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sharepointmaven.com @gregoryzelfond
HOW TO MANAGE
PROJECTS IN SHAREPOINT
USING OUT OF THE BOX FEATURES
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
 Gregory Zelfond
 10+ years of experienc...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About SharePoint Maven
I HELP ORGANIZATIONS TO UNLO...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Agenda
– Business objectives
– 3 options
• Office 3...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
BUSINESS
OBJECTIVES
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
What is the problem you are trying to solve?
 Cons...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Things to keep in mind…
 Project Management discip...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
THE 3
OPTIONS
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
OFFICE 365
GROUPS
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
GREAT FOR…
 Organizations/teams that run lots of m...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Office 365 Groups
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
DOCUMENT
SETS
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
GREAT FOR…
 Organizations/teams that run lots of m...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Document Library View
Search across all projects
Pr...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Folder View
Project Folder Metadata
Project Documen...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Document Set = Content Type
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Document Set Version
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Configure Metadata Navigation (Search/Filter)
 Ste...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PROJECT
SITES
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
GREAT FOR…
 Organizations/teams that have formal P...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Project Site
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Save Site as a Template
WARNING: Can’t save Sites a...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
How to create a Project Site in SharePoint
Blog Pos...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
PM Artifacts  SharePoint Web Parts Matrix
PM Arti...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
DASHBOARDS
&
REPORTING
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Data Roll-ups/Aggregation
 No easy way to aggregat...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Need help with SharePoint?
 SharePoint Site Config...
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
THANK YOU!
Visit: sharepointmaven.com
Email: greg@s...
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How to Manage Projects in SharePoint Using Out of the Box Features

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Learn how you can utilize SharePoint out of the box functionality to manage projects. 3 options are discussed: Office 365 Groups, Document sets and project sites. Also, what's available in terms of PMO-style dashboards and reporting capability.

Published in: Technology

How to Manage Projects in SharePoint Using Out of the Box Features

  1. 1. sharepointmaven.com @gregoryzelfond HOW TO MANAGE PROJECTS IN SHAREPOINT USING OUT OF THE BOX FEATURES
  2. 2. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond About Me  Gregory Zelfond  10+ years of experience with SharePoint  Huge SharePoint Advocate, blogger  Love to solve business problems using code-free, out of the box SharePoint configurations  Owner of SharePoint Maven (sharepointmaven.com)
  3. 3. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond About SharePoint Maven I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT MIGRATION CONSULTING TRAINING
  4. 4. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Agenda – Business objectives – 3 options • Office 365 Groups • Document Sets • Project Sites – Dashboards & Reporting – Q & A
  5. 5. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond BUSINESS OBJECTIVES
  6. 6. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond What is the problem you are trying to solve?  Consistency with documentation  Consolidate various information sources  Enforcement of Project Management methodology  Project Management Office (PMO) Dashboards and Reporting  Informal Meeting Space
  7. 7. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Things to keep in mind…  Project Management discipline/maturity within an organization  SharePoint maturity within an organization  Know your audience  User Adoption & Training
  8. 8. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond THE 3 OPTIONS
  9. 9. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond OFFICE 365 GROUPS
  10. 10. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond GREAT FOR…  Organizations/teams that run lots of mini-projects  Organizations that don’t need to follow formal methodology  Informal projects that don’t require any oversight OFFICE 365 GROUPS…  Are easy to create and setup  Have no administrative overhead Office 365 Groups & Project Management
  11. 11. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Office 365 Groups
  12. 12. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond DOCUMENT SETS
  13. 13. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond GREAT FOR…  Organizations/teams that run lots of mini-projects  Teams that need to ease their users into metadata concept  Situations where unique security/permission are required for each project DOCUMENT SETS…  Organize documents in a presentable fashion  Allow for “light” project management without overhead of creating multiple sites  Allow for extensive filtering, grouping, sorting of documents Document Sets & Project Management
  14. 14. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Document Library View Search across all projects Project Folders
  15. 15. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Folder View Project Folder Metadata Project Documents inside of the Project Folder
  16. 16. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Document Set = Content Type
  17. 17. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Document Set Version
  18. 18. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Configure Metadata Navigation (Search/Filter)  Step 1: Enable Metadata Navigation and Filtering feature under Site Settings > Manage Site Features  Step 2: Access Metadata Navigation Setting at the list/library (under List/Library Settings)  Step 3: Configure Navigation Hierarchies and/or Filters 1 2 3 4
  19. 19. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond PROJECT SITES
  20. 20. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond GREAT FOR…  Organizations/teams that have formal PM methodology  Organizations that need to manage more than just the documents  Situations where unique security/permission are required for each project PROJECT SITES…  Allow for standardization across organization/lines of business  Are easy to “archive”  Allow to surface up content usually “hidden” in Excel and Word documents  Allow for data roll-up/aggregation (if done properly) Project Sites & Project Management
  21. 21. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Project Site
  22. 22. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Save Site as a Template WARNING: Can’t save Sites as templates if publishing features are turned on at Site Collection and site level!
  23. 23. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond How to create a Project Site in SharePoint Blog Post How to create SharePoint Project Site Step by Step Instructions
  24. 24. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond PM Artifacts  SharePoint Web Parts Matrix PM Artifact SharePoint Web Part Document Document Library Tasks/Schedule Tasks List Milestones Calendar Team Contacts Contacts Issues Log Issues Log Action Items Issues Log or Task List Risk Register Custom List Lessons Learned Custom List
  25. 25. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond DASHBOARDS & REPORTING
  26. 26. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Data Roll-ups/Aggregation  No easy way to aggregate data from multiple project sites  CSWP (Content Search Web Part) or Search Results Web Part – Content can reside in any site collection – Most flexible option in terms of queries  Refinement Web Part for filtering
  27. 27. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Need help with SharePoint?  SharePoint Site Configuration and Customization  Document Migration to SharePoint  SharePoint Implementation Strategy  SharePoint Training  SharePoint User Adoption  SharePoint Governance  SharePoint Project Management
  28. 28. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond THANK YOU! Visit: sharepointmaven.com Email: greg@sharepointmaven.com Follow: @gregoryzelfond Connect: linkedin.com/company/sharepoint-maven View: www.slideshare.net/gzelfond Get in touch if you have questions

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