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Project and Portfolio Management with Project Online

Webinar Video:

Detailed overview of Microsoft's PPM soluton - Project Online (Project Server). The following elements are discussed: Project Center, Project Types, Project Sites, Project Detail Pages, Resources, Timesheets, Tasks, Issues and Risks, Reports, Security, Mobile App, PWA Settings. Comparison to other SharePoint/Office 365 project Management options is also discussed (Office 365 Planner, Office 365 Groups, SharePoint Team Sites)

Project and Portfolio Management with Project Online

  2. 2. @gregoryzelfond Before we start…  Complementary webinar video recording is available at  You can also visit my YouTube Channel:  Slides and Demo based off SharePoint Online, however, similar functionality is available with on-premises and older versions of SharePoint
  3. 3. @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
  5. 5. @gregoryzelfond Available Project Management Options in SharePoint/Office 365 Office 365 Planner Informal Easy $ Office 365 Groups Informal Easy $ Team Sites Formal Medium $$ Project Server Project Online Very formal Hard $$$$ NEW NEW
  6. 6. @gregoryzelfond Good-old Team Sites
  7. 7. @gregoryzelfond Everyone loves team sites! (Unless you are an Executive, Portfolio or Resource Manager)
  8. 8. @gregoryzelfond What’s important to me?  Project Manager/Team Members – My Project, My Resources, My Schedule  Portfolio Manager – Overview of my Portfolio of projects  Resource Manager – Resource Capacity  Executive – Reports (with cool-looking graphs)
  9. 9. @gregoryzelfond Meet Project Online Project Online Project Site Resource Management TimesheetsReports Project Dashboard
  10. 10. @gregoryzelfond Project Online vs. Project Web App vs. Project Server
  11. 11. @gregoryzelfond Terminology  Project Server – Microsoft’s Project & Portfolio Management (PPM) Solution  Project Online – “Cloud” version of Project Server (available via Office 365 subscription)  Project Web App – web application that allows to analyze portfolios (technical component of Project Server/Project Online)
  12. 12. @gregoryzelfond Project Online Anatomy  Project Center  Project Types  Project Sites  Project Detail Pages  Resources  Timesheets  Tasks  Issues and Risks  Reports  Security  Mobile Apps  PWA Settings
  13. 13. @gregoryzelfond Project Center  Single Dashboard to access Projects  Projects can be added/viewed on single timeline
  14. 14. @gregoryzelfond 2 Project Types  Task Project – Schedule managed via Tasks Web Part  Enterprise Project – Schedule managed via MS Project/Project Web app
  15. 15. @gregoryzelfond 2 ways to edit Enterprise Project Schedule
  16. 16. @gregoryzelfond Project Sites Project Online Project Site = Project Detail Pages (PDP) + Project Schedule + SharePoint Team Site
  17. 17. @gregoryzelfond Project Detail Pages  Additional Information (metadata) about a Project  Can be text, menu choice, people, dates, currency  Use metadata to organize projects on the dashboard (by Portfolio)
  18. 18. @gregoryzelfond Resources  Central Portal to manage Resources, review & manage capacity  Different types of resources allowed – Generic [job role] (i.e. Project Manager) – Work Resources [people] (i.e. Barack Obama) – Material Resource [consumables] (i.e. concrete) – Cost Resources [time independent] (i.e. airplane ticket)
  19. 19. @gregoryzelfond Resources, cont’d
  20. 20. @gregoryzelfond Timesheets  Place for user to submit actual time for each project task  User can also enter actual time for Admin activities like meetings, vacation, sick time, etc.
  21. 21. @gregoryzelfond Tasks  Displays tasks for the signed-in user  Users can update Actual Start, Actual Finish Dates, as well as remaining work  User can re-assign tasks (if configured)  Task Status Column shows status of each task/update
  22. 22. @gregoryzelfond Issues and Risks  Shows issues & risks assigned to the signed-in user  Users can associate Tasks with Issues, Risks and documents
  23. 23. @gregoryzelfond Reports  All data pulled into Excel  Build custom reports via Pivot Tables & Pivot Charts  Sample Report Templates
  24. 24. @gregoryzelfond Security 1. Security for Team Sites 2. Security for PWA (Portfolio Managers, Resources Managers, Project Managers, Team Members) – define what each group of users can do in Project Online (i.e. manage resources, approve timesheets, etc.)
  25. 25. @gregoryzelfond Mobile App 1 (Office 365 Project Portfolio Dashboard)
  26. 26. @gregoryzelfond Mobile App 2 (Office 365 Project Time Reporter)
  27. 27. @gregoryzelfond PWA Settings Control Panel for Project Online/PWA Settings (independent of Site Settings)
  28. 28. @gregoryzelfond Is Project Online the right tool for us?
  29. 29. @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
  30. 30. @gregoryzelfond Things to keep in mind…  Project Management discipline/maturity within an organization  SharePoint maturity within an organization  Know your audience  User Adoption & Training
  31. 31. @gregoryzelfond SharePoint Webinars  How to manage projects in SharePoint using out of the box features  How to build amazing Intranet Sites in SharePoint using out of the box features  How to improve SharePoint User Adoption – practical tips and industry best practices  How to manage migration to SharePoint  SharePoint hacks you can’t live without  [NEW] Project and Portfolio Management with Project Online  [NEW] Kick-Ass Project Collaboration with Office 365 Groups LEARN MORE
  32. 32. @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
  33. 33. @gregoryzelfond THANK YOU! Visit: Email: Follow: @gregoryzelfond Connect: View: Watch: SharePoint Maven YouTube Channel Get in touch if you have questions