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SharePoint 101

SharePoint 101 session I facilitated during ShaerPoint Saturday Baltimore on July 25, 2009 Watch the screencast here: http://go.meetdux.com/inbz

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SharePoint 101


Innovative-e   Dux Raymond Sy, PMP
Activity: Reality of Managing Information
   On a sheet of paper, identify three challenges in
    managing information

 For example:
    Multiple tools used
        Cannot keep track of document versions
        Cannot define access control

   Swap this sheet of paper with another person
        Edit their challenges
        Add your challenges
Class Objectives
 After completing this class, you will be able to leverage the
  benefits of utilizing SharePoint

 In addition, you will be able to
   Build a SharePoint Site
   Identify relevant site components
   Customize stakeholders site access requirements
   Integrate common Microsoft Office tools
   Generate on-demand dashboard with Web Parts
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
Agenda

 Information Management Challenges

 Why SharePoint?

 Setting Up a SharePoint Site

 Adding Site Components

 Including Stakeholders to the Site

 Supporting Team Collaboration and Reporting

 Adapting SharePoint to Your Env ironment

 Summary
Information Requirements Today

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SharePoint 101

  • 1. SharePoint 101 Innovative-e Dux Raymond Sy, PMP
  • 2. Activity: Reality of Managing Information  On a sheet of paper, identify three challenges in managing information  For example:  Multiple tools used  Cannot keep track of document versions  Cannot define access control  Swap this sheet of paper with another person  Edit their challenges  Add your challenges
  • 3. Class Objectives  After completing this class, you will be able to leverage the benefits of utilizing SharePoint  In addition, you will be able to  Build a SharePoint Site  Identify relevant site components  Customize stakeholders site access requirements  Integrate common Microsoft Office tools  Generate on-demand dashboard with Web Parts
  • 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  Information Management Challenges  Why SharePoint?  Setting Up a SharePoint Site  Adding Site Components  Including Stakeholders to the Site  Supporting Team Collaboration and Reporting  Adapting SharePoint to Your Env ironment  Summary
  • 7. Key Challenges  _________________________________________________  _________________________________________________  _________________________________________________  _________________________________________________  _________________________________________________
  • 8. Information Management Challenge  Lack of centralized storage  Information dispersed  Can be multiple copies of the same document  Tracking and undoing changes  Merging changes from multiple users can be problematic  Defining relevant information access  Any user with a copy can edit the file  No way to track who made changes and when
  • 9. Team Collaboration Challenge  Real time  Need to ensure only one user can edit a file at a time  Need instant communication among group members  Offline  Users need to know what changes have been made to a file and when  Discussion and feedback mechanism is needed  Remote  Making information accessible anytime anywhere  Need a method of tracking changes, seeing who made changes, and rolling back to prior versions
  • 10. How Do You Do IT?  _________________________________________________  _________________________________________________  _________________________________________________  _________________________________________________  _________________________________________________
  • 11. In a Perfect World  Accessibility  Information needed can be accessible in a central location  One-stop shop  Team collaboration  Easily work with colleagues whenever, wherever, and however  Traceability  Information updates can be easily tracked  Archive of any changes made is available  An access log is available
  • 12. Agenda  Information Management Challenges  Why SharePoint?  Setting Up a SharePoint Site  Adding Site Components  Including Stakeholders to the Site  Supporting Team Collaboration and Reporting  Adapting SharePoint to Your Env ironment  Summary
  • 14. 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  Windows SharePoint Services (WSS) 3.0  Microsoft Office SharePoint Server (MOSS) 2007
  • 15. What if SharePoint is a Car? Car SharePoint Purpose: Purpose: What’s required? What’s required?
