Table of Contents
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
1. Project Kickoff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
What Is a PMIS? 4
Deciding to Use a PMIS 4
What Is SharePoint? 5
Other Options 8
Our Case Study: SharePoint Dojo, Inc. 8
Best Practices Checklist 9
2. Setting Up the PMIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
How Will You Organize Your PMIS? 12
Using Site Templates 14
Creating a SharePoint 2010 Site 14
Workshop 2.1: Establishing the SharePoint 2010 PMIS Foundation 15
Part 1: Creating the PMIS 16
Part 2: Customizing the Site Theme 17
Part 3: Adding an Announcement List 18
Part 4: Displaying Announcements on the Home Page 20
Workshop 2.1 Debriefing 22
Customizing the PMIS 22
Workshop 2.2: Updating Your Site’s Regional Settings 25
Workshop 2.2 Debriefing 25
Best Practices Checklist 26
3. Adding PMIS Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using SharePoint Lists 28
Creating SharePoint Lists 34
Workshop 3.1: Creating and Populating Lists 35
Part 1: Creating and Populating a Calendar List 36
Part 2: Creating and Populating a Contacts List 38
Part 3: Creating a Risks List 40
Part 4: Creating a Project Tasks List 41
Part 5: Creating and Populating a Custom Resource List 41
Part 6: Displaying the New Lists on the Home Page 46
Workshop 3.1 Debriefing 48
Using Libraries 49
Creating a Document Library (a How-To) 52
Populating a Document Library 55
Workshop 3.2: Creating and Populating a Document Library 55
Part 1: Creating a Document Library 55
Part 2: Populating a Document Library 57
Workshop 3.2 Debriefing 60
Organizing Project Information 60
Best Practices Checklist 61
4. Adding Stakeholders to the PMIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Project Communications Plan 64
Site Access in SharePoint 65
Creating SharePoint Groups 65
Adding Site Members 66
Enabling the Access Request Feature 69
Customizing Permissions 70
Workshop 4.1: Adding Site Members 73
Part 1: Adding Site Members 74
Part 2: Customizing List Permissions 75
Workshop 4.1 Debriefing 77
Best Practices Checklist 79
5. Supporting Team Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Enabling Document Management Solutions 82
Overview of Check-Out/Check-In 83
Overview of Version History 85
Overview of Content Approval 87
Workshop 5.1: Updating a Project Document 89
Part 1: Requiring Check-Out 89
Part 2: Checking Out and Editing a Document from the Document
Part 3: Viewing All the Changes Made to the Document 93
Workshop 5.1 Debriefing 96
iv | Table of Contents
Facilitating Team Collaboration 96
Discussion Boards 98
Document Workspaces 99
Creating a Document Workspace 100
Best Practices Checklist 102
6. Project Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Tracking Project Tasks 104
Tracking Risks 107
Workshop 6.1: Updating the Schedule and Tracking Risks 110
Part 1: Updating the Project Tasks List 110
Part 2: Populating and Updating the Project Tasks List 112
Part 3: Documenting Risks 115
Workshop 6.1 Debriefing 119
Controlling Changes with Workflow 119
Workshop 6.2: Creating a Change Control System with
Three-State Workflow 122
Part 1: Creating a Custom List 123
Part 2: Customizing the Three-State Workflow 124
Part 3: Testing the Workflow 130
Workshop 6.2 Debriefing 135
Best Practices Checklist 135
7. Project Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Custom Views 137
Workshop 7.1: Creating a Custom View 141
Workshop 7.1 Debriefing 145
Using Web Parts for Interactive Reporting 145
Workshop 7.2: Maximizing Project Reporting with Web Parts 150
Part 1: Updating Web Parts on Your PMIS Home Page 150
Part 2: Creating a Project Dashboard 153
Part 3: Finalizing the Dashboard 160
Workshop 7.2 Debriefing 163
Subscribing to Alerts 163
Using Meeting Workspaces 166
Workshop 7.3: Creating a Meeting Workspace 169
Workshop 7.3 Debriefing 171
Best Practices Checklist 172
Table of Contents | v
8. Integrating PM Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Integrating Microsoft Project into SharePoint 174
Workshop 8.1: Using Microsoft Project 176
Workshop 8.1 Debriefing 178
Using Microsoft Excel and SharePoint 178
Creating a Custom List from an Existing Excel Spreadsheet 179
Exporting an Excel Spreadsheet to SharePoint As a Custom List 180
Synchronizing Excel Tables with a SharePoint List 182
Workshop 8.2: Synchronizing Excel with SharePoint 185
Part 1: Creating an Excel Table 185
Part 2: Synchronizing the SharePoint List with Excel 188
Workshop 8.2 Debriefing 189
Best Practices Checklist 189
9. Project Closing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Overview of Creating a PMIS Template 192
Overview of Archiving the PMIS 194
Workshop 9.1: Creating a PMIS Site Template 195
Workshop 9.1 Debriefing 198
Ensuring Stakeholder Buy-In 198
2. Provide User Support in Learning and Utilizing SharePoint 199
3. Measure and Broadcast Success 199
4. Gather Feedback 200
Best Practices Checklist 201
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
vi | Table of Contents
Ang hindi marunong lumingon sa pinangalingan
ay hindi makakarating sa paroroonan.
(He who does not know how to look back at where
he came from will never get to his destination.)
—Dr. José P. Rizal, Philippine national hero
Do you find yourself asking for more time whenever you work on a project? Do you
ever get the extra time you asked for? Well, if you’re like me, you rarely get the extra
time you need from your customers. This got me thinking about how I can buy more
time for my projects.
I decided to find out if I could gain more time by reducing inefficiencies within the
project team (which also includes myself). In a recent project, I monitored and analyzed
a few individuals for a week and was amazed at what I discovered.
During an average eight-hour workday, each individual spent about 45 minutes looking
for information. For example, when asked by a client to retrieve a specific status report,
the project coordinator had to look for it on the network share, in her email inbox, in
the project folder of her computer, and she even had to call up another colleague to
help her find it. This typical mode of searching took up time that could have been spent
on something more productive. In addition, project resources were unproductive due
to poor document management practices, inefficient project communication stand-
ards, and ineffective project collaboration tools. According to a May 31, 2007, New
York Times article, “Time Wasted? Perhaps It’s Well Spent” (http://www.nytimes.com/
2007/05/31/fashion/31work.html), a Microsoft study found that American workers, on
average, spend 45 hours a week at work, with 16 of these hours described as
Although 45 minutes may not sound like a lot, when you look at the bigger picture, it
essentially means that a team of 20 people wastes 900 minutes a day. In a three-month
project, that is 54,000 minutes, or roughly 38 personal days—more than one-third of
Other than time, how much does this cost the project and the organization? Well,
depending on who you’re considering, 45 minutes might cost $50 for a project coor-
dinator or $250 for a technical contractor, each day.
Bottom line: time and money are not well spent. What if my team could regain just 20
of those 45 minutes wasted each day?
With SharePoint, we achieved this and more. Apart from increasing productivity, we
were able to:
• Automate status reporting for stakeholders
• Use collaboration to generate real-time project lessons learned that were easily
accessible by a globally dispersed team
• Synchronize standard project information such as calendars, contacts, and
• Document and track project risks and issues
• Maintain a quality log
• Integrate existing project management tools such as email, Microsoft Word, Excel,
and Project into SharePoint
• Create and manage a change control system
For me, the best part of using SharePoint was that once the IT/IS department performed
the installation and initial configuration, I didn’t have to burden anybody to set up and
further configure this unique Project Management Information System (PMIS)—I did
it all myself. In addition, I was still able to better use existing tools like Microsoft Office
along with SharePoint.
That’s what this book is all about. By clearly mapping the relationships between project
management processes and project stakeholders, and by leveraging tools like Share-
Point, you will learn how to apply common and practical project management techni-
ques using SharePoint. More importantly, with this book you will quickly master
SharePoint so you can build a PMIS that can help you efficiently coordinate commu-
nication and collaboration throughout your project team.
Who Should Read This Book
This book will be most valuable to individuals working on projects who want to adapt
SharePoint for project management, including:
By managing a project officially or unofficially, project managers are involved from
the project’s inception to its closure. Their responsibilities include project plan-
ning, executing, monitoring, controlling, and closing. In addition, they lead a
project team and are the project liaison with key stakeholders.
viii | Preface
Project team members
Members of the team work in a project environment that requires participating in
collaborative activities, such as project planning, status updates, risk monitoring,
tracking, requesting changes, and maintaining critical project information.
Program managers seek a standard, consistent, and best-practices approach to im-
plementing a PMIS across projects in the organization.
Directors want to learn how SharePoint can meet the needs of project managers in
SharePoint consultants can help you to leverage your SharePoint technical skills
by offering a focused approach in implementing SharePoint as a PMIS.
What You Need to Best Use This Book
To maximize the benefits of this book, familiarity with basic project management con-
cepts and terminologies is assumed. This book is intended for individuals with a project
management background who are interested in leveraging SharePoint on their projects.
Furthermore, it is ideal that you have an existing SharePoint environment (SharePoint
Foundation or SharePoint Server) where you can practice and apply the techniques that
you will learn. If you are not sure about this, ask your IT/IS department these two
• Am I a member of an existing SharePoint site?
• Am I allowed to create SharePoint subsites?
If the answer to both questions is yes, you are in good shape. If the answer to either or
both questions is no, I suggest you ask for appropriate SharePoint access or rely on
external SharePoint hosting vendors such as Office 365.
