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2/22/13	
  




How to Effectively Plan, Manage and 
Control SharePoint Projects

Dux Raymond Sy, PMP 

Managing Partner

Innovative-e, Inc. 




Activity: SharePoint Project Pictionary

 •  Individual Activity
      –  Get 3 sticky notes
      –  List a SharePoint project issue that you have encountered in the past
         in a sticky note
      –  You will have a total of three issues
         
 •  Group Activity
      –  You will be grouped into project teams 
      –  Come up with a team name
      –  Consolidate your list of issues and as a group, discuss and identify
         the top 3 issues
      –  Draw these three issues in a single easel pad



 #sptechcon @meetdux




                                                                                         1	
  
2/22/13	
  




Objectives

 •  Initiate executive excitement, promote organizational buy-in
    and foster user adoption for SharePoint
 •  Develop an effective and practical project management
    process in deploying SharePoint
 •  Apply relevant strategies in mapping business processes to
    identify SharePoint-based solutions
 •  Identify necessary resources to plan, deploy, maintain and
    support your SharePoint implementation
 •  Minimize uncertainty and risk by applying practical scope
    management techniques when managing SharePoint
    projects 


 #sptechcon @meetdux




Workshop Content

 Chapter 1              
SharePoint PM Fundamentals
 Chapter 2               
Eduneering SharePoint Solutions
 Chapter 3                
Establish Project Success Criteria
 Chapter 4                 
Develop Project Plan
 Chapter 5                  
Finalize Project Plan
 Chapter 6                   
Executing the SharePoint Project
 Chapter 7                    
Project Closing




 #sptechcon @meetdux




                                                                           2	
  
2/22/13	
  




I’m Dux

 •  Managing Partner, Innovative-e, Inc.
 •  SharePoint Server MVP
 •  Author, “SharePoint for Project Management” by O’Reilly
    Media
 •  For more information, connect with Dux
      –    E-Mail: dux.sy@innovative-e.com
      –    Twitter: twitter.com/meetdux
      –    LinkedIn: meetdux.com/li
      –    Blog: meetdux.com




 #sptechcon @meetdux




Chapter 1: SharePoint PM Fundamentals 
How to Effectively Plan, Manage and 
Control SharePoint Projects




                                                                      3	
  
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Do You Know This Crybaby?




  Why won’t 

  this one fit?
 #sptechcon @meetdux




Factors of Failed Deployments

 •  Poor SharePoint technology understanding
 •  Lack of executive sponsorship
 •  Lack of proper planning
 •  Lack of user engagement
 •  Traditional top-down approach to enterprise software
    deployment
 •  Incomplete support and maintenance strategy
 •  Lack of SharePoint road map definition




 #sptechcon @meetdux




                                                                   4	
  
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Key Steps to Delivering SharePoint Success

 1.  Eduneering SharePoint Solutions
 2.  Establish Project Success Criteria
 3.  Develop Project Plan
 4.  Finalize Project Plan
 5.  Executing the SharePoint Project
 6.  Project Closing




 #sptechcon @meetdux




Chapter 2: Eduneering SharePoint Solutions
How to Effectively Plan, Manage and 
Control SharePoint Projects




                                                      5	
  
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Eduneering SharePoint Solutions

 •    What the Heck is Eduneering?
 •    Educate Stakeholders About SharePoint
 •    Collaboratively Engineer a Solution
 •    Assess Organizational Readiness




 #sptechcon @meetdux




 
 
 
 
         Eduneering = Education + Engineering




 #sptechcon @meetdux




                                                         6	
  
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Remember, SharePoint is Not a Silver Bullet

 •  Educating the business about its’ value prior to deploying it
    is paramount
      –  Executives
      –  IT
      –  Business
 •  Engineer SharePoint solutions based on
      –  Business needs
      –  Organizational readiness
      –  Resource availability 




 #sptechcon @meetdux




Eduneering SharePoint Solutions

 •    What the Heck is Eduneering?
 •    Educate Stakeholders About SharePoint
 •    Collaboratively Engineer a Solution
 •    Assess Organizational Readiness




 #sptechcon @meetdux




                                                                            7	
  
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Executive SharePoint Ignorance is Not Bliss

 •  Isn’t SharePoint about empowering End Users?
      –  Who’s paying the bills?
      –  Execs ordered SharePoint to be deployed
      –  Do they REALLY understand the value of SharePoint to the
         organization?
      –  Is the budget realistic?
 •  As the enlightened ones, it’s our responsibility to raise
    executive awareness about SharePoint
 •  Read “5 Reasons Why Executive SharePoint Ignorance is Not
    Bliss” http://go.meetdux.com/393b 




 #sptechcon @meetdux




It’s All About Business Value

 •  Executives are primarily interested on how SharePoint can
    affect an organization’s bottom line
 •  Tip: Look for existing inefficiencies, measure it and prove
    how SharePoint can be a lifesaver
      –  Inefficiencies of meeting collaboration
      –  Business process automation
      –  Single platform vs multiple tools
 •  How much is the investment?