  • 17. WSS and MOSS  WSS is the core technology of Microsoft SharePoint  If SharePoint is a car, WSS can be considered the “engine”  Provides the core technology that supports document management and team collaboration  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 DV D system, Voice Commands  Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.  Unlike WSS, MOSS is not available for free
  • 18. Agenda  Information Management Challenges  Why SharePoint?  Setting Up a SharePoint Site  Adding Site Components  Including Stakeholders to the Site  Supporting Team Collaboration and Reporting  Adapting SharePoint to Your Env ironment  Summary
  • 19. SharePoint Site Hierarchy  SharePoint sites are organized in a hierarchy  Top-level site  Sub-site Top-lev el site Sub-sites Site Collection
  • 20. Deciding Site Hierarchy  How would you organize sites? What is the logical taxonomy?  With your organization, choose one of the two high-level Site hierarchy options:  Single site collection that includes a top-level site and all sites are sub-sites  Multiple site collections where each site is an independent site collection
  • 21. Site Creation  Two main ways of creating a SharePoint sub-site  Directly from a top-level site using a Web browser  From any Microsoft Office application  Steps to create a sub-site: 1. Go to the Create page 2. Select Sites and Workspaces 3. Specify Site Creation Settings
  • 22. Workshop 1: Creating a SharePoint Site Please refer to the Workshop Manual
  • 23. Refining the Site  Determine if any organizational standards exist for  Site look and feel  Navigation  Usability  Organizational specific needs  Regional settings  Site usage  Auditing needs  Regulatory compliance
  • 24. Agenda  Information Management Challenges  Why SharePoint?  Setting Up a SharePoint Site  Adding Site Components  Including Stakeholders to the Site  Supporting Team Collaboration and Reporting  Adapting SharePoint to Your Env ironment  Summary
  • 25. Site Should Enable a Team to  Centralize information  May include project contacts, calendar, documents, templates, forms, and checklists  Maintain history & define access privileges  Facilitate communication and collaboration  Collaborative activities such as scheduling a meeting, jointly developing a proposal or informally brainstorming on strategies should be supported  Automate processes  In SharePoint, information is stored and organized in lists and libraries
  • 26. SharePoint Lists  A collection of shared information items  Most of the information in a SharePoint site is organized and stored in lists  Everyone who has access to the site is able to view lists  V iewing a list is comparable to viewing information in a spreadsheet
  • 27. Common Lists in a SharePoint Site  Calendar  Contacts  Project task  Issue tracking  Custom List
  • 28. Components of a List  Lists are composed of two key sections 1. List toolbar – New – Actions – Settings – V iew 2. List item(s)
  • 29. Creating a List  Two types of lists that can be created  Out-of-the-box list  Custom list  Steps to create a list: 1. Go to the Create page 2. Select the type of list to be created 3. Specify the list settings
  • 30. Workshop 2: Creating and Populating Lists Please refer to the Workshop Manual
  • 31. Libraries  Files are stored and organized in libraries  Similar to storing files in folders  Provides a centralized location  Document storage  Controlled access of documents  Libraries are advanced lists  Features and functionalities in lists are mostly applicable to libraries  There are four types of libraries  In a Site, you would typically use a document library
  • 32. Creating a Document Library  Multiple ways to create a document library  From the browser  From Microsoft Office  Steps to create a list: 1. Go to the Create page 2. Select Document Library 3. Specify the list settings
  • 33. Workshop 3: Creating a Document Library Please refer to the Workshop Manual
  • 34. Agenda  Information Management Challenges  Why SharePoint?  Setting Up a SharePoint Site  Adding Site Components  Including Stakeholders to the Site  Supporting Team Collaboration and Reporting  Adapting SharePoint to Your Env ironment  Summary
  • 35. Adapting Communications Requirements  Information needs of stakeholders  Identify the type of information a stakeholder would need  What is the frequency?  Will they retrieve the information or should it be sent to them?  Stakeholder influence and interest defines Site access  How much access would a stakeholder have?
