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BUS211   	
  
Dux	
  Raymond	
  Sy,	
  PMP	
  
The	
  Reality	
  of	
  Projects	
  Today	
  
  On	
  a	
  sheet	
  of	
  paper,	
  iden0fy	
  three	
  challenges	
  
   you’ve	
  faced	
  in	
  managing	
  projects	
  	
  
  Swap	
  this	
  sheet	
  of	
  paper	
  with	
  another	
  person	
  
      Edit	
  their	
  challenges	
  
      Add	
  your	
  challenges	
  
  Once	
  completed,	
  submit	
  paper	
  to	
  Dux	
  
Presenta4on	
  Objec4ves	
  
  In	
  this	
  presenta0on,	
  you	
  will	
  be	
  able	
  to:	
  
      Leverage	
  SharePoint	
  as	
  a	
  Project	
  Management	
  
       Informa0on	
  System	
  (PMIS)	
  
      Centralize	
  project	
  ar0facts	
  
      Facilitate	
  efficient	
  team	
  collabora0on	
  
      Enhance	
  stakeholder	
  communica0on	
  
      Automate	
  project	
  processes	
  
      Generate	
  relevant	
  reports	
  
      Allow	
  mobile	
  PMIS	
  access	
  	
  
  Dux	
  Raymond	
  Sy,	
  PMP	
                         About	
  ME…	
  
     Managing	
  Partner,	
  Innova0ve-­‐e	
  
     hOp://www.innova0ve-­‐e.com	
  
     Author,	
  “SharePoint	
  for	
  Project	
  
      Management”	
  by	
  O’Reilly	
  Media	
  
     Contract	
  Author	
  &	
  Instructor,	
  	
  
      Learning	
  Tree	
  Interna0onal	
  
     Connect	
  with	
  me	
  
         –    E-­‐Mail:	
  dux.sy@innova0ve-­‐e.com	
  
         –    LinkedIn:	
  meetdux.com/li	
  
         –    Blog:	
  meetdux.com	
  
         –    TwiOer:	
  twiOer.com/meetdux	
  
Agenda	
  
  Challenges	
  of	
  Project	
  Management	
  
  Why	
  SharePoint	
  
  7	
  Ways	
  to	
  Leverage	
  SharePoint	
  for	
  PM	
  Success	
  
  Ques0ons	
  
Courtesy of NicksTrafficTricks.com
PM	
  Challenges	
  
  Lack	
  of	
  Standardized	
  Process	
  
  Poor	
  Communica0ons	
  
  Ineffec0ve	
  Project	
  Informa0on	
  Management	
  
     Centralized	
  Repository	
  
     Traceability	
  
     Access	
  Privileges	
  
     Repor0ng	
  
  Inefficient	
  Team	
  Collabora0on	
  
Agenda	
  
  Challenges	
  of	
  Project	
  Management	
  
  Why	
  SharePoint	
  
  7	
  Ways	
  to	
  Leverage	
  SharePoint	
  for	
  PM	
  Success	
  
  Ques0ons	
  
What’s	
  a	
  PMIS?	
  
  Standardized	
  set	
  of	
  automated	
  PM	
  tools	
  
   integrated	
  into	
  a	
  system	
  	
  
  Used	
  by	
  the	
  PM	
  team	
  to	
  
      Support	
  the	
  genera0on	
  and	
  maintenance	
  of	
  
       project	
  ar0facts	
  
      Facilitate	
  communica0on	
  and	
  feedback	
  
      Monitor	
  project	
  ac0vi0es	
  
      Control	
  project	
  changes	
  
      Analyze	
  and	
  forecast	
  project	
  performance	
  
What’s	
  Out	
  There?	
  
