14. What if SharePoint is a Car? Car SharePoint Purpose: Purpose: What’s required? What’s required?
  • 15. SharePoint Geek Vagen
  • 16. 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
  • 17. Agenda   Information Management Challenges   Why SharePoint?   Setting Up a SharePoint Site   Adding Site Components   Including Stakeholders to the Site   Supporting Team Collaboration and Reporting   Adapting SharePoint to Your Environment   Summary
  • 18. SharePoint Site Hierarchy   SharePoint sites are organized in a hierarchy   Top-level site   Sub-site Top-level site Sub-sites Site Collection
  • 19. Deciding Site Hierarchy   How would you organize sites? What is the logical taxonomy?   With your organization, choose one of the two high-level Site hierarchy options:   Single site collection that includes a top-level site and all sites are sub-sites   Multiple site collections where each site is an independent site collection
  • 20. 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
  • 21. Workshop 1: Creating a SharePoint Site Please refer to the Workshop Manual
  • 22. Refining the Site   Determine if any organizational standards exist for   Site look and feel   Navigation   Usability   Organizational specific needs   Regional settings   Site usage   Auditing needs   Regulatory compliance
  • 23. Agenda   Information Management Challenges   Why SharePoint?   Setting Up a SharePoint Site   Adding Site Components   Including Stakeholders to the Site   Supporting Team Collaboration and Reporting   Adapting SharePoint to Your Environment   Summary
  • 24. Site Should Enable a Team to   Centralize information   May include project contacts, calendar, documents, templates, forms, and checklists   Maintain history & define access privileges   Facilitate communication and collaboration   Collaborative activities such as scheduling a meeting, jointly developing a proposal or informally brainstorming on strategies should be supported   Automate processes   In SharePoint, information is stored and organized in lists and libraries
  • 25. 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
  • 26. Common Lists in a SharePoint Site   Calendar   Contacts   Project task   Issue tracking   Custom List
  • 27. Components of a List   Lists are composed of two key sections 1. List toolbar –  New –  Actions –  Settings –  View 2. List item(s)
  • 28. 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
  • 29. Workshop 2: Creating and Populating Lists Please refer to the Workshop Manual
  • 30. 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 Site, you would typically use a document library
  • 31. 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
  • 32. Workshop 3: Creating a Document Library Please refer to the Workshop Manual
  • 33. Agenda   Information Management Challenges   Why SharePoint?   Setting Up a SharePoint Site   Adding Site Components   Including Stakeholders to the Site   Supporting Team Collaboration and Reporting   Adapting SharePoint to Your Environment   Summary
  • 34. Adapting Communications 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 Site access   How much access would a stakeholder have?
  • 35. 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
  • 36. 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
  • 37. Workshop 4: Adding Stakeholders Please refer to the Workshop Manual
  • 38. Access Level   Site   List or Library   Item Level
  • 39. Agenda   Information Management Challenges   Why SharePoint?   Setting Up a SharePoint Site   Adding Site Components   Including Stakeholders to the Site   Supporting Team Collaboration and Reporting   Adapting SharePoint to Your Environment   Summary
  • 40. 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
  • 41. Workshop 5: Updating a Document Please refer to the Workshop Manual
  • 42. 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
  • 43. Example: Clarifying Requirements
  • 44. Integrating Microsoft Office 2007   Outlook   Synchronize calendars and contacts   Display tasks, libraries, discussion boards   Excel   Synchronize spreadsheets to SharePoint lists
  • 45. SharePoint 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
  • 46. Workshop 6: Project Tracking Please refer to the Workshop Manual
  • 47. SharePoint 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
  • 48. Workshop 7: Creating a Project Dashboard Please refer to the Workshop Manual
  • 49. Agenda   Information Management Challenges   Why SharePoint?   Setting Up a SharePoint Site   Adding Site Components   Including Stakeholders to the Site   Supporting Team Collaboration and Reporting   Adapting SharePoint to Your Environment   Summary
  • 50. 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
  • 51. Creating and Reusing Templates   An existing SharePoint Site 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 Site
  • 52. 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
  • 53. Agenda   Why SharePoint?   Setting Up a SharePoint Site   Adding Site Components   Including Project Stakeholders to the Site   Supporting Team Collaboration   Project Tracking and Reporting   Adapting SharePoint to Your Project Environment   Summary
  • 54. Summary   You are now able to leverage the benefits of utilizing a SharePoint site   In addition, you are able to   Build a SharePoint Site   Identify relevant site components   Customize stakeholders site access requirements   Integrate common Microsoft Office tools   Generate on-demand dashboard with Web Parts
  • 55. Thank You! Innovative-e Keep in touch  meetdux.com