Even better, you can leverage a fully functioning SharePoint environment, designed for
this book from Cloudshare, that you can use FREE for 14 days. Visit http://innovative
-e.com/sp4pmlab for more details.
Finally, apart from having a SharePoint environment to work in, your computer must
be running Windows (XP or above versions), and it must have Internet Explorer 8 and
Microsoft Office installed. Certain sections of this book showcase the integration of
using Microsoft Office 2010.
Preface | ix
My Assumptions in Writing This Book
My assumptions are that you:
Have some sort of project management experience
You have managed projects formally or informally and are familiar with funda-
mental project management concepts and practices.
Are new to SharePoint
You may have heard of SharePoint or have been told to use SharePoint to manage
in applying SharePoint for project management.
Are using SharePoint for project management purposes
This book is focused on helping you leverage SharePoint for project management,
regardless of what industry you are in. The concepts and techniques in this book
If you are interested in using SharePoint to deploy a corporate portal, create an
ecommerce website, or develop a proprietary SharePoint application, this is not
the book for you.
Are not interested in the nitty-gritty technical details of SharePoint
I am not inclined to write yet another technical book about SharePoint. Though I
am a certified SharePoint geek, there are tons of other books available that do a
great job of discussing advanced technical topics. The level of technical detail I will
cover is just enough for you to get your PMIS up and running.
Are comfortable using Microsoft Windows, Microsoft Office, and a web browser
The technical background required to fully utilize SharePoint is minimal. As long
as you are familiar with basic computing concepts—such as creating and saving
documents, copying files, logging in and logging out, using passwords, surfing the
Web, clicking on links on a web page, downloading and uploading, and distin-
guishing files versus folders—you are in good shape.
Are willing to change and try something new
Remember, to benefit from this book, you have to consciously decide that how
you manage project information, facilitate team collaboration, and enable project
communication must change for the better.
• Project Management Institute (http://www.pmi.org)
• PRINCE2 (http://www.prince2.com/)
• Max Wideman’s Project Management Wisdom (http://www.maxwideman.com)
• All the Top SharePoint News (http://sharepoint.alltop.com)
x | Preface
• Microsoft Project for the Masses: FREE Resource Management Solution (http://
• Making Things Happen: Mastering Project Management by Scott Berkun (O’Reilly,
• Applied Project Management: Best Practices on Implementation by Harold Kerzner
• Microsoft SharePoint 2010 Plain & Simple by Jonathan Lightfoot and Chris Beckett
(Microsoft Press, 2010)
Contents of This Book
This book includes hands-on workshops, which will help you leverage a SharePoint
PMIS just as you would in a typical project environment. And using each chapter’s
detailed, step-by-step logical processes, you will integrate project management best
practices and standards to fully reap the benefits of a SharePoint PMIS.
Chapter 1, Project Kickoff
Chapter 2, Setting Up the PMIS
Chapter 3, Adding PMIS Components
Chapter 4, Adding Stakeholders to the PMIS
Chapter 5, Supporting Team Collaboration
Chapter 6, Project Tracking
Chapter 7, Project Reporting
Chapter 8, Integrating PM Tools
Chapter 9, Project Closing
Conventions Used in This Book
The following typographical conventions are used in this book:
Indicates new terms, URLs, email addresses, folder names, filenames, and file
Used for program listings, as well as within paragraphs to refer to program elements
such as variable or function names, databases, data types, environment variables,
statements, and keywords.
Constant width bold
Shows commands or other text that should be typed literally by the user.
Preface | xi
Constant width italic
Shows text that should be replaced with user-supplied values or by values deter-
mined by context.
This icon signifies a tip, suggestion, or general note.
This icon indicates a warning or caution.
Using Code Examples
This book is here to help you get your job done. In general, you may use the code in
this book in your programs and documentation. You do not need to contact us for
permission unless you’re reproducing a significant portion of the code. For example,
writing a program that uses several chunks of code from this book does not require
permission. Selling or distributing a CD-ROM of examples from O’Reilly books does
require permission. Answering a question by citing this book and quoting example
code does not require permission. Incorporating a significant amount of example code
from this book into your product’s documentation does require permission.
We appreciate, but do not require, attribution. An attribution usually includes the title,
author, publisher, and ISBN. For example: “SharePoint 2010 for Project Manage-
ment, Second Edition, by Dux Raymond Sy (O’Reilly). Copyright 2012 Innovative-e,
If you feel your use of code examples falls outside fair use or the permission given above,
feel free to contact us at email@example.com.
Safari® Books Online
Safari Books Online is an on-demand digital library that lets you easily
search over 7,500 technology and creative reference books and videos to
find the answers you need quickly.
Read books on your cell phone and mobile devices. Access new titles before they are
available for print, and get exclusive access to manuscripts in development and post
feedback for the authors. Copy and paste code samples, organize your favorites, down-
load chapters, bookmark key sections, create notes, print out pages, and benefit from
tons of other time-saving features.
xii | Preface
O’Reilly Media has uploaded this book to the Safari Books Online service. To have full
digital access to this book and others on similar topics from O’Reilly and other pub-
lishers, sign up for free at http://my.safaribooksonline.com.
How to Contact Us
Please address comments and questions concerning this book to the publisher:
O’Reilly Media, Inc.
1005 Gravenstein Highway North
Sebastopol, CA 95472
800-998-9938 (in the United States or Canada)
707-829-0515 (international or local)
We have a web page for this book, where we list errata, examples, and any additional
information. You can access this page at:
To comment or ask technical questions about this book, send email to:
For more information about our books, courses, conferences, and news, see our website
Find us on Facebook: http://facebook.com/oreilly
Follow us on Twitter: http://twitter.com/oreillymedia
Watch us on YouTube: http://www.youtube.com/oreillymedia
It’s been an amazing ride since the first edition of SharePoint for Project Management
was published. SharePoint has exploded in the enterprise; in a recent report from AIIM,
project management is the top use of SharePoint today (http://www.aiim.org/Research/
With this second edition, I would like to thank the following for their unwavering
support, trust, and patience:
• The Lord God for the awesome plan He has for me, as promised in Jeremiah 29:11
• My wonderful wife, Ramona, and amazing children, Johannes and Danika, for
making all this worthwhile
• Team Innovative-e for all the help and insights
• The O’Reilly Media crew for being top-notch as always
Preface | xiii
• The global SharePoint community for the kindness and hospitality you’ve shown
• My good friend Dave Murphy for jumping in at the last minute to review
Off You Go
The last thing I want is for you to think of SharePoint as a burden or a necessary evil,
simply because your boss is making you use it for your projects.
My hope is that, after reading this book, you will be able to use SharePoint to effectively
manage your projects, make them less complicated, and make your team more efficient.
Should you have any questions, comments, and/or feedback, feel free to visit http://
www.spforpm.com or contact me at firstname.lastname@example.org.
xiv | Preface
It must be considered that there is nothing more difficult
to carry out nor more doubtful of success nor more dan-
gerous to handle than to initiate a new order of things.
—Niccolò Machiavelli, Italian philosopher
As most of you would agree, the definition of a project varies greatly—it can be building
the next space shuttle, upgrading the production line of your manufacturing facility,
or just creating a new website for a customer. One common factor that holds true across
these varying project types is that all of them involve multiple people interacting with
a wide array of project information.
This information can include templates, emails, schedules, proposals, forms, budgets,
contact information, status reports, regulatory compliance, and even ad hoc docu-
ments. In spite of our best attempts to effectively manage project information, we all
seem to fall short at times. We rely on inconsistent and inefficient tools that are typically
a combination of three things:
If project information is stored in an individual’s personal computer, email, or
portable storage device, can important information—such as a project schedule—
be made available to relevant stakeholders in a timely manner? If the computer or
portable storage device breaks down, how is the information restored?
If you are using central storage through a file-sharing network or web-based envi-
ronment, how do you prevent files from being overwritten? What are the standards
for maintaining versions? Can you easily define who can access what information?
Mixed bag of project management tools
Some common tools used in project environments are Microsoft Word, Microsoft
Excel, and possibly Microsoft Project. In certain cases, complex enterprise tools
such as Microsoft Project Server and Primavera are also made available.
Checklist: Essential Project Management Activities
When I formally started managing projects more than 15 years ago, I had the wrong
impression that the very first step to take was to fire up a scheduling tool (such as
Microsoft Project) and start cranking out the project tasks, defining the task duration,
and establishing the task dependencies. It never really worked out well for me. Only
later did I realize that there are other crucial steps I failed to do.
Here’s my essential list of project management activities that every project manager
should be doing throughout the life of a project:
• Create guidelines for how your projects will be initiated
• Run a kickoff meeting to define project objectives
• Identify your stakeholders
• Identify project information taxonomy
• Plan your projects with your team, including creating the work breakdown struc-
ture (WBS), creating the network diagram, identifying the critical path, and opti-
mizing the project schedule
• Define the probability and impact of project risks
• Create a change control process for scope changes
• Define quantifiable project-tracking processes
• Facilitate a lessons-learned meeting
To improve these inefficiencies, three things are necessary:
Apply a standard set of project management processes from the start of the project until
While I won’t go into detailed discussions on project management concepts and
theories, I will say that to make SharePoint work to your advantage, you have to
employ sound project management techniques and practices.
If you don’t have one, the best way to develop a project management methodology
is to review best practices from the Project Management Institute’s (PMI) Project
Management Body of Knowledge (PMBOK) Guide and the Projects in Controlled
Environments (PRINCE2) road map.