  Microso_	
  SharePoint	
  
  Microso_	
  Project	
  Server	
  
  Clarity	
  
  Primavera	
  
  Web-­‐based	
  
      Google	
  Team	
  Site	
  
      Basecamp	
  
      Zoho	
  
In	
  a	
  Perfect	
  World	
  
  PMIS	
  should	
  be	
  appropriate	
  to	
  PM	
  Maturity,	
  
   skill	
  set	
  and	
  exis0ng	
  tools	
  
  Accessible	
  
      Traceable	
  
      One-­‐stop	
  shop	
  
  Team	
  collabora0on	
  
      Easily	
  work	
  with	
  colleagues	
  	
  
       whenever,	
  wherever,	
  and	
  however	
  
SharePoint	
  as	
  a	
  PMIS	
  
  PMs	
  are	
  empowered	
  to	
  create	
  a	
  SharePoint	
  
   site	
  that	
  serves	
  as	
  a	
  PMIS	
  
      IT	
  interven0on	
  is	
  minimal	
  
      Based	
  on	
  familiar	
  tools	
  and	
  	
  technologies:	
  Web,	
  
       Windows,	
  	
  Microso_	
  Office	
  
  Access	
  can	
  be	
  limited	
  
  Project	
  ar0facts	
  can	
  be	
  centralized	
  
  Communica0ons	
  can	
  be	
  streamlined	
  
Agenda	
  
  Challenges	
  of	
  Project	
  Management	
  
  Why	
  SharePoint	
  
  7	
  Ways	
  to	
  Leverage	
  SharePoint	
  for	
  PM	
  Success	
  
  Ques0ons	
  
#1	
  Easily	
  Create	
  a	
  PMIS	
  
  PMs	
  can	
  create	
  relevant	
  PMIS	
  
      Define	
  PMIS	
  components	
  
      Enable	
  stakeholder	
  access	
  
  If	
  deployed	
  appropriately,	
  IT	
  	
  
   does	
  not	
  have	
  to	
  deal	
  with	
  
      Upda0ng	
  content	
  
      Defining	
  account	
  privileges	
  
      Maintaining	
  a	
  document	
  repository	
  
#2	
  Efficiently	
  Store	
  Project	
  Ar4facts	
  
  SharePoint	
  provides	
  various	
  tools	
  to	
  centralize	
  
  and	
  manage	
  relevant	
  project	
  informa0on	
  
     Project	
  Schedule	
  
     Project	
  Documents	
  
     Change	
  Request	
  
     Risk/Issue	
  Log	
  
     Budget	
  
DEMO	
  
   CREATE A
SHAREPOINT PMIS

In	
  this	
  demo,	
  I’ll	
  step	
  through	
  the	
  simple	
  
process	
  of	
  building	
  a	
  SharePoint-­‐based	
  
PMIS.	
  This	
  demo	
  can	
  also	
  be	
  viewed	
  at:	
  
hOp://go.meetdux.com/x8eu	
  
#3	
  Facilitate	
  BeOer	
  Collabora4on	
  
  Project	
  informa0on	
  collabora0on	
  
     Maintain	
  project	
  ar0facts	
  in	
  libraries	
  
     Jointly	
  develop	
  documents	
  with	
  document	
  
      workspaces	
  
  Team	
  collabora0on	
  
     Requirements	
  clarifica0on	
  with	
  discussion	
  boards	
  
     Ini0ate	
  and	
  maintain	
  mee0ng	
  ar0facts	
  with	
  
      mee0ng	
  workspaces	
  
     Document	
  lessons	
  learned	
  with	
  Wikis	
  
DEMO	
  
FACILITATING TEAM
 COLLABORATION

In	
  this	
  demo,	
  I’ll	
  show	
  why	
  discussion	
  boards	
  
are	
  great	
  for	
  requirements	
  clarifica0on	
  and	
  
mee0ng	
  workspaces	
  are	
  much	
  more	
  effec0ve	
  
in	
  capturing	
  mee0ng	
  ar0facts	
  
#4	
  Enhance	
  Communica4on	
  
  Right	
  informa0on	
  for	
  the	
  right	
  stakeholder	
  at	
  
   the	
  right	
  0me	
  
      Tasks	
  
      Schedule	
  
      Reports	
  
      Dashboard	
  
  Relevant	
  project	
  informa0on	
  access	
  
      Appropriate	
  privileges	
  can	
  be	
  defined	
  based	
  on	
  
       project	
  communica0on	
  needs	
  
EXAMPLE	
  
   PROJECT
COMMUNICATIONS

Chief	
  Execu0ve	
  Officer	
  
        Regular	
  e-­‐mail	
  updates	
  on	
  project	
  milestones	
  and	
  
        risks	
  
Chief	
  Financial	
  Officer	
  
        Access	
  to	
  project	
  budget	
  informa0on	
  
        Reviews	
  and	
  updates	
  any	
  change	
  to	
  project	
  
        finances	
  
Program	
  Manager	
  
        Reviews	
  project	
  tasks,	
  milestones,	
  and	
  risks	
  
EXAMPLE	
  
    PERMISSIONS
       MATRIX

                                        Change
Stakeholder Contacts   Issues   Tasks             Calendar
                                        Control
CEO            C         R       R         C         R

