SP Summit 2009: Leveraging SP for PM PPT

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SP Summit 2009: Leveraging SP for PM PPT
Montreal, QC
April 6, 2009

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  • 1. Leveraging SharePoint for Project Management Success Dux Raymond Sy, PMP Managing Partner, Innovative-e, Inc.
  • 2. 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 2
  • 3. 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 3
  • 4. 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   4
  • 5. 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 5
  • 6. Share + Point 6
  • 7. 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 7
  • 8. What if SharePoint is a Car? Car SharePoint Purpose: Purpose: What’s required? What’s required? 8
  • 9. WSS vs 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 9
  • 10. SharePoint Geek Vagen 10
  • 11. 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 11
  • 12. What’s Out There? Microsoft SharePoint   Microsoft Project Server   Clarity   Primavera   Web-based     Google Team Site   Basecamp   Zoho
  • 13. 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
  • 14. 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 14
  • 15. 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   15
  • 16. SharePoint Site Hierarchy SharePoint sites are organized in a hierarchy     Top-level site   Sub-site Top-level site Sub-sites Site Collection 16
  • 17. 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
  • 18. 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
  • 19. Workshop 1: Creating a SharePoint PMIS Please refer to the Workshop Manual
  • 20. 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
  • 21. 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 21
  • 22. PMIS Should Enable the 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  
  • 23. 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  
  • 24. Common Lists in a SharePoint PMIS Calendar   Contacts   Project task   Issue tracking   Custom Lists     Resource List   Budget
  • 25. Components of a List Lists are composed of two key sections   1. List toolbar –  New –  Actions –  Settings –  View 2. List item(s)
  • 26. List Creation 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
  • 27. Workshop 2: Creating and Populating Lists Please refer to the Workshop Manual
  • 28. 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
  • 29. Library Creation 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
  • 30. Workshop 3: Creating a Document Library Please refer to the Workshop Manual
  • 31. 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 31
  • 32. 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?
  • 33. Example: Project Kona Communication Needs Chief Executive Officer     Regular e-mail updates on project milestones and risks Chief Financial Officer     Access to project budget information   Reviews and updates any change to project finances Chief Compliance Office     Monitors project process compliance   Reviews and updates project risks Program Manager     Reviews project tasks, milestones, and risks Other Project Managers     All project managers will review and update project information from other teams to share lessons learned and satisfy continuous improvement process
  • 34. 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
  • 35. Permissions Two ways to assign site 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 Multiple permission layers     Site   List or Library   Item-level Best Practice: vast majority of users will have Contribute   permission
  • 36. Example: Project Kona Communications Plan Change Stakeholder Contacts Issues Tasks Calendar Control CEO C R R C R PMO Other PMs Finance FC = Full Control D = Design C = Contribute R = Reader
  • 37. Workshop 4: Adding Stakeholders Please refer to the Workshop Manual
  • 38. 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 38
  • 39. Collaboration 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
  • 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 Project 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. 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 45
  • 46. 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   _____________________   _____________________
  • 47. 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
  • 48. Workshop 6: Project Tracking Please refer to the Workshop Manual
  • 49. 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
  • 50. Workshop 7: Creating a Project Dashboard Please refer to the Workshop Manual
  • 51. 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 51
  • 52. The Challenge of a Major Technology Rollout Is … 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 Remember, people can change as     The change is worthwhile   It would bring great benefits primarily at a personal level then at the organizational level
  • 53. 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  
  • 54. 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
  • 55. 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 55
  • 56. 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
  • 57. Thank You! For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   LinkedIn: meetdux.com/li   Blog: meetdux.com   Twitter: twitter.com/meetdux   57