Consider this example: I have no cooking experience, so if I were to compete in a
cooking contest against the best chef in the world (à la Iron Chef), I would definitely
lose. This is because even if, by chance, I cooked really well, there’s no method to
my madness—I dislike reading recipe books, so it’s hit or miss. I am certain that a
veteran chef would have proven processes in place, from how to chop the vegeta-
bles to how long okra should simmer. Not only do veteran chefs document these
steps, they also constantly tweak their processes for improvement. Guess what?
The same thing applies to project management.
2 | Chapter 1: Project Kickoff
Use a Project Management Information System (PMIS) to support your project manage-
As any experienced project manager would validate, having an easy-to-use,
accessible, reliable, and scalable collaborative platform can contribute greatly to a
project’s success. That’s the crux of what you will learn in this book: using Share-
Point as your PMIS.
Educate and update your project team with project management best practices
Having an incremental approach to continuous process improvement will enable
the project team to make better use of the PMIS.
Dux Quax: Is It Changeworthy?
Listen, before you go gung-ho and start implementing formalized project management
processes in your organization, slow down, my good friend. I guarantee that it won’t
work if you change the rules overnight. People, by nature, are averse to change (as you
might already know). As the old adage goes, “If it ain’t broke, don’t fix it.”
So, what should you do? How can you convince your team that it’s necessary to im-
plement project management processes? Taking baby steps is key:
Make the case that having sound project management processes will greatly improve how
projects are run in the organization
A good exercise is to examine a previous project that didn’t turn out too well—it
might have been delayed or gone over budget. Assess whether you had sound
planning processes. Could you have done a better job defining the work and draw-
ing up a more realistic schedule and budget?
Implement new processes one at a time
Initially, focus on the planning aspects of project management. Perhaps come up
with a standard on defining project goals, identifying stakeholders, prioritizing
requirements, generating work breakdown, assigning work, developing a project
schedule, and documenting a risk management plan.
Involve the team
Allow the team to provide feedback on the processes that will be implemented.
Ask if they’re relevant. If not, how can they be improved? Is there anything missing?
What kind of support is necessary to ensure that these processes are adopted?
Remember, people can change as long as they perceive it as worthwhile. They are more
likely to make changes that will bring about benefits at a personal level than at the
To get you started in developing your project management process, go to http://www
.spforpm.com for a step-by-step guide, complete with supporting templates, docu-
ments, and references.
Project Kickoff | 3
What Is a PMIS?
As defined by the Project Management Institute (PMI; see http://www.pmi.org), a
Project Management Information System (PMIS) is a standardized set of automated
project management tools available within an organization and integrated into a sys-
tem. Although the PMI does not specify which tools or technologies to use as a PMIS,
SharePoint can be customized as one.
Checklist: Essential PMIS Capabilities
needs of a project environment. Here is a list of essential PMIS capabilities:
• Supports the generation of a project charter, schedule, and budget
• Facilitates communication and feedback
• Monitors project activities
• Controls project changes
• Analyzes and forecasts project performance
• Disseminates project status to relevant stakeholders
• Provides real-time information essential for initiating, planning, executing, con-
trolling, and closing a project
Deciding to Use a PMIS
No matter how small or large a project is, being able to efficiently manage project
information whenever, wherever, and however can greatly contribute to project suc-
cess. A key requirement for making this possible is leveraging a PMIS.
Here are five telltale signs that you need to begin using a PMIS:
No standardized system for integrating project goals
Project schedule, cost, and quality objectives are individual silos. For example,
financial information in Excel is not automatically recalculated anytime the project
schedule is adjusted using scheduling tools such as Microsoft Project. Making
manual updates takes time away from other project activities.
Inefficient document management
Project documents are not stored in a central location. Tracking, undoing changes,
and the ability to roll back to prior versions are limited. Additionally, varying levels
of access permissions are unavailable. IT/IS can only do so much in supporting
information access requirements.
Lack of appropriate tools to facilitate team collaboration
Project information is not accessible anytime, anywhere. In addition, the team is
incapable of developing or working with information at the same time.
4 | Chapter 1: Project Kickoff
Inability to report accurate and timely status of the project
Project status information is available only when the project manager makes it
available. How do you deal with project sponsors who want to view real-time
project status data?
Not achieving organizational strategic goals
Lacking a standardized tool to facilitate consistent project management processes
throughout an organization can limit the ability to effectively support strategic
As a project manager, these five issues can more than justify the need for any organi-
zation to invest in a reliable, effective, customizable, and easy-to-implement PMIS.
Today, multiple PMIS solutions are available. However, in addition to being costly,
they can require specialized skills to implement, customize, and maintain. That’s why
a lot of these initiatives have achieved only limited adoption. This is how SharePoint
sets itself apart.
What Is SharePoint?
How do people describe SharePoint? In my experience, the definition always gets lost
somewhere between collaboration and document management. Here’s a concise and
straightforward description of SharePoint:
SharePoint allows individuals in an organization to easily create and manage their own
It sounds simple, but let me dissect what it truly means:
Does this word specify that SharePoint users have to be technically savvy? No. In
fact, as long as users have familiarity with Windows, Microsoft Office, and surfing
the Web, they will be in good shape.
This term implies that SharePoint can be used by a limited number of people be-
and privileges within the group. As a result, you don’t have to rely on the IT/ IS
department to set up permissions in SharePoint—you are empowered to define
and manage access to specific information. You will learn more about permissions
in Chapter 4.
Instead of contacting IT/IS, any individual can create, customize, and manage this
collaborative tool. Although IT/IS will not be totally out of the picture, SharePoint
empowers users to develop a customized automated solution that can appropri-
ately support their needs in a timely manner.
What Is SharePoint? | 5
The intent of SharePoint is to support collaborative activities (formal or informal)
in which groups engage.
SharePoint has been around since 2001. It has evolved from a simple website manage-
ment tool to an empowering collaboration platform that integrates seamlessly with the
Web, Microsoft Windows, and Microsoft Office. Since it is a foundational Microsoft
technology, various organizations—including government institutions, airlines, banks,
construction companies, and retail industries—have benefited from its tools and fea-
SharePoint does not refer to a specific product or technology. Using the phrase “Mi-
crosoft SharePoint” is like using the phrase “Microsoft Office.” It refers to several as-
pects of collaborative solutions. The key components are SharePoint Foundation
(SF) and SharePoint Server (SS).
To distinguish SF and SS, an analogy that I often use is to compare SharePoint to a car.
What’s the main purpose of a car? To take you from point A to point B, agreed? Which
component of a car is required to do this? The engine, of course.
The main purpose of SharePoint is to empower users with document management and
team collaboration tools. SF fulfills this purpose. It is the core “engine” of SharePoint.
Without SF, there is no SharePoint. SF (shown in Figure 1-1) is available with Windows
2008 Server or later.
Figure 1-1. A SharePoint site using a SF site template
SS provides extended capabilities to SF. Going back to the car analogy, we can equip
our vehicles with accessories such as GPS, a DVD system, voice command, etc. How-
ever, these extended features are not required to run a car (taking us from point A to
point B). If these accessories are not installed, the car will still work. It’s just that having
a GPS might enable us to reach our destination faster without getting lost. SS extended
6 | Chapter 1: Project Kickoff
features include Enterprise Search, Personalization, Enterprise Content Management,
etc. Unlike SF, SS (shown in Figure 1-2) has separate licensing. Licensing can vary and
website at http://www.microsoft.com/sharepoint.
Figure 1-2. A SharePoint site using SS features
Since SharePoint can be considered a platform for improving document management
and collaboration, it can be adopted as a tool to assist most project environments.
In this book, I will show you how to build a SharePoint PMIS primarily using SF. This
means that the techniques you will learn can be applied regardless of whether you have
SF or SS in your organization.
Dux Quax: Is SharePoint the Only Game in Town?
Don’t get me wrong here. There are a lot of other great products that can be used as a
PMIS. There are full-featured enterprise-level products, such as Microsoft Project
Server, Clarity, and Primavera; and even open source, web-based products, such as
Google Apps and Basecamp.
The challenge with rolling out complex enterprise PMIS toolsets is that it assumes your
organization already has a certain level of project management maturity. By “maturity”
I mean that you have a Project Management Office (PMO) in place; project processes
are being applied, embraced, and continuously improved upon by all project teams;
and project artifacts such as plans, reports, templates, and communication mechanisms
are well defined and structured. The reason for such a stringent requirement is that
these tools must be customized to adapt the processes you currently have in place. A
lot of clients I have worked with assumed that implementing such comprehensive tools
would make projects run better overnight. Yeah, right. Without sound processes in
place, a complex tool is quite a beast to leverage.
What Is SharePoint? | 7
As depicted in Figure 1-3, project management maturity should have the people, pro-
cess, and technology in lockstep.
Figure 1-3. Project management maturity
How about free, web-based, open source products such as Google Sites, Dux? Well,
they can serve as a relatively good PMIS to a certain extent. My issue with these tools
is their lack of integration with existing project management tools that I use. The last
thing I want to do is enter the same set of information 10 times in 10 different places.
So, how is SharePoint different? If you are coming from an environment where you
don’t really have an established project management process and are mostly using Mi-
crosoft Word, Excel, Outlook, and maybe Microsoft Project to manage your projects,
using SharePoint is taking a baby step ahead. Remember that people are often averse
to change. Well, stepping up to SharePoint is not as drastic a change as learning how
to use other, more complex PMIS tools.
Also, I really like the integration between SharePoint and the Microsoft Office products
that I use day in and day out. For example, I can enter project schedule information in
my Outlook calendar and it will show up in SharePoint, and vice versa. Additionally,
an Excel spreadsheet can synchronize milestone tracking with SharePoint, so if my team
leads enter milestone completion dates in SharePoint, those dates show up in the Excel
spreadsheet sitting on my computer. Isn’t that amazing? See “Using Microsoft Excel
and SharePoint” on page 178 in Chapter 8 for more on this.