PMO

Finance
#5	
  Automate	
  Processes	
  
  Common	
  project	
  workflows	
  
     Change	
  Control	
  
     Expense	
  Reimbursement	
  	
  
  SharePoint	
  workflows	
  can	
  	
  
  be	
  u0lized	
  to	
  
     Automate	
  process	
  
     Enable	
  accountability	
  	
  
     Provide	
  traceability	
  
EXAMPLE	
  
PROJECT CHANGE
   REQUEST




How to Build a Change Request System in SharePoint Demo: http://go.meetdux.com/fqp8
#6	
  Generate	
  Relevant	
  Reports	
  
  SharePoint	
  can	
  be	
  used	
  to	
  generate	
  relevant	
  
     Interac0ve	
  summary	
  of	
  a	
  project	
  
     Project	
  tasks	
  informa0on	
  
     Automated	
  alerts	
  
  Dashboards	
  can	
  be	
  created	
  using	
  Web	
  Parts	
  
     Red,	
  Amber,	
  Green	
  (RAG)	
  Status	
  
     Key	
  Performance	
  Indicators	
  (KPI)	
  
EXAMPLE	
  
           PROJECT
          DASHBOARD




How to Build a Project Management Dashboard with SharePoint Demo: http://go.meetdux.com/kep5
#7	
  Enable	
  Mobile	
  Access	
  
  A	
  mobile	
  version	
  of	
  a	
  SharePoint	
  site	
  is	
  created	
  
                                                                           	
  
   automa0cally	
  upon	
  crea0on	
  of	
  a	
  site	
  
      Accessed	
  via	
  the	
  subdirectory	
  /m/:	
  
       hOp://sharepointcafe/m/	
  
      Web	
  pages	
  are	
  op0mized	
  	
  
       and	
  formaOed	
  for	
  a	
  mobile	
  browser	
  
  Sec0on	
  508	
  compliant	
  
Agenda	
  
  Challenges	
  of	
  Project	
  Management	
  
  Why	
  SharePoint	
  
  7	
  Ways	
  to	
  Leverage	
  SharePoint	
  for	
  PM	
  Success	
  
  Ques0ons	
  
Ques4ons?	
  

                            E-Mail: dux.sy@innovative-e.com

                            LinkedIn: meetdux.com/li

                            Blog: meetdux.com

                            Twitter: twitter.com/meetdux




           How did you like the presentation?
        http://sp.meetdux.com/post_feedback.aspx
Isn’t	
  SharePoint	
  Nice?	
  
                            	
  
SharePoint	
  is	
  Nice	
  Nice	
  Baby	
  
All	
  right	
  stop	
  collaborate	
  and	
  listen	
  	
                 Deadly!	
  Deploy	
  WSP	
  	
  
Dux	
  is	
  back	
  with	
  my	
  SharePoint	
  inven0on	
  	
            Anything	
  less,	
  site	
  templates,	
  maybe?	
  	
  

Projects,	
  grabs	
  a	
  hold	
  of	
  me	
  0ghtly	
  	
                Love	
  it	
  or	
  leave	
  it	
  workflows	
  can	
  be	
  traced	
  
I	
  need	
  Team	
  Sites	
  with	
  Surveys	
  and	
  Wikis	
            BeOer	
  use	
  Views	
  so	
  Doc	
  Libs	
  be	
  straight	
  

Will	
  it	
  ever	
  stop?	
  Yo,	
  I	
  don't	
  know	
  	
             If	
  there	
  was	
  a	
  problem	
  SharePoint	
  solves	
  it	
  	
  
Changing	
  permissions	
  to	
  and	
  fro	
                              Check	
  out	
  the	
  hook	
  BPC	
  revolves	
  it	
  	
  

To	
  the	
  extreme	
  I	
  synchronize	
  my	
  calendar	
  	
           SharePoint	
  is	
  nice	
  nice	
  baby	
  
Light	
  up	
  my	
  phone,	
  fire	
  up	
  SharePoint	
  mobile	
  	
     SharePoint	
  is	
  nice	
  nice	
  baby	
  

Dance!	
  Build	
  dashboards	
  with	
  web	
  parts	
  	
                SharePoint	
  is	
  nice	
  nice	
  baby	
  
Receiving	
  alerts	
  from	
  updated	
  tasks	
                          SharePoint	
  is	
  nice	
  nice	
  baby	
  	
  
                                                                           SharePoint	
  is	
  nice	
  	
  
Please	
  fill	
  out	
  your	
  evalua4on	
  and	
  	
  
turn	
  it	
  in	
  on	
  the	
  back	
  table!	
  