 #sptechcon @meetdux




                                                                            8	
  
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Eduneering SharePoint Solutions

 •    What the Heck is Eduneering?
 •    Educate Stakeholders About SharePoint
 •    Collaboratively Engineer a Solution
 •    Assess Organizational Readiness




 #sptechcon @meetdux




Build Solutions, Don’t Showcase Features

 •  How would you like to drive a Lamborghini Diablo? 
      –  BTW, you just learned how to ride a bike yesterday




 #sptechcon @meetdux




                                                                       9	
  
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Educate and Engage the Business

 •  SharePoint is more than just a glorified network share
      –  Stress that SharePoint is a platform
 •  Tip: Address their pain points
      –  Discuss business challenges
      –  Map it to a SharePoint Solution




 #sptechcon @meetdux




Don’t Call It SharePoint

 •  Platform
 •  Point Solutions
      –  Employee Onboarding System for Human Resources
      –  Conference Room Scheduling System for Facilities
      –  Project Management Information System for PMs
 •  System Integration
 •  Custom Application Development




 #sptechcon @meetdux




                                                                     10	
  
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Eduneering SharePoint Solutions

 •    What the Heck is Eduneering?
 •    Educate Stakeholders About SharePoint
 •    Collaboratively Engineer a Solution
 •    Assess Organizational Readiness




 #sptechcon @meetdux




Keep Priorities in Order

 •  You can’t do it all!
      –  What business need should you solve first?
      –  What are common features that can be deployed?
 •  Project scope must be limited and specific
      –  What’s important? Time? Budget? Functionality?
 •  Tip: Involve decision makers in planning and prioritization
 •  Read “How to Prioritize Business Needs Before
    Implementing SharePoint” http://bit.ly/8sCiVR 




 #sptechcon @meetdux




                                                                          11	
  
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IT, Can You Handle This?

 •  Implementation
      –  Do you have the relevant skillsets to plan, engage with the business,
         deploy SharePoint?
      –  Are key processes for release management, disaster recovery,
         auditing in place?
 •  Support and Maintenance
      –  What does the support structure look like? 
      –  Resources available for maintaining related technologies?
 •  Future Releases




 #sptechcon @meetdux




Change Management Strategy

 •  Collaboration culture
 •  Governance plan
      –  Business
      –  Technology
 •  Adoption plan
      –  Training
      –  Self-help
      –  Feedback




 #sptechcon @meetdux




                                                                                        12	
  
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Develop a Roadmap

 •  A SharePoint roadmap can help organizations 
      –  Quantify the budget, resources and effectiveness of SharePoint
      –  Allows priorities to be set
      –  Specifies what solutions are going to be deployed
 •  Iterative releases can provide immediate visibility
      –  Lower risk compared to big bang approach
 •  Tip: Successful delivery of high profile solution gets you
    brownie points
      –  Quick wins are essential for better buy-in and adoption




 #sptechcon @meetdux




Roadmap Example

 •  Phase 1: Proof of concept or Pilot
 •  Phase 2: Replace intranet and file shares to improve
    collaboration
 •  Phase 3: Deploy value point solutions for HR, Operations
    and Finance
 •  Phase 4: Train users to build their own SharePoint solutions
 •  Phase 5: Integrate CRM and third party reporting platform
 •  See how EasyJet did it: http://bit.ly/74XwKH




 #sptechcon @meetdux




                                                                                  13	
  
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Chapter 3: Establish Project Success Criteria
How to Effectively Plan, Manage and 
Control SharePoint Projects




Establish Project Success Criteria

 •    Why is SharePoint Being Implemented?
 •    Identify Key Stakeholders
 •    Establish Rules of Engagement
 •    Define Project Objectives




 #sptechcon @meetdux




                                                        14	
  
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          Why is SharePoint being implemented
                  in your organization?




 #sptechcon @meetdux




Platform vs Point Solution

 •  SharePoint as a Platform
      –  Utilized for core collaboration needs of the organization
 •  SharePoint as a Point Solution
      –  Utilized for a specific application like events management system,
         ticketing system, etc.




 #sptechcon @meetdux




                                                                                     15	
  
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What’s Important?

 •  Project constraints are limits that must
    be met regarding
      –  Time
      –  Cost
      –  Functionality or scope
 •  We must identify the relative priority of
    all of the constraints 
                                                              Time	
  
      –  To enable planning decisions to be made
         when we run the project
                                                                  	
  
                                                              Quality	
  



                                                   Cost	
                   Scope	
  



 #sptechcon @meetdux




Workshop 3.1: Identify Your Project

 •  As a group, decide on what SharePoint project that you
    would like to use as a case study for your team
 •  Identify the priority of the project (T/C/S), why?
 •  Record the project and priority on an easel pad




 #sptechcon @meetdux




                                                                                               16	
  
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Establish Project Success Criteria

 •    Why is SharePoint Being Implemented?
 •    Identify Key Stakeholders
 •    Establish Rules of Engagement
 •    Define Project Objectives




 #sptechcon @meetdux




Who Are The Key Players?

 •  Customer
      –    Management
      –    Business Departments
      –    End Users
      –    IT
 •  Project Team
 •  It is critical to find out who has
      –  Influence
      –  Interest
 •  What are their needs?




 #sptechcon @meetdux




                                                     17	
  
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Executive Sponsorship

 •  It is essential to the project have a committed sponsor
 •  Educating the sponsor
      –  Explain why the project is important
      –  Provide a comprehensive list of the resources it will take to do the
         project
      –  Don’t just list features—really show how your company will benefit
      –  Ensure that there is a clear understanding of what they are getting
         into




 #sptechcon @meetdux




Establish Project Success Criteria

 •    Why is SharePoint Being Implemented?
 •    Identify Key Stakeholders
 •    Establish Rules of Engagement
 •    Define Project Objectives




 #sptechcon @meetdux




                                                                                       18	
  
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Set the Project Culture

 •  Defining ground rules for the project early on can set the
    expectations accordingly
 •  Communications
      –    Roles and Responsibilities
      –    Task Delegation
      –    Status Meetings
      –    Reports
 •  Project Metrics
 •  Change Management




 #sptechcon @meetdux




Eat The SharePoint Dog Food




 #sptechcon @meetdux




                                                                        19	
  
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Establish Project Success Criteria

 •    Why is SharePoint Being Implemented?
 •    Identify Key Stakeholders
 •    Establish Rules of Engagement
 •    Define Project Objectives




 #sptechcon @meetdux




Define Project Goal

 •  A clear, quantifiable statement of project intent
      –    Why is the project being undertaken?
      –    What will the project achieve?
      –    Who is the customer?
      –    When is the deadline?
      –    Where will the project be implemented?
      –    Any constraints?




