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7 Ways To Leverage Sp For Pm Success

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Dux Raymond shows how SharePoint can address common project management challenges such as Inefficient communication among stakeholders, poor document managementpractices and undefined project …

Dux Raymond shows how SharePoint can address common project management challenges such as Inefficient communication among stakeholders, poor document managementpractices and undefined project collaboration standards that can compromise project success. SharePoint provides a framework that can empower project managers to create a standards-based PMIS. Dux presented these slides in a live O'Reilly webcast on Feb. 27, 2009.

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  • 1. 7 Ways To Leverage SharePoint For Project Management Success Dux Raymond Sy, PMP Innovative-e February 27, 2009 10 am – 11 am (PST)
  • 2. Presentation Objectives  After completing this presentation, you will be able to describe the benefits of utilizing SharePoint as a Project Management Information System (PMIS)  In addition, you will be able to comprehend SharePoint’s capabilities to  Enable efficient document management  Integrate common project management tools  Facilitate team collaboration  Automate project processes  Generate relevant project reports  Allow mobile PMIS access
  • 3. Dux Raymond Sy, PMP  Managing Partner, Innovative-E, Inc.  Contract Author & Instructor, Learning Tree International  Author, “SharePoint for Project Management” by O’Reilly Media  For more information, connect with Dux  E-Mail: dux.sy@innovative-e.com  LinkedIn: meetdux.com/li  Blog: meetdux.com  Twitter: meetdux
  • 4. Agenda  Why SharePoint?  7 Ways to Leverage SharePoint for PM Success  Questions and Answers
  • 5. Share + Point
  • 6. What’s SharePoint?  Allows individuals in an organization to easily create and manage their own collaborative Web sites  Simplifies how people find and share information across boundaries, and enabling better informed decisions  Seamlessly integrates with Windows and MS Office  Does not refer to a specific product or technology  Using the word “Microsoft SharePoint” is like using the word “Microsoft Office”  Refers to several aspects of Web-based collaborative solutions
  • 7. What if SharePoint is a Car?
  • 8.  WSS is the core technology of Microsoft SharePoint  Considered as the “engine” of SharePoint  Provides document management and team collaboration tools  WSS is available for free as long as your organization is utilizing Windows Server 2003 or above  MOSS extends the capabilities of WSS  Going back to our car analogy, MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands, etc.  Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.  Unlike WSS, MOSS is not available for free
  • 9. What’s a PMIS?  A standardized set of automated project management tools available within the organization and integrated into a system  Used by the project management team to  Support the generation and maintenance of project artifacts  Facilitate communication and feedback  Monitor project activities  Control project changes  Analyze and forecast project performance  Contains real-time information essential for initiating, planning, executing, controlling, and closing a project
  • 10. What’s out there?  Microsoft SharePoint  Microsoft Project Server  Clarity  Primavera  Web-based  Google Team Site  Basecamp  Zoho
  • 11. SharePoint as a PMIS  Individual projects can have a collaborative web site  Access can be limited to the project team and appropriate stakeholders  Project artifacts can be centrally stored and maintained  Project communications can be streamlined  Relatively easy to use  IT intervention is minimal  Based on familiar tools and technologies: Web, Windows, Microsoft Office
  • 12. Agenda  Why SharePoint?  7 Ways to Leverage SharePoint for PM Success  Questions and Answers
  • 13. #1 Easily Create a PMIS  Technical skill requirement is minimal  Microsoft Windows  Microsoft Office  Familiar with web browsing  Easily define stakeholder access  Based on project communication needs  If deployed appropriately, IT does not have to deal with  Updating content  Defining account privileges  Maintaining a document repository
  • 14. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  • 15. #2 Efficiently Manage Project Information  SharePoint provides various tools to effectively centralize and manage project information  Project Schedule  Project Documents  Change Request  Risk/Issue Log  Budget  Document management features  Information storage  Check-in/check-out  Version control  Content approval
  • 16. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
  • 17. #3 Facilitate Project Collaboration  Document Collaboration  Document Workspaces can be used to jointly develop requirements document, reports, templates, etc.  Team Collaboration  Wikis to document lessons learned  Discussion boards for offline communication  Meeting Workspaces to support project meetings
  • 18. Example: Clarifying Requirements
  • 19. #4 Seamlessly Integrate with PM Tools  E-mail  Microsoft Office  Word  Excel  PowerPoint  Project  Enterprise tools  Third Party Tools  Project Publisher  Intelligant
  • 20. Synchronizing Excel + SP Video Demo: http://go.meetdux.com/czas
  • 21. #5 Automate Project Processes  Common project workflows  Change Control  Expense Reimbursement  Vacation Request  SharePoint workflows  Three-State  Custom workflows
  • 22. Example: Change Request
  • 23. #6 Generate Relevant Reports  SharePoint can be used to generate relevant  Interactive summary of a project  Project tasks information  Automated alerts  Dashboards can be created using Web Parts  Red, Amber, Green (RAG) Status  Key Performance Indicators (KPI)  Charts
  • 24. Example: Milestones Dashboard
  • 25. #7 Enable Mobile Access  A mobile version of a SharePoint site is created automatically upon creation of a site  Accessed via the subdirectory /m/  http://sharepointcafe/m/  Web pages are optimized and formatted for a mobile browser  In addition, e-mail can be used to interact with a SharePoint PMIS
  • 26. Agenda  Why SharePoint?  7 Ways to Leverage SharePoint for PM Success  Questions and Answers
  • 27. Questions? ? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: meetdux ?
  • 28. Thank You! Innovative-e