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7 Ways to Leverage SharePoint for Project Management Success

  • 1. BUS211   Dux  Raymond  Sy,  PMP  
  • 2. The  Reality  of  Projects  Today     On  a  sheet  of  paper,  iden0fy  three  challenges   you’ve  faced  in  managing  projects       Swap  this  sheet  of  paper  with  another  person     Edit  their  challenges     Add  your  challenges     Once  completed,  submit  paper  to  Dux  
  • 3. Presenta4on  Objec4ves     In  this  presenta0on,  you  will  be  able  to:     Leverage  SharePoint  as  a  Project  Management   Informa0on  System  (PMIS)     Centralize  project  ar0facts     Facilitate  efficient  team  collabora0on     Enhance  stakeholder  communica0on     Automate  project  processes     Generate  relevant  reports     Allow  mobile  PMIS  access    
  • 4.   Dux  Raymond  Sy,  PMP   About  ME…     Managing  Partner,  Innova0ve-­‐e     hOp://www.innova0ve-­‐e.com     Author,  “SharePoint  for  Project   Management”  by  O’Reilly  Media     Contract  Author  &  Instructor,     Learning  Tree  Interna0onal     Connect  with  me   –  E-­‐Mail:  dux.sy@innova0ve-­‐e.com   –  LinkedIn:  meetdux.com/li   –  Blog:  meetdux.com   –  TwiOer:  twiOer.com/meetdux  
  • 5. Agenda     Challenges  of  Project  Management     Why  SharePoint     7  Ways  to  Leverage  SharePoint  for  PM  Success     Ques0ons  
  • 7. PM  Challenges     Lack  of  Standardized  Process     Poor  Communica0ons     Ineffec0ve  Project  Informa0on  Management     Centralized  Repository     Traceability     Access  Privileges     Repor0ng     Inefficient  Team  Collabora0on  
  • 8. Agenda     Challenges  of  Project  Management     Why  SharePoint     7  Ways  to  Leverage  SharePoint  for  PM  Success     Ques0ons  
  • 9. What’s  a  PMIS?     Standardized  set  of  automated  PM  tools   integrated  into  a  system       Used  by  the  PM  team  to     Support  the  genera0on  and  maintenance  of   project  ar0facts     Facilitate  communica0on  and  feedback     Monitor  project  ac0vi0es     Control  project  changes     Analyze  and  forecast  project  performance  
  • 10. What’s  Out  There?     Microso_  SharePoint     Microso_  Project  Server     Clarity     Primavera     Web-­‐based     Google  Team  Site     Basecamp     Zoho  
  • 11. In  a  Perfect  World     PMIS  should  be  appropriate  to  PM  Maturity,   skill  set  and  exis0ng  tools     Accessible     Traceable     One-­‐stop  shop     Team  collabora0on     Easily  work  with  colleagues     whenever,  wherever,  and  however  
  • 12. SharePoint  as  a  PMIS     PMs  are  empowered  to  create  a  SharePoint   site  that  serves  as  a  PMIS     IT  interven0on  is  minimal     Based  on  familiar  tools  and    technologies:  Web,   Windows,    Microso_  Office     Access  can  be  limited     Project  ar0facts  can  be  centralized     Communica0ons  can  be  streamlined  
  • 13. Agenda     Challenges  of  Project  Management     Why  SharePoint     7  Ways  to  Leverage  SharePoint  for  PM  Success     Ques0ons  
  • 14. #1  Easily  Create  a  PMIS     PMs  can  create  relevant  PMIS     Define  PMIS  components     Enable  stakeholder  access     If  deployed  appropriately,  IT     does  not  have  to  deal  with     Upda0ng  content     Defining  account  privileges     Maintaining  a  document  repository  
  • 15. #2  Efficiently  Store  Project  Ar4facts     SharePoint  provides  various  tools  to  centralize   and  manage  relevant  project  informa0on     Project  Schedule     Project  Documents     Change  Request     Risk/Issue  Log     Budget  
  • 16. DEMO   CREATE A SHAREPOINT PMIS In  this  demo,  I’ll  step  through  the  simple   process  of  building  a  SharePoint-­‐based   PMIS.  This  demo  can  also  be  viewed  at:   hOp://go.meetdux.com/x8eu  