 #sptechcon @meetdux




                                                                20	
  
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Example: Project Goal

 The current SharePoint 2007 intranet will be upgraded to
 SharePoint 2010 throughout the university in order to increase
 adoption and reduce IT support requirements.

 The upgrade should be completed a month before Fall
 semester begins.




 #sptechcon @meetdux




Identify Relevant Deliverables

 •  Apart from the end product, what are the essential project
    artifacts and or milestones that needs to be completed?
 •  For example: 
      –    Governance Plan
      –    Training
      –    Content Migration
      –    SharePoint 2010 Installation and Configuration




 #sptechcon @meetdux




                                                                         21	
  
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Workshop 3.2: Define Project Objectives

 •  Based on the project you’ve selected, formulate your project
    goal statement by identifying the 5 W’s and if applicable,
    constraints
 •  Identify 5 project deliverables
 •  Record project goal statement and deliverables in an easel
    pad




 #sptechcon @meetdux




Chapter 4: Develop Project Plan
How to Effectively Plan, Manage and 
Control SharePoint Projects




                                                                          22	
  
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Develop a Project Plan

 •    Effective Requirements Development
 •    Designing the SharePoint Solution
 •    Structuring the Work
 •    Estimating Work
 •    Task Sequencing and Scheduling
 •    Project Resourcing




 #sptechcon @meetdux




What is a Requirement?

 •  A requirement is something wanted or needed
      –    Formally documented and written statements
      –    Capabilities needed to solve a problem
      –    Conditions of a delivered system, services, product, or process
      –    Constraints on the system, service, product, or process
 •  Requirements are not
      –  Verbal, informal statements or conversations in the hallways 
      –  Solutions that state how to solve the problem or meet the objectives 
      –  Characteristics of other systems, services, products or processes 




 #sptechcon @meetdux




                                                                                         23	
  
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Requirements Focus




 #sptechcon @meetdux




Example: Defining Business Needs

 •  In a recent study, information workers today spend 45 mins/
    day searching for information
      –  In a team of 20 people, that’s 900 mins/day
      –  In 3 months, that’s 54000 mins or about 37 person days
 •  How much does this cost in time & money?
 •  What if search productivity can be increased by 15%?
      –  That’s gaining 7 mins back from the 45 mins lost




 #sptechcon @meetdux




                                                                          24	
  
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Example: Defining SharePoint Requirements

 •  Business requirements
      –  SharePoint shall increase user productivity by 15 percent
 •  User requirements 
      –  The user shall be able to retrieve search results within five seconds of
         submitting a search request that can support a maximum of 10,000
         simultaneous search requests
 •  System requirements 
      –  SharePoint server shall have two web front ends and a dedicated SQL
         Server which has at least dual processors




 #sptechcon @meetdux




How Do You Develop Requirements?

 •  Requirements development is iterative
      –  Business
      –  User
      –  System
 •  Key Steps
      –    Requirements Elicitation
      –    Analyzing Requirements
      –    Validating Requirements
      –    Documenting Requirements




 #sptechcon @meetdux




                                                                                           25	
  
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Develop a Project Plan

 •    Effective Requirements Development
 •    Designing the SharePoint Solution
 •    Structuring the Work
 •    Estimating Work
 •    Task Sequencing and Scheduling
 •    Project Resourcing




 #sptechcon @meetdux




Information Architecture




 #sptechcon @meetdux




                                                   26	
  
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Usability

  •  Navigation
       –    Quick Launch
       –    Top Link
       –    Bread Crumb
       –    Link List
       –    Custom ASP.NET Navigation
  •  Search
       –    Content Sources
       –    Indexing
       –    IFilters
       –    Additional metadata with custom columns
       –    FAST


  #sptechcon @meetdux




Custom Branding

  •  Apples are not the same as oranges
       –  Branding SharePoint sites IS NOT the same as traditional web
          development
       –  Specialized skillsets are necessary
  •  Is it truly a priority?




  #sptechcon @meetdux




                                                                                27	
  
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Technology Considerations

 •  Identify technology needs based on SharePoint solutions
      –  Hardware
      –  Software
      –  Infrastructure
            •  On-Premise
            •  Cloud
 •  In addition, formulate strategy for
      –    Upgrades
      –    Maintenance and Support
      –    Disaster Recovery
      –    Release Management




 #sptechcon @meetdux




Develop a Project Plan

 •    Effective Requirements Development
 •    Designing the SharePoint Solution
 •    Structuring the Work
 •    Estimating Work
 •    Task Sequencing and Scheduling
 •    Project Resourcing




 #sptechcon @meetdux




                                                                      28	
  
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Define the Work Needed




                              SharePoint	
  2010	
  Upgrade	
  




                                                       Content	
       Install	
  &	
  
             Governance	
     Training	
  
                                                       MigraAon	
     Configure	
  




 #sptechcon @meetdux




Develop a Project Plan

 •    Effective Requirements Development
 •    Designing the SharePoint Solution
 •    Structuring the Work
 •    Estimating Work
 •    Task Sequencing and Scheduling
 •    Project Resourcing




 #sptechcon @meetdux




                                                                                                 29	
  
2/22/13	
  




What Are You Estimating For?