Our Case Study: SharePoint Dojo, Inc.
To better reinforce what you will learn, you will practice key concepts and techniques
by managing a project for SharePoint Dojo, Inc., a fictional company that we will use
throughout this book.
SharePoint Dojo is a premier martial arts training facility with more than 200 studios
in North America. Established in 1976, it has trained 700,000 students and produced
many world-class athletes.
8 | Chapter 1: Project Kickoff
As history has proven, SharePoint Dojo provides first-rate instruction in the art of tae
kwon do, led by a staff of certified masters who have at least eight years of teaching
experience and who have competed in international events. In 2008, the company was
cited as one of the fastest-growing businesses in the United States.
To continue its explosive growth, SharePoint Dojo is expanding internationally, open-
ing company-owned martial arts training studios in major cities. Multiple project teams
have been assembled, and each team will be responsible for managing the opening of
each respective studio.
As the project manager, you will be personally responsible for integrating SharePoint
Dojo into the local culture and community of the city to which you have been assigned.
The challenges will be significant. You will be required to select the site and furbish the
studio, comply with local laws and regulations, set up distribution and logistics, de-
and processes, identify which programs will sell the best in your region, and highlight
local opportunities. You will have to handle local contractors, employ staff locally, and
carry out local marketing and advertising. The whole time you will have to stay focused
on the SharePoint Dojo brand and the SharePoint Dojo experience—this is more than
a series of local initiatives to make some money; it is about global expansion.
As identified by senior management, there are two areas that are crucial to your overall
success. The first is having correct project governance in place. It is critical that existing
project management standards and processes be followed. Second, a PMIS must be
established for each project team, enabling all the teams to share and collaborate on
detailed project information, risks, and lessons learned in real time.
To accomplish all of these goals, SharePoint Dojo has adopted PMI standards for
project governance and implemented a PMIS using Microsoft SharePoint. You will need
to set up your own SharePoint PMIS for your project.
Best Practices Checklist
• Establish or be familiar with your project management processes.
• Establish a PMIS for your project.
• Centralize project documents.
• Streamline project communication.
• Become familiar with your SharePoint environment.
• Successful projects result from sound project management practices, standards,
• You can increase project productivity by decreasing project inefficiencies.
Summary | 9
• SharePoint’s main purpose is to improve how we manage information and facilitate
collaboration. It can be used as a PMIS.
• SharePoint can empower project managers because it is easier to learn, has better
integration with existing project management tools, and requires less assistance
from the IT/IS department than many other PMIS solutions.
10 | Chapter 1: Project Kickoff
Setting Up the PMIS
Tell me and I’ll forget; show me and I may remember;
involve me and I’ll understand.
The first step in taking advantage of SharePoint 2010 in a PMIS is to familiarize yourself
with the structure of SharePoint 2010 sites. SharePoint 2010 sites are collaborative
websites that are organized in a hierarchy. They are composed of top-level sites and
subsites, as shown in Figure 2-1.
Figure 2-1. SharePoint site hierarchy
A top-level site is created upon installation of SharePoint 2010 (SharePoint Foundation
2010 or SharePoint Server 2010). It will never have a parent or higher-level site, and it
may or may not have child sites or subsites. It is sometimes referred to as a root web-
site. By default, additional top-level sites can only be created by the SharePoint 2010
administrator—essentially, the IT/IS folks responsible for SharePoint 2010—or anyone
else given the permission to do so. (SharePoint 2010 permissions are discussed in more
detail in Chapter 4.) Subsites are sites that are created beneath an existing SharePoint
site. They will always have a parent site and may or may not have their own subsites.
A site collection is an aggregation of a top-level site and its subsites. Site collections are
independent of one another. A top-level site without subsites can also be considered a
site collection. So, in short, a top-level site is synonymous with a site collection.
A PMIS can be created as a top-level site or a subsite. Keep in mind that, by definition,
projects are temporary—they have a start date and an end date. This means that a
SharePoint PMIS is a temporary site, unlike other SharePoint sites created for perma-
nent purposes, such as departmental sites, product sites, customer support sites, etc.
You have to think about what will happen to the PMIS once the project is completed.
SharePoint 2010 does not automatically remove inactive sites.
How Will You Organize Your PMIS?
Organizations typically have more than one project utilizing SharePoint as a PMIS. It
is critical that you plan and assess how these project-focused sites will be organized
and structured for your environment.
Involve key decision-makers from IT/IS and your Project Management Office (PMO),
if you have one, when choosing one of the three high-level PMIS hierarchy options:
Includes a top-level PMO site. All project sites are subsites (Figure 2-2).
Each PMIS is a top-level site (Figure 2-3).
Multiple-site collections created for a specific department, business unit, product line, etc.
The PMIS is created as a group of subsites within these top-level sites (Figure 2-4).
Figure 2-2. Single-site collection
Figure 2-3. Multiple-site collections
12 | Chapter 2: Setting Up the PMIS
Figure 2-4. PMIS created as subsites
Your decision should be based upon the following three organizational criteria:
IT/IS involvement in creating a site that spans the three collections
If each PMIS is a top-level site, IT/IS will likely be responsible for creating the site
and defining its site members. However, if each PMIS is a subsite, IT/IS is less likely
to be involved, and either the project manager or someone on the project team will
create the site.
SF has search limitations. By default, SF can only search within a single site col-
lection. For example, if somebody in senior management is interested in looking
for a specific document contained within the various project sites, she will have to
go to each individual site to run a search if every PMIS is a top-level site. This is
not the case if the entire PMIS is grouped as a single site collection. Note that this
limitation can be resolved if you have SS instead of SF, because SS comes with an
Enterprise Search capability.
If IT/IS decides to enable Automated Site Collection Deletion, a feature that
automatically deletes an inactive site collection, the deletion will only work if each
PMIS is a top-level site, since the feature deletes an entire site collection. If multiple
PMISes are grouped in a single site collection, the site collection probably won’t
be automatically deleted because the likelihood of the entire site collection being
inactive is minimal.
Decision-making and reporting structure
As well as deciding whether the PMIS should be structured as individual top-level
sites or grouped as a site collection, it is also important to consider your organi-
zational structure. For example, are there scenarios where you would group project
sites based on business units, product lines, portfolios, or regional operating units?
plan the organization of sites so they can support the growth of SharePoint adop-
tion in your organization. Microsoft has many great resources that can assist you
in organizing SharePoint sites, including the SharePoint deployment planning
How Will You Organize Your PMIS? | 13
Dux Quax: Permanent Versus Temporary Sites
I typically advise my clients that they should have a site collection for permanent sites.
These sites would be specific to departments, business units, products, and anything
that could be used for permanent collaboration. Additionally, a site collection should
be created for temporary sites such as a PMIS or a meeting-centric SharePoint site
known as a meeting workspace (see the section “Using Meeting Workspa-
ces” on page 166 in Chapter 7).
What typically happens is that there are more temporary SharePoint sites created than
permanent ones. Once a temporary site is no longer needed, it is easier to maintain and
audit if it was in a separate site collection.
Using Site Templates
SharePoint 2010 comes with site templates for convenient site creation. Common site
templates are listed in Table 2-1.
Table 2-1. Default site templates
Site template name Description
Team Site A site used for collaboration
Blank Site A blank site with no predefined features
Document Workspace A site that allows collaboration on one or more specific documents
Wiki Site A site that can be quickly edited to record information and then linked through keywords
Blog A site for a person or team to post ideas, observations, and expertise that also allows site visitors to
The template determines the default site functionality, layout, menus, etc. (see Fig-
ure 2-5). You can also create custom site templates (see “Overview of Creating a PMIS
Template” on page 192 in Chapter 9). Typically, organizations would have custom
templates created and made available.
Creating a SharePoint 2010 Site
After selecting your PMIS structure, you are ready to create the PMIS. In my experience,
most PMISes built in SharePoint will be subsites, so this will be the approach used for
our case study. To create a subsite, you must have the appropriate permissions in your
SharePoint 2010 environment. Specifically, you must have at least the Contribute per-
mission. Check with your IT/IS department to clarify and confirm. See “Customizing
Permissions” on page 70 in Chapter 4 for more information.
14 | Chapter 2: Setting Up the PMIS
These are the basic steps in creating a SharePoint 2010 subsite from an existing Share-
Point 2010 site:
1. Click Site Actions→New Site.
2. Select the desired template.
3. Enter the appropriate information for the Title and “URL name”. You need only
put the name of the subsite in the URL form, rather than rewriting the entire URL.
4. Click Create.
5. On the “Set Up Groups for this Site” page, define your site members and their
permissions, and then click OK.
Dux Quax: When Do I Start Building a PMIS?
Ideally, you should start building your PMIS as soon as you get the project assignment,
or ASAP. Prior to getting involved with the initial phase of project planning, make sure
that all of the necessary components and tools that you need in the PMIS are already
in place to support project activities from the beginning until the end.
Workshop 2.1: Establishing the SharePoint 2010 PMIS
In this workshop, you will create a SharePoint 2010 PMIS for the case study project.
You are tasked with building a PMIS for managing the opening of a SharePoint Dojo
in the city of Cebu, in the Philippines. Feel free to use any city you want as you follow
Figure 2-5. SharePoint 2010 site using the Team Site template
Workshop 2.1: Establishing the SharePoint 2010 PMIS Foundation | 15
For fields and settings that aren’t mentioned in the workshop steps, accept the default
Part 1: Creating the PMIS
Follow these steps to set up your PMIS:
1. Using Internet Explorer, access any existing SharePoint 2010 site of which you are
a member. Make sure that you have the permission to create a subsite.