  • 36. SharePoint Site Access  SharePoint sites are intended for a community of users  It is the responsibility of the site owner to define who the site members are  Typically, site membership is defined when the site is being created  Site membership also defines what the member can do  How are site members added? 1. Site members can be manually added by the site owner 2. Site access can be requested by any user
  • 37. Site Permissions  Two ways to assign permissions  SharePoint Groups  Individual user permissions  Default permission levels in SharePoint include:  Full Control: has full site control  Design: can add content and customize pages  Contribute: can add content  Read: has read-only access to the site  Best Practice: vast majority of users will have Contribute permission
  • 38. Workshop 4: Adding Stakeholders Please refer to the Workshop Manual
  • 39. Access Level  Site  List or Library  Item Level
  • 40. Agenda  Information Management Challenges  Why SharePoint?  Setting Up a SharePoint Site  Adding Site Components  Including Stakeholders to the Site  Supporting Team Collaboration and Reporting  Adapting SharePoint to Your Env ironment  Summary
  • 41. Revisiting Lists and Libraries  Apart from centrally storing documents, lists and document libraries provide several document management features  Check-out/check-in  V ersion history  Content approval
  • 42. Workshop 5: Updating a Document Please refer to the Workshop Manual
  • 43. Collaboration Tools  Wikis  A Web site in which users can easily edit any page  In project environments, it provides an easy way to record lessons learned  Discussion boards  Similar to online message boards on the Web  Like news groups or Web logs  Provides threaded discussion capability  Participants can reply to any message in the discussion
  • 45. Integrating Microsoft Office 2007  Outlook  Synchronize calendars and contacts  Display tasks, libraries, discussion boards  Excel  Synchronize spreadsheets to SharePoint lists
  • 46. SharePoint Tracking Components  Project Task List  Define project tasks, assignments, start date, & due date  Indicate task status  Track percentage complete  Display information in a Gantt chart view  Issue Tracking List  Manage issues  Assign responsibilities  Specify progress  Identify solution
  • 47. Workshop 6: Project Tracking Please refer to the Workshop Manual
  • 48. SharePoint Reporting Tools  Custom V iews  V iews that are created to match user or group interest  For example, we are interested in viewing project documents that were modified by the sponsor during project initiation  Web Parts  Customizable software components that serves a particular purpose  Can be used to create project dashboards
  • 49. Workshop 7: Creating a Project Dashboard Please refer to the Workshop Manual
  • 50. Agenda  Information Management Challenges  Why SharePoint?  Setting Up a SharePoint Site  Adding Site Components  Including Stakeholders to the Site  Supporting Team Collaboration and Reporting  Adapting SharePoint to Your Env ironment  Summary
  • 51. It must be considered that there is nothing more difficult to carry out nor more doubtful of success nor more dangerous to handle than to initiate a new order of things. —Niccolò Machiavelli, Italian statesman and philosopher  The challenge in a major technology rollout is …  Remember, people can change as  The change is worthwhile  It would bring great benefits primarily at a personal level then at the organizational level
  • 52. Creating and Reusing Templates  An existing SharePoint Site can be saved as a site template  All the lists, libraries, views, and Web Parts that were used will be stored  The content can be optionally stored as well  The site template can be used as a basis for the creation of a new Site
  • 53. Provide User Support  Training  Books  Web-based videos  Instructor-led  Self-service help / FAQ  Checklists  Templates  How-to Guides  Feedback mechanism  Gather user ideas, suggestions, comments
  • 54. Agenda  Why SharePoint?  Setting Up a SharePoint Site  Adding Site Components  Including Project Stakeholders to the Site  Supporting Team Collaboration  Project Tracking and Reporting  Adapting SharePoint to Your Project Env ironment  Summary
  • 55. Summary  You are now able to leverage the benefits of utilizing a SharePoint site  In addition, you are able to  Build a SharePoint Site  Identify relevant site components  Customize stakeholders site access requirements  Integrate common Microsoft Office tools  Generate on-demand dashboard with Web Parts
  • 56. Thank You! Innovative-e Keep in touch  meetdux.com