                                            Dura4on	
     Work	
   Resource	
  

        AIend	
  SPTECHCON	
  


        Paint	
  This	
  Room	
  


        Install	
  SharePoint	
  2010	
  
        on	
  Single	
  Server	
  




 #sptechcon @meetdux




Relevant Estimates are Vital

 •  Duration: how long the task will take in hours/days/weeks
      –  Elapsed time to complete the task
      –  Calendar time defined as working days
 •  Work: how much the task will take to complete in work
    hours/days 
      –  Cost of doing the work
      –  Labor content of the task
 •  Resource units: how resources are to be used to complete
    the task
      –  The number of people or units assigned to the task
      –  Proportions of each resource used on a task
 •  Work = Duration × Resource Units

 #sptechcon @meetdux




                                                                                         30	
  
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Develop a Project Plan

 •    Effective Requirements Development
 •    Designing the SharePoint Solution
 •    Structuring the Work
 •    Estimating Work
 •    Task Sequencing and Scheduling
 •    Project Resourcing




 #sptechcon @meetdux




Sequencing Tasks

 •  Tasks are sequenced to determine the project schedule
 •  Determine all of the predecessors and successors to each
    task
 •  Define task dependency and sequence
      –  Which tasks must be done in sequence and do any require delays?
      –  Which tasks can be done in parallel?
      –  Which tasks enable others and which are dependent on others?
 •  Once sequencing is completed, a network diagram is
    created




 #sptechcon @meetdux




                                                                                   31	
  
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Create Network Diagram




 #sptechcon @meetdux




Define Schedule




 #sptechcon @meetdux




                                 32	
  
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Develop a Project Plan

 •    Effective Requirements Development
 •    Designing the SharePoint Solution
 •    Structuring the Work
 •    Estimating Work
 •    Task Sequencing and Scheduling
 •    Project Resourcing




 #sptechcon @meetdux




 
                                 
                                
              What are the resources necessary
              to successfully deliver SharePoint?




 #sptechcon @meetdux




                                                            33	
  
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Staff Your Project Realistically



                                                           Committed Sponsor
                                                                    +
                                                            Project Manager


                    IT	
  group	
  
                    •  SharePoint	
  developer	
  
                    •  SharePoint	
  infrastructure	
  specialist	
     Business	
  group	
  
                    •  SharePoint	
  architect	
                        •  SharePoint	
  business	
  analyst	
  
                                                                        •  SharePoint	
  trainer	
  
                                                                        •  SharePoint	
  designer	
  




 #sptechcon @meetdux




Chapter 5: Finalize Project Plan
How to Effectively Plan, Manage and 
Control SharePoint Projects




                                                                                                                          34	
  
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Finalize Project Plan

 •  Define Governance Strategy
 •  Create Adoption Plan
 •  Setting the Baseline




 #sptechcon @meetdux




What is SharePoint Governance

 •  Set of policies, roles, responsibilities, and processes to guide,
    direct, and control how SharePoint is used to accomplish
    business goals 
      –  Effective governance anticipates the needs and goals of both your
         organization’s IT teams and its’ business divisions
 •  What are the benefits of having SharePoint governance?




 #sptechcon @meetdux




                                                                                    35	
  
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Implementation Continuum




               Draconian IT     Governed
    Wild Wild
                 Control
     Empowerment
   West Chaos




 #sptechcon @meetdux




Finalize Project Plan

 •  Define Governance Strategy
 •  Create Adoption Plan
 •  Setting the Baseline




 #sptechcon @meetdux




                                                                  36	
  
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Really?

            




  “ 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




  #sptechcon @meetdux




Establish Sustainable Adoption Program




  #sptechcon @meetdux
                                                                SHARE	
  2012	
  |	
  74	
  




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How Can We Get Buy-In?

 •  If you’ve identified the pain points 
      –  That means you would have engaged the users from the get-go
      –  Having them involved from the start will likely contribute to a
         successful adoption
 •  Proper requirements gathering is key
 •  Remember, people can change if
      –  The change is worthwhile 
      –  It would bring great benefits, primarily at a personal level and then
         at the organizational level




 #sptechcon @meetdux




Engage Evangelists

 •  It’s critical to have decision makers committed
      –  Top-down support
      –  High visibility
 •  Run a SharePoint pilot deployment
    for an influential business group
      –  IT
      –  PMO
      –  HR




 #sptechcon @meetdux




                                                                                        38	
  
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Relevant Training

 •  Showcase SharePoint solutions, not features
      –  Share case studies
      –  Even better, success of pilot program
 •  Group users based on training needs
      –  IT 
            •  Administrators
            •  Developers
            •  Analysts
      –    Super users
      –    End users
      –    Executives
      –    Vendors/customers



 #sptechcon @meetdux




Provide Support

 •  Self-service support
      –    Create a SharePoint FAQ site for basic how-tos
      –    Include external references for advanced topics
      –    Make sure it’s accessible to the entire user community
      –    Removes most of the support bottleneck
 •  IT help-desk support
      –  Create a SharePoint help-desk site
      –  Intended for higher-level support




 #sptechcon @meetdux




                                                                            39	
  
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Gather Feedback

 •  To be successful, continuous improvement is necessary
      –  Provide a way to allow the user community to post feedback
 •  What should the feedback mechanism have?
      –  Feedback on features that users like in the SharePoint
         implementation
      –  Improvement suggestions
      –  Feedback on irrelevant content
      –  Requests for future features
      –  Acknowledgment of and response to feedback




 #sptechcon @meetdux




Finalize Project Plan

 •  Define Governance Strategy
 •  Create Adoption Plan
 •  Setting the Baseline




 #sptechcon @meetdux




                                                                              40	
  
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Baseline Plan

 •  This is the contract placed on the project team
      –  By the customer
      –  By the organization management
      –  With all stakeholders
 •  Revising the baseline requires buy-in from all stakeholders
      –  Minor revisions may be approved by the local project manager
      –  Major revisions require all stakeholder approval




 #sptechcon @meetdux




Chapter 6: Executing the Project
How to Effectively Plan, Manage and 
Control SharePoint Projects




                                                                                41	
  
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How Do You Track Progress?