2. Click Site Actions→New Site.
3. Click the Browse All tab.
4. In the “Select a Template” section, select Blank Site.
5. Click More Options. A page similar to the one shown in Figure 2-6 will be
Figure 2-6. Update site information
6. Enter the Title, Description, and “URL name”.
7. In the User Permissions section, select the “Use unique permissions” option.
8. In the “Use the top link bar from the parent site?” section, select No.
9. Click Create.
10. The “Set Up Groups for this Site” page will be displayed. Click OK. Once the site
has been created, the home page will be displayed.
For now, we will bypass the process of adding site members, but we will address it in
detail in the section “Adding Site Members” on page 66 in Chapter 4.
16 | Chapter 2: Setting Up the PMIS
Part 2: Customizing the Site Theme
Once your site has been created, you can update your basic site settings using the Site
Settings page. You can access this page by clicking Site Actions→Settings on your home
page. The Site Actions menu is only visible to users who have site administration per-
missions (primarily the site owners). We will discuss site customizations in detail after
this workshop. For now, let’s look at some of the basic customizations that you can
1. On your newly created site, click Site Actions→Site Settings. The Site Settings page
will be displayed.
2. In the “Look and Feel” section, click Site Theme. The Site Theme page will be
displayed (see Figure 2-7).
Figure 2-7. The Site Theme page
3. Select a site theme and click Apply. The color palette may change depending on
which theme you choose.
Workshop 2.1: Establishing the SharePoint 2010 PMIS Foundation | 17
4. Click the home tab (in Figure 2-7, the home tab is “Cebu Project PMIS” in the
upper-left corner of the page; yours will show the name of your project title) to
return to your home page with the new theme applied.
There are several ways to navigate back to your home page: using the
home tab, using breadcrumb navigation, and using the Navigate Up
button. All three navigation options are located in the upper-left corner
of the page and are visible in Figure 2-8. In Figure 2-8, you see the home
tab, entitled “Cebu Project PMIS” in the upper left. You may also nav-
igate back to your home page using the breadcrumb, which is the click-
able link also entitled “Cebu Project PMIS” above the home tab. One
additional way to navigate back to home is to click the Navigate Up
button (the icon with the up arrow and the folder), which will provide
a drop-down box enabling you to navigate to the portion of the site you
would like to find.
Part 3: Adding an Announcement List
In Parts 1 and 2, you created the foundation of a SharePoint 2010 PMIS. You will now
add basic site components, which are known as SharePoint lists. Lists are used to store
and organize information in SharePoint (for more information, see the section “Using
SharePoint Lists” on page 28 in Chapter 3). In this section, you will add an An-
nouncements list that can be used to provide relevant project announcements:
1. On the home page, click Lists, and then click Create (Figure 2-8).
Figure 2-8. The Site Actions menu
18 | Chapter 2: Setting Up the PMIS
2. The Create page will be displayed. In the Lists section, click Announcements.
3. Click More Options.
4. In both the Name and Description fields, enter the text Project Announcements,
and in the “Display this list on the Quick Launch?” section, select Yes (see Fig-
ure 2-9). Yes is the default selection. See “Customizing the PMIS” on page 22 for
more about the Quick Launch.
Figure 2-9. Creating an Announcements list
5. Click Create. You have just created a Project Announcements list. The purpose of
an Announcements list is to store relevant information that you would like to an-
nounce or broadcast to site members.
6. To add an announcement to your Project Announcements list, click “Add new
announcement”. Enter the Title, Body, and expiration date (Figure 2-10). Note
that there are a number of features available for formatting the text, similar to what
you’d find in Microsoft Word.
7. To navigate back to your home page, click the home tab (as in Part 2, Step 4). For
additional methods of navigating to your home page, see the note on page 18 or
refer to “Customizing the PMIS” on page 22 to learn more about SharePoint 2010
Workshop 2.1: Establishing the SharePoint 2010 PMIS Foundation | 19
Figure 2-10. Creating a new announcement
8. After creating the announcement, click Save. You will now see the new announce-
ment on the Project Announcements page, but you will not see the announcement
on the site’s home page.
Part 4: Displaying Announcements on the Home Page
Now that we have a Project Announcements list in our PMIS, we would like to display
the most recent announcements on the home page. This is done by adding the Project
Announcements list web part to the home page. Web parts are small programs or
widgets that are primarily used to display snippets of information from existing lists
(see the section “Using Web Parts for Interactive Reporting” on page 145 in Chap-
ter 7). Every time a SharePoint list is created, a corresponding web part is created as
well. For now, you will embed the Project Announcements list web part onto the home
page to display the latest and greatest project announcements. In a PMIS, web parts
can also be used to create project dashboards and provide high-level reporting
20 | Chapter 2: Setting Up the PMIS
1. On the home page, click Site Actions→Edit Page. Your site will now be in Edit
mode. Edit mode allows you to add, remove, and update web parts and their
2. In the Main section, click “Add a Web Part”. All available web parts will be dis-
played (Figure 2-11).
Figure 2-11. Adding web parts
3. Select “Lists and Libraries” from the menu on the left.
4. Select Project Announcements and click Add. The announcement you created ear-
lier will be displayed (see Figure 2-12).
5. Click Stop Editing, which is located at the top left of the screen below Site Actions.
The announcement you created earlier will now be displayed on the home page.
6. To return to your home page, use the home tab, the Navigate Up button, or nav-
igate by breadcrumb. See “Customizing the PMIS” on page 22 for a refresher on
Congratulations! You have successfully created a SharePoint 2010 PMIS. How did you
find the process of creating a SharePoint 2010 site? Quite easy, isn’t it? Did you know
that if a similar site was created from scratch (using manual coding), it would take at
least two weeks to build?
Workshop 2.1: Establishing the SharePoint 2010 PMIS Foundation | 21
Workshop 2.1 Debriefing
In Part 1 of the workshop, you selected a blank template in order to build the PMIS
from the ground up. This will allow you to later define each component and feature of
the site, as well as its access restrictions and other custom functionalities, helping you
to fully experience and work with various aspects of SharePoint 2010. Instead of al-
permissions” option under user inheritance. As a result, you are responsible for defining
who can access your PMIS.
In Part 2, you updated the basic look of the site with a predefined theme. To add a
custom theme (to conform to your organization’s branding scheme, for example), you
must have the IT/IS department create the theme and make it available as a selection.
In Part 3, you added the built-in Announcements list and called it Project Announce-
ments. You will use this list later to store and display project announcements. In the
section “Creating SharePoint Lists” on page 34 in Chapter 3, you will learn how to
create additional lists for your PMIS.
Finally, in Part 4, you used Edit mode to add the Project Announcements list web part
to your home page so that visitors to your PMIS can see the latest project announce-
ments. You will learn more about web parts in the section “Using Web Parts for Inter-
active Reporting” on page 145 in Chapter 7.
Customizing the PMIS
Once you have created your SharePoint 2010 site, the next step is to customize the
PMIS. Customization can be done in four key areas:
Figure 2-12. Project Announcements web part in Edit mode
22 | Chapter 2: Setting Up the PMIS
It is important to determine whether you have to apply corporate branding stand-
ards to your PMIS. You will have to check with IT/IS to see if there are any custom
site templates or themes that have your corporate colors and logo. These custom
templates or themes must be developed by somebody who is familiar with tools
such as SharePoint Designer or, in some cases, Visual Studio .NET.
In a project environment, a consistent look and feel throughout various projects
will minimize your stakeholders’ learning curve as they start using the PMIS.
Wouldn’t it be frustrating to have a PMIS that looks different every time you begin
a new project within your organization?
Two things come to mind when we look at site usability:
• Site navigation: In SharePoint 2010, three mechanisms are used for site naviga-
tion: breadcrumb navigation, the top link bar, and the Quick Launch (see Fig-
Figure 2-13. Site navigation options
Breadcrumb navigation is used to navigate between top-level sites and subsites.
Typically, when you initially create a site, SharePoint 2010 enables the top link
bar and Quick Launch, and it is up to you to customize and update them. By
default, the top link bar and Quick Launch are prepopulated with links to com-
mon site sections. Essentially, you can define which links appear both in the top
link bar and the Quick Launch, and you can customize them on the Site Settings
page. In a project environment, it is essential to have the most commonly ac-
cessed site sections—such as project documents, the calendar, and the risk
log—available in your site navigation.
• Site access from a mobile device: Will anyone on the project team need access to
the PMIS using a portable mobile device, such as a BlackBerry, iPhone, or iPad?
Obviously, there are screen limitations with a portable device compared to a
PC. You can take advantage of SharePoint’s built-in mobile browsing capability
Customizing the PMIS | 23
by accessing the mobile version of the PMIS. The mobile version is optimized
for mobile devices. It limits unnecessary visuals and, more importantly, it still
keeps most of the PMIS functionalities, such as logging in, posting, and updating
information, as well as deleting entries from existing sets of project information.
The mobile version is available by default. All you have to do is enter /m at the
end of the PMIS address (for example, http://sp.sharepointdojo.com/cebu/m),
and you’re good to go.
Additionally, there are apps available for various mobile devices that provide
more features and functionalities to better interact with your SharePoint-based
PMIS (for example, http://www.shareplusapp.com/).