  • 17. #3  Facilitate  BeOer  Collabora4on     Project  informa0on  collabora0on     Maintain  project  ar0facts  in  libraries     Jointly  develop  documents  with  document   workspaces     Team  collabora0on     Requirements  clarifica0on  with  discussion  boards     Ini0ate  and  maintain  mee0ng  ar0facts  with   mee0ng  workspaces     Document  lessons  learned  with  Wikis  
  • 18. DEMO   FACILITATING TEAM COLLABORATION In  this  demo,  I’ll  show  why  discussion  boards   are  great  for  requirements  clarifica0on  and   mee0ng  workspaces  are  much  more  effec0ve   in  capturing  mee0ng  ar0facts  
  • 19. #4  Enhance  Communica4on     Right  informa0on  for  the  right  stakeholder  at   the  right  0me     Tasks     Schedule     Reports     Dashboard     Relevant  project  informa0on  access     Appropriate  privileges  can  be  defined  based  on   project  communica0on  needs  
  • 20. EXAMPLE   PROJECT COMMUNICATIONS Chief  Execu0ve  Officer   Regular  e-­‐mail  updates  on  project  milestones  and   risks   Chief  Financial  Officer   Access  to  project  budget  informa0on   Reviews  and  updates  any  change  to  project   finances   Program  Manager   Reviews  project  tasks,  milestones,  and  risks  
  • 21. EXAMPLE   PERMISSIONS MATRIX Change Stakeholder Contacts Issues Tasks Calendar Control CEO C R R C R PMO Finance
  • 22. #5  Automate  Processes     Common  project  workflows     Change  Control     Expense  Reimbursement       SharePoint  workflows  can     be  u0lized  to     Automate  process     Enable  accountability       Provide  traceability  
  • 23. EXAMPLE   PROJECT CHANGE REQUEST How to Build a Change Request System in SharePoint Demo: http://go.meetdux.com/fqp8
  • 24. #6  Generate  Relevant  Reports     SharePoint  can  be  used  to  generate  relevant     Interac0ve  summary  of  a  project     Project  tasks  informa0on     Automated  alerts     Dashboards  can  be  created  using  Web  Parts     Red,  Amber,  Green  (RAG)  Status     Key  Performance  Indicators  (KPI)  
  • 25. EXAMPLE   PROJECT DASHBOARD How to Build a Project Management Dashboard with SharePoint Demo: http://go.meetdux.com/kep5
  • 26. #7  Enable  Mobile  Access     A  mobile  version  of  a  SharePoint  site  is  created     automa0cally  upon  crea0on  of  a  site     Accessed  via  the  subdirectory  /m/:   hOp://sharepointcafe/m/     Web  pages  are  op0mized     and  formaOed  for  a  mobile  browser     Sec0on  508  compliant  
  • 27. Agenda     Challenges  of  Project  Management     Why  SharePoint     7  Ways  to  Leverage  SharePoint  for  PM  Success     Ques0ons  
  • 28. Ques4ons?   E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux How did you like the presentation? http://sp.meetdux.com/post_feedback.aspx
  • 30. SharePoint  is  Nice  Nice  Baby   All  right  stop  collaborate  and  listen     Deadly!  Deploy  WSP     Dux  is  back  with  my  SharePoint  inven0on     Anything  less,  site  templates,  maybe?     Projects,  grabs  a  hold  of  me  0ghtly     Love  it  or  leave  it  workflows  can  be  traced   I  need  Team  Sites  with  Surveys  and  Wikis   BeOer  use  Views  so  Doc  Libs  be  straight   Will  it  ever  stop?  Yo,  I  don't  know     If  there  was  a  problem  SharePoint  solves  it     Changing  permissions  to  and  fro   Check  out  the  hook  BPC  revolves  it     To  the  extreme  I  synchronize  my  calendar     SharePoint  is  nice  nice  baby   Light  up  my  phone,  fire  up  SharePoint  mobile     SharePoint  is  nice  nice  baby   Dance!  Build  dashboards  with  web  parts     SharePoint  is  nice  nice  baby   Receiving  alerts  from  updated  tasks   SharePoint  is  nice  nice  baby     SharePoint  is  nice    
  • 31. Please  fill  out  your  evalua4on  and     turn  it  in  on  the  back  table!