 “The only man who behaved sensibly was my tailor; he took
 my measurement anew every time he saw me, while all the rest
 went on with their old measurements and expected them to fit
 me. “
 
                                         — George Bernard Shaw,
                                       Essayist and Nobel laureate




 #sptechcon @meetdux




SharePoint Project Tracking

 •  Making time to gather intelligence about the progress of
    the project is a significant priority for the project manager 
 •  What critical elements of a project do you track?
      –    Schedule
      –    Risks
      –    Changes
      –    _____________________
      –    _____________________
 •  Tracking with percentages doesn’t mean jack squat




 #sptechcon @meetdux




                                                                             42	
  
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Key Steps in Tracking

 •    Monitor Progress
 •    Analyze Status
 •    Correct the Schedule
 •    Manage Changes




 #sptechcon @meetdux




Example: Tracking with MS Project




 #sptechcon @meetdux




                                            43	
  
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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.	
  


 #sptechcon @meetdux




Example: 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	
  



 #sptechcon @meetdux




                                                                                                                                                  44	
  
2/22/13	
  




Chapter 7: Project Closing
How to Effectively Plan, Manage and 
Control SharePoint Projects




Getting Ready for the Next Release

 •  Most likely this is not the last SharePoint solution that you’ll
    deploy
      –  Review the business priorities defined during early planning
      –  Monitor user feedback
 •  Start planning/scheduling for the next SharePoint solution




 #sptechcon @meetdux




                                                                                45	
  
2/22/13	
  




Post Project Review

 •    Objective is to learn from experience, and not to blame 
 •    Include key project players, stakeholders
 •    Identify project and organization issues separately
 •    This is a key part of process-improvement program
 •    Example—lessons learned:
      –  Obtain sign-off on all changes, no matter how small or trivial at first
         glance




 #sptechcon @meetdux




Lessons Learned

 •  Mandatory part of project manager duties
      –  Archive them for the benefit of other projects
 •  All project team members should set time aside to ponder
    lessons learned
      –  Should be done soon after project completion while information is
         still fresh
 •  The project manager should review his or her own lessons
    learned
      –  Process
      –  Techniques
      –  People




 #sptechcon @meetdux




                                                                                          46	
  
2/22/13	
  




Workshop 7.1: Lessons Learned

 •  Review another groups’ project management issues drawing
    from the first day
 •  Based on what you have learned, identify ways to address
    those issues