Are there any standards or regulatory compliance issues you have to address for
your PMIS? For example, if you have to subscribe to Section 508, SOX, PRINCE2,
CMMI, ISO, or PMI standards, how long do you have to archive project informa-
tion? What are the stipulations on information access or privacy? You should set
this up as early as possible.
Do you have a global project team? If so, on which regional setting will your PMIS
be based? Will project information be displayed in multiple languages? Is there a
need to monitor and audit PMIS usage and traffic? All of this can be configured on
the Site Settings page of your PMIS, which we’ll cover next.
Dux Quax: How Can I Get There?
I always hear complaints that SharePoint is bad. However, if I can rephrase that state-
ment, it should be, “The implementation of SharePoint is bad.” You see, nothing is
wrong with SharePoint. In fact, I think SharePoint is brilliant for its purpose. It is not
fair to compare SharePoint with existing tools and products out there, because most of
the time you are comparing apples and oranges.
The typical problem people run into is that when SharePoint is being implemented, IT/
IS fails to engage the needs of the greater population. Who are the users? What kind of
technical backgrounds do they have? How can they leverage SharePoint?
A key area that causes frustration for end users is navigation. Users get confused about
what to click; consequently, they fail to get to the information that they are looking for.
I live and breathe by the mantra, “Less is more.” Do not overwhelm your users with
various navigational options. Keep it simple. Personally, I do not recommend using the
top link bar because it can contain only a limited number of links. For a PMIS, I suggest
keeping the Quick Launch as the navigational tool. For great insights in usability and
navigation, check out http://www.useit.com/.
24 | Chapter 2: Setting Up the PMIS
Workshop 2.2: Updating Your Site’s Regional Settings
In this workshop, you will update the regional settings, such as time zone, calendar,
and time format, for the SharePoint 2010 PMIS you created in Workshop 2.1.
For fields and settings that aren’t mentioned in the workshop steps, accept the default
1. Click Site Actions→Site Settings.
2. In the Site Administration column, click Regional Settings.
3. A page similar to the one shown inFigure 2-14 will be displayed. Update the desired
fields, and then click OK.
Figure 2-14. The Regional Settings page
Congratulations! You have updated the Regional Settings for your SharePoint 2010
Workshop 2.2 Debriefing
Customizing the navigational mechanism of a PMIS is critical but often overlooked.
Remember, most of your PMIS’ users will not be reading a book like this, so you have
to make it easy for them to get to the information they need without spending too much
time trying to figure out which link to click.
Workshop 2.2 Debriefing | 25
Best Practices Checklist
• Decide how to structure SharePoint 2010 sites.
• Make all sites top-level sites or a single site collection with multiple subsites.
• Group sites by department, project, or customer product.
• Perform necessary customizations early on.
• SharePoint 2010 sites are organized in a hierarchy. A site collection is composed
of top-level sites that may or may not include subsites.
• When creating a PMIS, it is important to know which corporate standards have to
be applied for branding, usability, compliance, and any other project-specific
• Be sure to customize the navigational elements of the PMIS effectively to allow
stakeholders to easily access project information.
26 | Chapter 2: Setting Up the PMIS
Adding PMIS Components
Virtually every company will be going out and empow-
ering their workers with a certain set of tools, and the
big difference in how much value is received from that
will be how much the company steps back and really
thinks through their business processes.
—Bill Gates, philanthropist
Now that our SharePoint site has been created and customized, the next step is to decide
which features are necessary for our PMIS. At a basic level, PMIS components should
allow the project team to:
Centralize project information
Project information includes project contacts, calendars, documents, templates,
forms, and checklists. In addition to storing project information, the PMIS should
maintain a history and define who has access to the information.
Facilitate project communication and collaboration
Collaborative project activities include scheduling meetings, jointly developing
proposals, and informally brainstorming project strategies. The PMIS should sup-
port all activities of this type.
Automate project processes
Automating project processes, such as change control, should be available in the
PMIS. The PMIS can automate the submission of change request forms by sending
the form to the appropriate members of the change control board, recording the
decision, and routing to the appropriate stakeholder the necessary actions to be
In this chapter, you will use SharePoint lists and libraries to create essential PMIS com-
ponents for the case study; see Table 3-1.
Table 3-1. Essential PMIS components
PMIS component Purpose
Project Calendar Stores common project events such as meetings, deadlines, and resource availability
Project Tasks Stores project task information, assignments, and status
Project Risks Stores project risk information, priority, and status
Project Contacts Stores common project contacts
Project Resources Stores project resource information, skill sets, and rates
Project Documents Stores relevant project documents, templates, checklists, and reports
Change request system Stores change request information, decisions, and actions
Project Announcements Stores relevant project announcements
Project Milestones Stores project milestone information with baseline dates and actual dates
With a SharePoint PMIS, critical project information is centrally stored in a secured
location, where document management features such as version control, check-in/
check-out, and content approval can be enabled. It can be accessed from a web browser
and from most Microsoft Office applications.
Dux Quax: No More Double Entry
One of the goals of using a PMIS is to minimize or completely eradicate the need to
enter project information twice. Don’t you love it when you have to enter project mile-
stone dates into some system and then have to do it again in your copy of Microsoft
Outlook? How about when a resource emails you a timesheet and you have to enter it
into some funky timesheet software and then also in your copy of Microsoft Project or
With SharePoint, you can say bye-bye to many of these redundancies through the use
of its two fundamental information storage and management capabilities: lists and
Using SharePoint Lists
In SharePoint, information is organized and stored in lists. A list is a collection of shared
information in a SharePoint site. Anyone who has access to the site will be able to view
the lists. However, as you will learn in Chapter 4, you can also limit who can add, edit,
and view lists by updating access permissions.
Viewing a list is comparable to viewing information in a spreadsheet—the data is dis-
played in a tabular format (see Figure 3-1).
28 | Chapter 3: Adding PMIS Components
Figure 3-1. A SharePoint list
SharePoint comes with ready-made lists, but also allows you to create custom lists. The
following are some standard PMIS lists (these standard lists can be renamed to fit your
needs; for example, the “Issues” list can be renamed “Project Risks”):
Project Calendar list
Events associated with meetings, schedules, milestones, and other project activities
(Figure 3-2). This information can be synchronized with Microsoft Outlook 2007
Figure 3-2. Project Calendar list
Using SharePoint Lists | 29
Project Contacts list
Used to store common project contacts (Figure 3-3). This list can be synchronized
with Microsoft Outlook 2007 or 2010.
Figure 3-3. Project Contacts list
Project Tasks list
This list is a to-do list for the team (Figure 3-4); tasks can be assigned to team
members. This list can be synchronized with Microsoft Outlook 2007 or 2010.
Figure 3-4. Tasks list
30 | Chapter 3: Adding PMIS Components
This list is useful for tracking project risks or issues (Figure 3-5). Items on the list
can be tracked based on priority and status.
Figure 3-5. Issue tracking list
Project Resources (custom) list
as resource information, budget, earned value, etc. (see Figure 3-6).
Figure 3-6. Project Resources (custom) list
Using SharePoint Lists | 31
Lists are composed of two key sections, the List ribbon and the Items ribbon, which
are organized in separate ribbons under List Tools. The List Tools, List ribbon (see
Figure 3-7) is used to manage the list.
Figure 3-7. List Tools, List ribbon
Dux Quax: Unleash the Power of Custom Lists
To me, the custom list is one of the features that makes SharePoint flexible and pow-
erful. Not only can I replicate existing Excel spreadsheets, Word-based forms, and even
Access databases and have them available in SharePoint, I can also fully use document
management capabilities, permissions-based access, and browser-based availability.
Heck, how can I beat that?
While some project information should not be shared, you should look at existing
project artifacts that require collaboration and consider converting them into custom
Common menu items for the List Tools, Items ribbon include:
Creates and defines new items in the list (Figure 3-8).
Figure 3-8. New Item
Sends automated alerts to specified project stakeholders based on specific criteria
32 | Chapter 3: Adding PMIS Components
Figure 3-9. Alerts
Defines list settings such as columns, list permissions, and views (Figure 3-10).
Figure 3-10. List Settings
Specifies how list items will be displayed (Figure 3-11). Every list comes with a
default All Items view, and some lists have special views. For example, a Calendar
list has views for viewing events in a calendar format. You can also create custom
Figure 3-11. Modify View
format by default (see Figure 3-12). You can perform specific list item actions by se-
lecting the desired action from the item’s action drop-down menu.
Figure 3-12. List Items menu
Using SharePoint Lists | 33
The actions include:
Displays details about the item, including when it was last modified.
Allows you to modify the item’s information.
Allows you to modify the item’s permissions.
Removes the item from the list.
Includes special item-level actions, such as Export Contact for the Contacts list.
This action exports the contact information to Microsoft Outlook.
Displays details to determine what retention stage an item is in. You can also take
action to keep this item in compliance with organizational policy.
Notifies you when changes are made to the item.
Creating SharePoint Lists
There are two types of lists: standard, out-of-the-box SharePoint lists, and custom lists.
The process of creating these lists is similar, but when creating custom lists, you must
define the specific columns. Before you create any type of list, make sure you have the
appropriate permissions to do so. By default, if you have the permissions required to
create a SharePoint site (as you did in Chapter 2), you should have the permissions
required to create lists.
Here are the basic steps to create a SharePoint list:
1. From an existing SharePoint site, click Site Actions→More Options.
2. Select List from the “Filter By:” types list in the left sidebar, and then select the
type of list you would like to create (for example, Announcements, Calendar,
Contacts, or Custom). If you select Custom, you will need to click the More Op-
tions button to configure your custom list.
3. Once created, if necessary, specify custom settings for:
In the List Tools, List ribbon, select Create Column.
