Presented by Dux Raymond Sy
meetdux.com
SharePoint Technology Conference
June 24, 2009
Cambridge, MA
Watch Recorded Screencast: http://vimeo.com/5358854
How To Build A Change Control System with SharePoint
1. How to Build a
Change Control System
in SharePoint
Dux Raymond Sy, PMP
Hyatt Regency Cambridge
June 24, 2009
10.30am – 11.45am
2. Have You Ever Experienced …
Customers adding scope halfway through the project?
Management cutting your project budget?
Project resources performing unplanned project tasks
because the customer says so?
What Do You Do?
3. Session Objectives
After completing this session, you will learn how to:
Leverage the benefits of a change control system
Create an automated change request process utilizing
the Three-State Workflow
Develop a sophisticated Change Control System with
custom workflows in SharePoint Designer without coding
4. Dux Raymond Sy, PMP
Managing Partner, Innovative-E, Inc.
Author, “SharePoint for Project
Management” by O’Reilly Media
Contract Author & Instructor,
Learning Tree International
For more information, connect with Dux
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: twitter.com/meetdux
5. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
6. Controlling Change
Change control is a set of procedures that defines how
changes would be addressed in a project
Tracking change involves
The number of requests
The person or group requesting the change
What needs to be changed
Impact of the changed
Approval or rejection
The change-control procedure must force management
to assess the total impact of a change and
agree to the cost before ordering it to be implemented.
7. Change Control Process
Proposed
change
Inform Do now
Log
details originator
Impact
analysis
and
Schedule
priority Yes
Management Log
Gather info
decision No
Log and
Later schedule
review
8. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
9. Human Workflows
Businesses depend on processes
Automating interactions among the people who
participate in a process can improve how that process
functions, increasing its efficiency and lowering its error
rate.
Examples of project workflows
Expense Reimbursement
Change Control
Regulatory Compliance
__________________________
__________________________
10. SharePoint Workflows
Supports the automation of human workflow
Enables collaboration by automating the movement of
document or list items through a specific sequence
of actions
Based on Windows Workflow Foundation
WSS includes a predefined Three-State workflow
MOSS provides other workflows
SharePoint Designer and Visual Studio .NET
can be used to create custom workflows
11. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
12. Enabling Three-State Workflow
Can be applied to any list or document library
The issue tracking list template has the three-state
workflow enabled
For other lists, workflow settings can be updated by
going to the list settings
Requires a list to use a choice column with three or more
values
Serves as the state the workflow tracks
13. Implementing Three-State Workflow
Three-state workflow can be applied to any list or
document library
It requires at the most three states to enable the
workflow
For example: Initiate, Review, Approve
Steps to implement a Three-state workflow:
1. Go to a specific list or library
2. Define Workflow Settings
3. Test the workflow
14. A Simple Change Request System
1. Enter Change Request 3. Task assigned to review the change
request and make a decision
Decision
Submitted In Review
Made
2. Task assigned to confirm the change
request has been received
16. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
17. Three State Workflow: Realistic?
Out of the Box SharePoint Workflows are generic
Almost always doesn’t support specific organizational
processes
Custom workflows can be developed
SharePoint Designer
No Programming required
Visual Studio .NET
Programming is required
18. SharePoint Designer
Creates and customizes SharePoint sites
Provides professional tools for building interactive
SharePoint solutions without writing code
Key features
Customize the look and feel of a SharePoint site
Incorporate data from a wide variety of industry
standard data sources
Build custom workflow with built in Workflow Designer
21. Steps in Developing a Custom Workflow
1. Specify the list or library where the workflow will be
assigned to
2. Define the condition
3. Specify the action
4. Add more conditions and actions as necessary
5. Add further steps as necessary
23. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
25. Summary
You are now able to:
Leverage the benefits of a change control system
Create an automated change request process utilizing
the Three-State Workflow
Develop a sophisticated Change Control System with
custom workflows in SharePoint Designer without coding