 #sptechcon @meetdux




Questions




 #sptechcon @meetdux




                                                                      47	
  
2/22/13	
  




Dux Raymond Sy
@meetdux
dux.sy@innovative-e.com




                                  48	
  

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  • 1. 2/22/13   How to Effectively Plan, Manage and Control SharePoint Projects Dux Raymond Sy, PMP 
 Managing Partner
 Innovative-e, Inc. Activity: SharePoint Project Pictionary •  Individual Activity –  Get 3 sticky notes –  List a SharePoint project issue that you have encountered in the past in a sticky note –  You will have a total of three issues •  Group Activity –  You will be grouped into project teams –  Come up with a team name –  Consolidate your list of issues and as a group, discuss and identify the top 3 issues –  Draw these three issues in a single easel pad #sptechcon @meetdux 1  
  • 2. 2/22/13   Objectives •  Initiate executive excitement, promote organizational buy-in and foster user adoption for SharePoint •  Develop an effective and practical project management process in deploying SharePoint •  Apply relevant strategies in mapping business processes to identify SharePoint-based solutions •  Identify necessary resources to plan, deploy, maintain and support your SharePoint implementation •  Minimize uncertainty and risk by applying practical scope management techniques when managing SharePoint projects #sptechcon @meetdux Workshop Content Chapter 1 SharePoint PM Fundamentals Chapter 2 Eduneering SharePoint Solutions Chapter 3 Establish Project Success Criteria Chapter 4 Develop Project Plan Chapter 5 Finalize Project Plan Chapter 6 Executing the SharePoint Project Chapter 7 Project Closing #sptechcon @meetdux 2  
  • 3. 2/22/13   I’m Dux •  Managing Partner, Innovative-e, Inc. •  SharePoint Server MVP •  Author, “SharePoint for Project Management” by O’Reilly Media •  For more information, connect with Dux –  E-Mail: dux.sy@innovative-e.com –  Twitter: twitter.com/meetdux –  LinkedIn: meetdux.com/li –  Blog: meetdux.com #sptechcon @meetdux Chapter 1: SharePoint PM Fundamentals How to Effectively Plan, Manage and Control SharePoint Projects 3  
  • 4. 2/22/13   Do You Know This Crybaby? Why won’t 
 this one fit? #sptechcon @meetdux Factors of Failed Deployments •  Poor SharePoint technology understanding •  Lack of executive sponsorship •  Lack of proper planning •  Lack of user engagement •  Traditional top-down approach to enterprise software deployment •  Incomplete support and maintenance strategy •  Lack of SharePoint road map definition #sptechcon @meetdux 4  
  • 5. 2/22/13   Key Steps to Delivering SharePoint Success 1.  Eduneering SharePoint Solutions 2.  Establish Project Success Criteria 3.  Develop Project Plan 4.  Finalize Project Plan 5.  Executing the SharePoint Project 6.  Project Closing #sptechcon @meetdux Chapter 2: Eduneering SharePoint Solutions How to Effectively Plan, Manage and Control SharePoint Projects 5  
  • 6. 2/22/13   Eduneering SharePoint Solutions •  What the Heck is Eduneering? •  Educate Stakeholders About SharePoint •  Collaboratively Engineer a Solution •  Assess Organizational Readiness #sptechcon @meetdux Eduneering = Education + Engineering #sptechcon @meetdux 6  
  • 7. 2/22/13   Remember, SharePoint is Not a Silver Bullet •  Educating the business about its’ value prior to deploying it is paramount –  Executives –  IT –  Business •  Engineer SharePoint solutions based on –  Business needs –  Organizational readiness –  Resource availability #sptechcon @meetdux Eduneering SharePoint Solutions •  What the Heck is Eduneering? •  Educate Stakeholders About SharePoint •  Collaboratively Engineer a Solution •  Assess Organizational Readiness #sptechcon @meetdux 7  
  • 8. 2/22/13   Executive SharePoint Ignorance is Not Bliss •  Isn’t SharePoint about empowering End Users? –  Who’s paying the bills? –  Execs ordered SharePoint to be deployed –  Do they REALLY understand the value of SharePoint to the organization? –  Is the budget realistic? •  As the enlightened ones, it’s our responsibility to raise executive awareness about SharePoint •  Read “5 Reasons Why Executive SharePoint Ignorance is Not Bliss” http://go.meetdux.com/393b #sptechcon @meetdux It’s All About Business Value •  Executives are primarily interested on how SharePoint can affect an organization’s bottom line •  Tip: Look for existing inefficiencies, measure it and prove how SharePoint can be a lifesaver –  Inefficiencies of meeting collaboration –  Business process automation –  Single platform vs multiple tools •  How much is the investment? #sptechcon @meetdux 8  
  • 9. 2/22/13   Eduneering SharePoint Solutions •  What the Heck is Eduneering? •  Educate Stakeholders About SharePoint •  Collaboratively Engineer a Solution •  Assess Organizational Readiness #sptechcon @meetdux Build Solutions, Don’t Showcase Features •  How would you like to drive a Lamborghini Diablo? –  BTW, you just learned how to ride a bike yesterday #sptechcon @meetdux 9  
  • 10. 2/22/13   Educate and Engage the Business •  SharePoint is more than just a glorified network share –  Stress that SharePoint is a platform •  Tip: Address their pain points –  Discuss business challenges –  Map it to a SharePoint Solution #sptechcon @meetdux Don’t Call It SharePoint •  Platform •  Point Solutions –  Employee Onboarding System for Human Resources –  Conference Room Scheduling System for Facilities –  Project Management Information System for PMs •  System Integration •  Custom Application Development #sptechcon @meetdux 10  
  • 11. 2/22/13   Eduneering SharePoint Solutions •  What the Heck is Eduneering? •  Educate Stakeholders About SharePoint •  Collaboratively Engineer a Solution •  Assess Organizational Readiness #sptechcon @meetdux Keep Priorities in Order •  You can’t do it all! –  What business need should you solve first? –  What are common features that can be deployed? •  Project scope must be limited and specific –  What’s important? Time? Budget? Functionality? •  Tip: Involve decision makers in planning and prioritization •  Read “How to Prioritize Business Needs Before Implementing SharePoint” http://bit.ly/8sCiVR #sptechcon @meetdux 11  
  • 12. 2/22/13   IT, Can You Handle This? •  Implementation –  Do you have the relevant skillsets to plan, engage with the business, deploy SharePoint? –  Are key processes for release management, disaster recovery, auditing in place? •  Support and Maintenance –  What does the support structure look like? –  Resources available for maintaining related technologies? •  Future Releases #sptechcon @meetdux Change Management Strategy •  Collaboration culture •  Governance plan –  Business –  Technology •  Adoption plan –  Training –  Self-help –  Feedback #sptechcon @meetdux 12  
  • 13. 2/22/13   Develop a Roadmap •  A SharePoint roadmap can help organizations –  Quantify the budget, resources and effectiveness of SharePoint –  Allows priorities to be set –  Specifies what solutions are going to be deployed •  Iterative releases can provide immediate visibility –  Lower risk compared to big bang approach •  Tip: Successful delivery of high profile solution gets you brownie points –  Quick wins are essential for better buy-in and adoption #sptechcon @meetdux Roadmap Example •  Phase 1: Proof of concept or Pilot •  Phase 2: Replace intranet and file shares to improve collaboration •  Phase 3: Deploy value point solutions for HR, Operations and Finance •  Phase 4: Train users to build their own SharePoint solutions •  Phase 5: Integrate CRM and third party reporting platform •  See how EasyJet did it: http://bit.ly/74XwKH #sptechcon @meetdux 13  