In the List Tools, List ribbon, select Create View.
34 | Chapter 3: Adding PMIS Components
4. To update list settings, in the List Tools, List ribbon, select List Settings (see Fig-
Figure 3-13. A List Settings page
Workshop 3.1: Creating and Populating Lists
In this workshop, you will continue building your PMIS by creating and populating a
calendar list, contacts list, risks list, tasks list, and a custom resource list.
For fields and settings that aren’t mentioned in the workshop steps, accept the default
Workshop 3.1: Creating and Populating Lists | 35
Part 1: Creating and Populating a Calendar List
Use the following steps to create a calendar list and populate it with information:
1. Access your PMIS and click Site Actions→More Options.
2. In the Tracking category, click Calendar and click More Options.
3. The New page will be displayed. Enter the following information:
Name: Project Calendar
Description: <city> Dojo Project Calendar
4. Click Create.
5. The Project Calendar list will be displayed. Click Calendar Tools→Events→New
6. The New Item page will be displayed (see Figure 3-14). In the Recurrence section,
enable the option to make this a repeating event.
7. Enter the following information:
Title: Status Meeting
Location: Conference Call
Start Time: 8:30 A.M.
End Time: 9:00 A.M.
Description: Weekly project status meeting
8. In the Recurrence section, select the Weekly option, and enter the following
Recur 1 week(s) on: Tuesday (de-select the day of the week that is selected by
default if it is a day other than Tuesday; the default is the same day of the week
that you are performing the exercise)
Start Date: <Today’s date>
End after: 20 occurrence(s)
9. Click Save.
10. The calendar will be displayed. Verify that the new status meetings were added to
the calendar (see Figure 3-15).
36 | Chapter 3: Adding PMIS Components
Figure 3-14. New calendar entry
Workshop 3.1: Creating and Populating Lists | 37
Figure 3-15. Status meetings in the Project Calendar
Part 2: Creating and Populating a Contacts List
Use the following steps to create a list of contacts and add contact information:
1. Click Site Actions→More Options.
2. In the Communications category, click Contacts and click More Options.
3. The New page will be displayed. Enter the following information:
Name: Project Contacts
Description: A listing of project contacts
4. Click Create.
You have just created a contacts list. You will now populate it:
5. On the List Tools ribbon, click Items→New Item. A page similar to the one shown
in Figure 3-16 will be displayed.
6. Enter your own contact information in the available fields.
7. Click Save.
Repeat these steps to make another contact record.
38 | Chapter 3: Adding PMIS Components
Figure 3-16. New contacts list item
Workshop 3.1: Creating and Populating Lists | 39
As you can see, Last Name is the only required field. However, it is
recommended that you add all pertinent information to maximize the
usefulness of the Project Contacts list.
You can view the new contact information on the Project Contacts page (Figure 3-17).
Figure 3-17. Contacts added to the Project Contacts list
Part 3: Creating a Risks List
SharePoint comes with an issue-tracking list, and this is what you will use to create a
risks list. I’m calling it a risks list because, as part of the project management process
that I follow, risk assessment is a fundamental component of the project. An important
aspect of this process is documenting any risks that have been identified.
Use the following steps to create a risks list:
1. Click Site Actions→More Options.
2. In the Tracking category, click Issue Tracking and click More Options.
3. A new page will be displayed. Enter the following information:
Name: Project Risks
Description: Identify and track project risks
Display this list on the Quick Launch? Yes (Yes is the default; see“Customizing
the PMIS” on page 22 for more about the Quick Launch)
4. Click Create. The new Project Risks list will be displayed.
40 | Chapter 3: Adding PMIS Components
Part 4: Creating a Project Tasks List
Use the following steps to create a Project Tasks list:
1. Click Site Actions→More Options.
2. In the Tracking category, click Project Tasks and click More Options.
3. A new page will be displayed. Enter the following information:
Name: Project Tasks
Description: Identify and track project tasks
Display this list on the Quick Launch? Yes
To have the tasks list send automated email messages, make sure
your IT/IS department has enabled this capability on the Share-
Point server. The default is to not send emails.
4. Click Create. The Project Tasks page will be displayed (Figure 3-18).
Figure 3-18. Project Tasks list
Part 5: Creating and Populating a Custom Resource List
Use the following steps to create and add information to a custom resource list:
1. Click Site Actions→More Options.
2. In the Blank & Custom category, click Custom List and click More Options.
3. A new page will be displayed. Enter the following information:
Name: Project Resources
Description: List of project resources
Display this list on the Quick Launch? Yes
Workshop 3.1: Creating and Populating Lists | 41
4. Click Create. The Project Resources page will be displayed.
Use the following steps to configure the columns for the Project Resources list:
5. On the Project Resources page, access the List Tools, List on the ribbon, then click
the List Settings button near the right side of the ribbon.
6. Under Columns, click Title (Figure 3-19).
Figure 3-19. The settings page for the Project Resources list
7. A page similar to the one shown in Figure 3-20 will be displayed once you’ve clicked
Title. Enter the following information:
Column name: Resource name
Type: Single line of text (this is the default, and you may not change it)
Require that this column contains information: Yes
8. Click OK.
9. Click Create Column.
10. A page similar to the one shown in Figure 3-20 will be displayed once you’ve clicked
Column name: Cost (per hour)
The number of choices here can be dizzying, but trust me; I’ll
explain how the selections work as they come up.
11. Click OK.
12. Using these steps, create a column with the following values (shown in Fig-
Column name: Notes
Type: Multiple lines of text
Require that this column contains information: No
42 | Chapter 3: Adding PMIS Components
13. Click OK.
Figure 3-20. Create Column page
Figure 3-21. Creating the Notes column
Workshop 3.1: Creating and Populating Lists | 43
14. Using similar steps to the above, create another column with the following values
(shown in Figure 3-22):
Column name: Role
Require that this column contains information: Yes
In the Type each choice on a separate line section, enter Analyst, Electri-
cian, Engineer, IT, and Plumber on separate lines.
15. Click OK.
Figure 3-22. Creating the Role column
16. Once the custom columns have been created, return to the Project Resources list
by clicking the Project Resources link in the breadcrumb navigation. You may also
navigate to the Project Resources list by clicking on it in the Quick Launch to the
left of the page.
You have just defined columns for the newly created custom list Project Resources. You
will now populate the custom list:
44 | Chapter 3: Adding PMIS Components
1. On the Project Resources page, click New Item in List Tools, Item ribbon. You
may also click the “Add new item link” with the green plus sign beside it.
2. The Project Resources: New Item page will be displayed (Figure 3-23). Enter the
Resource Name: Elaine Benes
Cost (per hour): 125
Notes: Great resource
Figure 3-23. Adding a new resource
3. Click Save. This will populate your Project Resources list, shown in Figure 3-24.
Use these steps to add the three additional resources you created in Step 14 of the
Figure 3-24. Populated Project Resources list
Workshop 3.1: Creating and Populating Lists | 45
Part 6: Displaying the New Lists on the Home Page
Currently, only the Project Announcements web part is displayed on the home page.
We will now display the new lists you have made using the corresponding list web parts.
1. Access your home page and click Site Actions→Edit Page. This will launch Edit
mode (Figure 3-25).
Figure 3-25. Edit mode
2. In the Left section, click “Add a Web Part”.
3. Under Categories, select “Lists and Libraries” if it’s not already selected. Next,
select Project Calendar and click Add (Figure 3-26).
Figure 3-26. Adding web parts
4. Click “Add a Web Part” (located above the calendar web part you just created).
46 | Chapter 3: Adding PMIS Components
5. Under Categories, select “Lists and Libraries”, if it’s not already selected. Select
Project Risks and click Add.
6. You may reposition the web parts you have created by clicking and dragging each
part to the desired location on the page (Figure 3-27). A red line will denote where
the selected web part will be positioned on the page.
Figure 3-27. Repositioning web parts
7. Click Stop Editing. The home page will be displayed, and it will include the Project
Calendar and Project Risks (Figure 3-28).
Workshop 3.1: Creating and Populating Lists | 47
Figure 3-28. Home page displaying new lists
Congratulations! You have successfully created and populated predefined lists and a
Workshop 3.1 Debriefing
In the earlier sections of the workshop, you created multiple lists to store common
project information. How did you find the process? Straightforward, isn’t it? Without
SharePoint, could you have created this as easily? Again, this is one of those things that
we can build without the IT/IS department’s help.
In Part 5 of the workshop, you created a custom list displaying resource information.
You then defined the columns and the types of information in the list. These custom
columns are quite flexible; apart from regular text, numbers, currencies, and dates, you
can also create columns that can do mathematical calculations. In a project scenario,
48 | Chapter 3: Adding PMIS Components
you could create, for example, a custom list with a column that automatically calculates
the variance between the baseline duration and actual duration.
In Part 6 of the workshop, you added the Project Calendar and Project Risks web parts
to display the most recent updates of these lists on the home page.
Project artifacts typically consist of electronic files with varying formats such as Word,
Excel, PowerPoint, or PDF. In SharePoint, these files can be centrally stored in a library.
At the very basic level, storing files in a library is comparable to storing files in a Win-
dows folder, but that’s where the comparison ends. You see, SharePoint libraries pro-
vide better document management capabilities than tools we currently rely on.
Just like a SharePoint list that is used to store and organize information, a library is an
information repository used to store and manage documents. Basic features and func-
tionalities in a list are also available to document libraries. Apart from document stor-
age, a library also has the capability to control access to the documents, track version
histories, maintain document integrity with check-ins/check-outs, and enable content
approval every time a document is submitted.
