SP Summit: How To Build A CCS

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SP Summit Presentation: How to Build a Change Control System in SharePoint

April 7, 2009
Montreal, QC, Canada

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SP Summit: How To Build A CCS

  1. 1. How to Build a Change Control System in SharePoint PMIS Dux Raymond Sy, PMP Managing Partner, Innovative-e, Inc.
  2. 2. Have You 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? 2
  3. 3. 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 3
  4. 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   4
  5. 5. Agenda What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary 5
  6. 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. 6
  7. 7. Change Control Process Proposed change Do now Inform Log originator details Impact analysis and Schedule Yes priority Log Management No decision Gather info Log and Later schedule review 7
  8. 8. Agenda What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary 8
  9. 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  __________________________  __________________________ 9
  10. 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 10
  11. 11. Agenda What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary 11
  12. 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 12
  13. 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 13
  14. 14. Example: 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 14
  15. 15. Interactive Presentation Building a Change Control System with Three-State Workflow 15
  16. 16. Agenda What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary 16
  17. 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 17
  18. 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 As of April 2, 2009 – it’s FREE   18
  19. 19. Workflow Designer Used to build custom workflows visually   19
  20. 20. Steps in Developing a Custom Workflow Specify the list or library where the workflow will be assigned to 1.  Define the condition 2.  Specify the action 3.  Add more conditions and actions as necessary 4.  Add further steps as necessary 5.  20
  21. 21. Interactive Presentation Building a Change Control System with SharePoint Designer 21
  22. 22. Agenda What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary 22
  23. 23. 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 23
  24. 24. Thank You! For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   LinkedIn: meetdux.com/li   Blog: meetdux.com   Twitter: twitter.com/meetdux   24

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