  • 14. 2/22/13   Chapter 3: Establish Project Success Criteria How to Effectively Plan, Manage and Control SharePoint Projects Establish Project Success Criteria •  Why is SharePoint Being Implemented? •  Identify Key Stakeholders •  Establish Rules of Engagement •  Define Project Objectives #sptechcon @meetdux 14  
  • 15. 2/22/13   Why is SharePoint being implemented in your organization? #sptechcon @meetdux Platform vs Point Solution •  SharePoint as a Platform –  Utilized for core collaboration needs of the organization •  SharePoint as a Point Solution –  Utilized for a specific application like events management system, ticketing system, etc. #sptechcon @meetdux 15  
  • 16. 2/22/13   What’s Important? •  Project constraints are limits that must be met regarding –  Time –  Cost –  Functionality or scope •  We must identify the relative priority of all of the constraints Time   –  To enable planning decisions to be made when we run the project   Quality   Cost   Scope   #sptechcon @meetdux Workshop 3.1: Identify Your Project •  As a group, decide on what SharePoint project that you would like to use as a case study for your team •  Identify the priority of the project (T/C/S), why? •  Record the project and priority on an easel pad #sptechcon @meetdux 16  
  • 17. 2/22/13   Establish Project Success Criteria •  Why is SharePoint Being Implemented? •  Identify Key Stakeholders •  Establish Rules of Engagement •  Define Project Objectives #sptechcon @meetdux Who Are The Key Players? •  Customer –  Management –  Business Departments –  End Users –  IT •  Project Team •  It is critical to find out who has –  Influence –  Interest •  What are their needs? #sptechcon @meetdux 17  
  • 18. 2/22/13   Executive Sponsorship •  It is essential to the project have a committed sponsor •  Educating the sponsor –  Explain why the project is important –  Provide a comprehensive list of the resources it will take to do the project –  Don’t just list features—really show how your company will benefit –  Ensure that there is a clear understanding of what they are getting into #sptechcon @meetdux Establish Project Success Criteria •  Why is SharePoint Being Implemented? •  Identify Key Stakeholders •  Establish Rules of Engagement •  Define Project Objectives #sptechcon @meetdux 18  
  • 19. 2/22/13   Set the Project Culture •  Defining ground rules for the project early on can set the expectations accordingly •  Communications –  Roles and Responsibilities –  Task Delegation –  Status Meetings –  Reports •  Project Metrics •  Change Management #sptechcon @meetdux Eat The SharePoint Dog Food #sptechcon @meetdux 19  
  • 20. 2/22/13   Establish Project Success Criteria •  Why is SharePoint Being Implemented? •  Identify Key Stakeholders •  Establish Rules of Engagement •  Define Project Objectives #sptechcon @meetdux Define Project Goal •  A clear, quantifiable statement of project intent –  Why is the project being undertaken? –  What will the project achieve? –  Who is the customer? –  When is the deadline? –  Where will the project be implemented? –  Any constraints? #sptechcon @meetdux 20  
  • 21. 2/22/13   Example: Project Goal The current SharePoint 2007 intranet will be upgraded to SharePoint 2010 throughout the university in order to increase adoption and reduce IT support requirements. The upgrade should be completed a month before Fall semester begins. #sptechcon @meetdux Identify Relevant Deliverables •  Apart from the end product, what are the essential project artifacts and or milestones that needs to be completed? •  For example: –  Governance Plan –  Training –  Content Migration –  SharePoint 2010 Installation and Configuration #sptechcon @meetdux 21  
  • 22. 2/22/13   Workshop 3.2: Define Project Objectives •  Based on the project you’ve selected, formulate your project goal statement by identifying the 5 W’s and if applicable, constraints •  Identify 5 project deliverables •  Record project goal statement and deliverables in an easel pad #sptechcon @meetdux Chapter 4: Develop Project Plan How to Effectively Plan, Manage and Control SharePoint Projects 22  
  • 23. 2/22/13   Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux What is a Requirement? •  A requirement is something wanted or needed –  Formally documented and written statements –  Capabilities needed to solve a problem –  Conditions of a delivered system, services, product, or process –  Constraints on the system, service, product, or process •  Requirements are not –  Verbal, informal statements or conversations in the hallways –  Solutions that state how to solve the problem or meet the objectives –  Characteristics of other systems, services, products or processes #sptechcon @meetdux 23  
  • 24. 2/22/13   Requirements Focus #sptechcon @meetdux Example: Defining Business Needs •  In a recent study, information workers today spend 45 mins/ day searching for information –  In a team of 20 people, that’s 900 mins/day –  In 3 months, that’s 54000 mins or about 37 person days •  How much does this cost in time & money? •  What if search productivity can be increased by 15%? –  That’s gaining 7 mins back from the 45 mins lost #sptechcon @meetdux 24  
  • 25. 2/22/13   Example: Defining SharePoint Requirements •  Business requirements –  SharePoint shall increase user productivity by 15 percent •  User requirements –  The user shall be able to retrieve search results within five seconds of submitting a search request that can support a maximum of 10,000 simultaneous search requests •  System requirements –  SharePoint server shall have two web front ends and a dedicated SQL Server which has at least dual processors #sptechcon @meetdux How Do You Develop Requirements? •  Requirements development is iterative –  Business –  User –  System •  Key Steps –  Requirements Elicitation –  Analyzing Requirements –  Validating Requirements –  Documenting Requirements #sptechcon @meetdux 25  
  • 26. 2/22/13   Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux Information Architecture #sptechcon @meetdux 26  
  • 27. 2/22/13   Usability •  Navigation –  Quick Launch –  Top Link –  Bread Crumb –  Link List –  Custom ASP.NET Navigation •  Search –  Content Sources –  Indexing –  IFilters –  Additional metadata with custom columns –  FAST #sptechcon @meetdux Custom Branding •  Apples are not the same as oranges –  Branding SharePoint sites IS NOT the same as traditional web development –  Specialized skillsets are necessary •  Is it truly a priority? #sptechcon @meetdux 27  
  • 28. 2/22/13   Technology Considerations •  Identify technology needs based on SharePoint solutions –  Hardware –  Software –  Infrastructure •  On-Premise •  Cloud •  In addition, formulate strategy for –  Upgrades –  Maintenance and Support –  Disaster Recovery –  Release Management #sptechcon @meetdux Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux 28  
  • 29. 2/22/13   Define the Work Needed SharePoint  2010  Upgrade   Content   Install  &   Governance   Training   MigraAon   Configure   #sptechcon @meetdux Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux 29  