A SharePoint PMIS uses a number of common libraries, such as:
Document libraries are used to centrally store common project-related files such
as project charters, requirements documents, budget spreadsheets, status meeting
reports, and travel reimbursement forms. By default, most site templates come with
a predefined document library called Shared Documents. A document library is
shown in Figure 3-29.
Figure 3-29. A document library
Using Libraries | 49
This type of library is used to store and manage digital images. Picture libraries
have special features to view, edit, and maintain graphical content. In a project
environment, this is rarely used unless you have project-related digital images that
you need to store and maintain. Figure 3-30 shows a picture library.
Built-in editing capabilities will only work if Microsoft Picture
Manager is installed. Unfortunately, you cannot integrate the pic-
ture library with Photoshop.
Figure 3-30. A picture library
Form libraries are used to store eXtensible Markup Language (XML)-based forms
created in Microsoft InfoPath. This type of library is used in a PMIS only if infor-
mation has to be stored in an XML format or if the form requires a predefined
layout. A benefit of using XML-based forms in SharePoint is that the information
can be easily retrieved and manipulated by other tools, even if they are not based
on Microsoft technologies. A form library is shown in Figure 3-31.
Wiki page library
This type of library (shown in Figure 3-32) is used to store wiki pages. A wiki
page is a web page that allows PMIS members to easily add, remove, and otherwise
edit and change available content (see Figure 3-33). The ease of interaction and
operation makes a wiki an effective tool for mass collaborative authoring. In a
PMIS, wiki pages can be used among stakeholders to share lessons learned. An-
other potential use of a wiki in a project environment is for offline brainstorming
when defining the Work Breakdown Structure (WBS). To learn more about project
planning and WBS, visit http://bit.ly/m9ZJZO.
50 | Chapter 3: Adding PMIS Components
Figure 3-32. A wiki page library
Figure 3-33. A wiki page
Figure 3-31. A form library
Using Libraries | 51
Dux Quax: Do I Really Need to Use InfoPath to Create Forms?
Microsoft InfoPath allows for the easy creation and use of forms. It enhances the ca-
pability of an organization to collect, manage, and share information because it reduces
repetitive data entry. With InfoPath, the method of data entry can be different from the
method of storage. Form information can be stored in flat files, databases, and even
SharePoint. InfoPath is typically used for both creating and filling out forms.
There is an unspoken assumption that anytime a form has to be used alongside Share-
Point, there’s no other way to create that form except by using InfoPath. In my
experience with clients, I have found that you don’t actually have to use InfoPath. For
example, when project teams start using SharePoint as a PMIS, a typical task is to make
a Word-based form (such as a travel request form) browser-accessible using SharePoint.
Many people would use InfoPath to do this. There is nothing wrong with doing it this
way except that it will only be accessible in SharePoint if:
• Your SharePoint server is running SF, and the individual filling out the form has
InfoPath installed on his computer. What if somebody wants to fill out the form
from a mobile device that doesn’t have InfoPath installed?
• Your SharePoint server is running SS, and Forms Services are enabled.
If the two points I have raised are not an issue, go ahead with InfoPath. If these two
points are an issue for you, the straightforward alternative is to create a custom list
instead (such as the one shown in Figure 3-34).
What’s to stop you from replicating the columns in your Word-based form as a list
column? Obviously, there are layout limitations when you use a custom list versus
InfoPath. However, custom lists are much less complicated and more easily accessible
to everybody using your PMIS. For more information and examples of publishing
InfoPath forms to SharePoint, visit http://www.spforpm.com.
Creating a Document Library (a How-To)
Document libraries are widely used in a PMIS. Here are the basic steps for creating a
1. From an existing SharePoint site, click Site Actions→More Options.
2. In the Library category, click Document Library and More Options (Figure 3-35).
52 | Chapter 3: Adding PMIS Components
Figure 3-34. A Travel Request form
Figure 3-35. Creating a document library
Creating a Document Library (a How-To) | 53
3. Enter the appropriate information:
Name: Document Library <your_project_name>
Description: Document Library <your_document_library_description>
Navigation: Display link from Quick Launch
Document Version History: Create a version each time you edit a file in this
document library: Yes
Document Template: Document <type of new documents> (the default is
Microsoft Word document, but your document template may be an Excel file,
a PowerPoint presentation, or other)
4. Click Create.
5. If desired, specify custom columns by clicking the Create Column button on the
Library Tools, Library ribbon.
6. If desired, specify custom views by clicking the Create View button on the Library
Tools, Library ribbon.
7. To update list settings, click the Library Settings button to the right of the Library
Tools, Library ribbon, and the Document Library Settings page will be displayed
Figure 3-36. The document library settings are displayed on the Document Library Settings page
54 | Chapter 3: Adding PMIS Components
Populating a Document Library
There are many ways of storing files in a document library. The most common way is
by uploading the file(s) directly from an existing document library. This is done by
clicking “Add document” on the document library page (see Figure 3-37).
Figure 3-37. Uploading a document
Another method is to simply use Windows Explorer to add a document library as a
network location in Windows. The benefit of using this method is that it provides you
with the ability to copy files to a document library as if it is any other shared network
location. When using this method, however, SharePoint’s document management
features (such as version history, check-in/check-out, and content approval) are not
Finally, you can use any Microsoft Office 2007 or 2010 product to save a file directly
to a document library by specifying the location of the document library.
Workshop 3.2: Creating and Populating a Document Library
In this workshop, you will create and populate a document library for the case study
project. Your project team has a lot of shared files that are currently stored in a local
folder. You will now put these files in a document library to centralize storage.
For fields and settings that aren’t mentioned in the workshop steps, accept the default
Part 1: Creating a Document Library
Use the following steps to create a document library:
1. On your PMIS home page, click Site Actions→More Options.
2. In the Library category, click Document Library and More Options (see Fig-
Workshop 3 2: Creating and Populating a Document Library | 55
Name: Project Documents
Description: Our project's shared documents
Display this document library on the Quick Launch?: Yes
Create a version each time you edit a file in this document library?: Yes
Document Template: Microsoft Office Word document
Figure 3-39. Creating a document library
Figure 3-38. Accessing the Document Library
56 | Chapter 3: Adding PMIS Components
4. Click Create. The new document library will be displayed (see Figure 3-40).
Figure 3-40. Document library
Part 2: Populating a Document Library
Use the following steps to populate the library with documents and edit document
1. Open a new Internet Explorer window and go to http://www.spforpm.com/dl/spdo
jofiles.zip or http://oreilly.com/catalog/0636920020387 to download the project
2. After downloading, extract the file to your computer’s My Documents folder.
3. Return to the document library that you just created in your PMIS.
4. Click “Add document”.
5. Click Browse (Figure 3-41).
6. In the Choose File dialog box, make sure you are looking in My Documents, then
double-click the folder Project Files.
7. Select the Word document Expense Reporting Procedure, and click OK.
8. The document you have just added will be either checked out and editable, or it
will be checked in. You can tell your document’s status by hovering over its link
until a drop-down arrow appears. Click the arrow and look at the choices
that appear in the drop-down menu. If your document is checked out, Check In
appears as an option. If your document is checked in, you may select Check Out
as an option. If your document is checked out, click Check In (see Figure 3-42).
Workshop 3 2: Creating and Populating a Document Library | 57
Figure 3-42. Checking in a newly uploaded document
Check-in is a document management feature in SharePoint that maintains document
integrity. This is discussed in the section“Enabling Document Management Solu-
tions” on page 82 in Chapter 5.
Figure 3-41. Uploading a document to the Document Library
58 | Chapter 3: Adding PMIS Components
You have just uploaded a Word document to a document library. To update the docu-
1. Place the mouse over the Word document Expense Reporting Procedure.
2. Access the drop-down menu and click Edit Properties (see Figure 3-43).
3. If the dialog box shown in Figure 3-44 appears, click OK.
Figure 3-43. Edit a document’s properties
Figure 3-44. Check-out dialog box
4. A page similar to the one shown in Figure 3-45 will be displayed. Update the fol-
Name: <city> Expense Reporting Procedure
Title: <city> Project Expense Reporting Procedure
5. Click Save. You have just updated the document’s Name and Title.
6. To upload the Excel file My DocumentsProject FilesExpense Report.xls to the
document library, repeat the process.
7. Update the filename and title of the newly uploaded Excel file to reflect your project
8. Return to your PMIS home page.
Congratulations! You have successfully created and utilized a document library.
Workshop 3 2: Creating and Populating a Document Library | 59
Figure 3-45. Updating the document properties
Workshop 3.2 Debriefing
In Part 1 of the workshop, you defined and created a document library for the case
study PMIS. The process is similar to creating other types of libraries, such as picture
libraries, form libraries, or even wiki page libraries.
In Part 2, you uploaded existing Project Documents to the Document Library.
Typically, common project files used by the team are stored in a document library. In
Chapter 4, we will discuss how we can limit people’s access to specific project
Organizing Project Information
Now that you have learned how project information is stored in a SharePoint PMIS, it
is important to consider how you would organize or structure the project information.
The principles for structuring project information are derived from organizational
standards, information purpose, and flow.
Our case study is organized simply. Would it apply to your project environment? Or
would you structure information based on:
• Project phases: requirements, design, planning, execution, closing
• Information purpose: forms, policies, invoices, budget
A well-organized PMIS will allow for structured content, leading to improved infor-
mation access, and will also allow for a great deal of flexibility as the project progresses.
More importantly, the project team will be less likely to be confused.
60 | Chapter 3: Adding PMIS Components