  • 30. 2/22/13   What Are You Estimating For? Dura4on   Work   Resource   AIend  SPTECHCON   Paint  This  Room   Install  SharePoint  2010   on  Single  Server   #sptechcon @meetdux Relevant Estimates are Vital •  Duration: how long the task will take in hours/days/weeks –  Elapsed time to complete the task –  Calendar time defined as working days •  Work: how much the task will take to complete in work hours/days –  Cost of doing the work –  Labor content of the task •  Resource units: how resources are to be used to complete the task –  The number of people or units assigned to the task –  Proportions of each resource used on a task •  Work = Duration × Resource Units #sptechcon @meetdux 30  
  • 31. 2/22/13   Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux Sequencing Tasks •  Tasks are sequenced to determine the project schedule •  Determine all of the predecessors and successors to each task •  Define task dependency and sequence –  Which tasks must be done in sequence and do any require delays? –  Which tasks can be done in parallel? –  Which tasks enable others and which are dependent on others? •  Once sequencing is completed, a network diagram is created #sptechcon @meetdux 31  
  • 32. 2/22/13   Create Network Diagram #sptechcon @meetdux Define Schedule #sptechcon @meetdux 32  
  • 33. 2/22/13   Develop a Project Plan •  Effective Requirements Development •  Designing the SharePoint Solution •  Structuring the Work •  Estimating Work •  Task Sequencing and Scheduling •  Project Resourcing #sptechcon @meetdux What are the resources necessary to successfully deliver SharePoint? #sptechcon @meetdux 33  
  • 34. 2/22/13   Staff Your Project Realistically Committed Sponsor + Project Manager IT  group   •  SharePoint  developer   •  SharePoint  infrastructure  specialist   Business  group   •  SharePoint  architect   •  SharePoint  business  analyst   •  SharePoint  trainer   •  SharePoint  designer   #sptechcon @meetdux Chapter 5: Finalize Project Plan How to Effectively Plan, Manage and Control SharePoint Projects 34  
  • 35. 2/22/13   Finalize Project Plan •  Define Governance Strategy •  Create Adoption Plan •  Setting the Baseline #sptechcon @meetdux What is SharePoint Governance •  Set of policies, roles, responsibilities, and processes to guide, direct, and control how SharePoint is used to accomplish business goals –  Effective governance anticipates the needs and goals of both your organization’s IT teams and its’ business divisions •  What are the benefits of having SharePoint governance? #sptechcon @meetdux 35  
  • 36. 2/22/13   Implementation Continuum Draconian IT Governed Wild Wild Control Empowerment West Chaos #sptechcon @meetdux Finalize Project Plan •  Define Governance Strategy •  Create Adoption Plan •  Setting the Baseline #sptechcon @meetdux 36  
  • 37. 2/22/13   Really? “ 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 #sptechcon @meetdux Establish Sustainable Adoption Program #sptechcon @meetdux SHARE  2012  |  74   37  
  • 38. 2/22/13   How Can We Get Buy-In? •  If you’ve identified the pain points –  That means you would have engaged the users from the get-go –  Having them involved from the start will likely contribute to a successful adoption •  Proper requirements gathering is key •  Remember, people can change if –  The change is worthwhile –  It would bring great benefits, primarily at a personal level and then at the organizational level #sptechcon @meetdux Engage Evangelists •  It’s critical to have decision makers committed –  Top-down support –  High visibility •  Run a SharePoint pilot deployment for an influential business group –  IT –  PMO –  HR #sptechcon @meetdux 38  
  • 39. 2/22/13   Relevant Training •  Showcase SharePoint solutions, not features –  Share case studies –  Even better, success of pilot program •  Group users based on training needs –  IT •  Administrators •  Developers •  Analysts –  Super users –  End users –  Executives –  Vendors/customers #sptechcon @meetdux Provide Support •  Self-service support –  Create a SharePoint FAQ site for basic how-tos –  Include external references for advanced topics –  Make sure it’s accessible to the entire user community –  Removes most of the support bottleneck •  IT help-desk support –  Create a SharePoint help-desk site –  Intended for higher-level support #sptechcon @meetdux 39  
  • 40. 2/22/13   Gather Feedback •  To be successful, continuous improvement is necessary –  Provide a way to allow the user community to post feedback •  What should the feedback mechanism have? –  Feedback on features that users like in the SharePoint implementation –  Improvement suggestions –  Feedback on irrelevant content –  Requests for future features –  Acknowledgment of and response to feedback #sptechcon @meetdux Finalize Project Plan •  Define Governance Strategy •  Create Adoption Plan •  Setting the Baseline #sptechcon @meetdux 40  
  • 41. 2/22/13   Baseline Plan •  This is the contract placed on the project team –  By the customer –  By the organization management –  With all stakeholders •  Revising the baseline requires buy-in from all stakeholders –  Minor revisions may be approved by the local project manager –  Major revisions require all stakeholder approval #sptechcon @meetdux Chapter 6: Executing the Project How to Effectively Plan, Manage and Control SharePoint Projects 41  
  • 42. 2/22/13   How Do You Track Progress? “The only man who behaved sensibly was my tailor; he took my measurement anew every time he saw me, while all the rest went on with their old measurements and expected them to fit me. “ — George Bernard Shaw, Essayist and Nobel laureate #sptechcon @meetdux SharePoint Project Tracking •  Making time to gather intelligence about the progress of the project is a significant priority for the project manager •  What critical elements of a project do you track? –  Schedule –  Risks –  Changes –  _____________________ –  _____________________ •  Tracking with percentages doesn’t mean jack squat #sptechcon @meetdux 42  
  • 43. 2/22/13   Key Steps in Tracking •  Monitor Progress •  Analyze Status •  Correct the Schedule •  Manage Changes #sptechcon @meetdux Example: Tracking with MS Project #sptechcon @meetdux 43  
  • 44. 2/22/13   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.   #sptechcon @meetdux Example: 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   #sptechcon @meetdux 44  
  • 45. 2/22/13   Chapter 7: Project Closing How to Effectively Plan, Manage and Control SharePoint Projects Getting Ready for the Next Release •  Most likely this is not the last SharePoint solution that you’ll deploy –  Review the business priorities defined during early planning –  Monitor user feedback •  Start planning/scheduling for the next SharePoint solution #sptechcon @meetdux 45  
  • 46. 2/22/13   Post Project Review •  Objective is to learn from experience, and not to blame •  Include key project players, stakeholders •  Identify project and organization issues separately •  This is a key part of process-improvement program •  Example—lessons learned: –  Obtain sign-off on all changes, no matter how small or trivial at first glance #sptechcon @meetdux Lessons Learned •  Mandatory part of project manager duties –  Archive them for the benefit of other projects •  All project team members should set time aside to ponder lessons learned –  Should be done soon after project completion while information is still fresh •  The project manager should review his or her own lessons learned –  Process –  Techniques –  People #sptechcon @meetdux 46  
  • 47. 2/22/13   Workshop 7.1: Lessons Learned •  Review another groups’ project management issues drawing from the first day •  Based on what you have learned, identify ways to address those issues #sptechcon @meetdux Questions #sptechcon @meetdux 47  
  • 48. 2/22/13   Dux Raymond Sy @meetdux dux.sy@innovative-e.com 48