How to Manage Projects in SharePoint Using Out of the Box Features

sharepointmaven.com @gregoryzelfond
HOW TO MANAGE
PROJECTS IN SHAREPOINT
USING OUT OF THE BOX FEATURES

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
 Gregory Zelfond
 10+ years of experience with SharePoint
 Huge SharePoint Advocate, blogger
 Love to solve business problems using code-free, out of
the box SharePoint configurations
 Owner of SharePoint Maven (sharepointmaven.com)

About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING

Agenda
– Business objectives
– 3 options
• Office 365 Groups
• Document Sets
• Project Sites
– Dashboards & Reporting
– Q & A

BUSINESS
OBJECTIVES

What is the problem you are trying to solve?
 Consistency with documentation
 Consolidate various information sources
 Enforcement of Project Management
methodology
 Project Management Office (PMO)
Dashboards and Reporting
 Informal Meeting Space

Things to keep in mind…
 Project Management discipline/maturity
within an organization
 SharePoint maturity within an
organization
 Know your audience
 User Adoption & Training

THE 3
OPTIONS

OFFICE 365
GROUPS

GREAT FOR…
 Organizations/teams that run lots of mini-projects
 Organizations that don’t need to follow formal
methodology
 Informal projects that don’t require any oversight
OFFICE 365 GROUPS…
 Are easy to create and setup
 Have no administrative overhead
Office 365 Groups & Project Management

Office 365 Groups

DOCUMENT
SETS

GREAT FOR…
 Organizations/teams that run lots of mini-projects
 Teams that need to ease their users into metadata concept
 Situations where unique security/permission are required for each
project
DOCUMENT SETS…
 Organize documents in a presentable fashion
 Allow for “light” project management without overhead of creating
multiple sites
 Allow for extensive filtering, grouping, sorting of documents
Document Sets & Project Management

Document Library View
Search across all projects
Project Folders

Folder View
Project Folder Metadata
Project Documents inside of
the Project Folder

Document Set = Content Type

Document Set Version

Configure Metadata Navigation (Search/Filter)
 Step 1: Enable Metadata Navigation and Filtering feature under Site
Settings > Manage Site Features
 Step 2: Access Metadata Navigation Setting at the list/library (under
List/Library Settings)
 Step 3: Configure Navigation Hierarchies and/or Filters
1
2
3 4

PROJECT
SITES

GREAT FOR…
 Organizations/teams that have formal PM methodology
 Organizations that need to manage more than just the documents
 Situations where unique security/permission are required for each
project
PROJECT SITES…
 Allow for standardization across organization/lines of business
 Are easy to “archive”
 Allow to surface up content usually “hidden” in Excel and Word
documents
 Allow for data roll-up/aggregation (if done properly)
Project Sites & Project Management

Project Site

Save Site as a Template
WARNING: Can’t save Sites as templates if publishing features
are turned on at Site Collection and site level!

How to create a Project Site in SharePoint
Blog Post
How to create SharePoint Project Site
Step by Step Instructions

PM Artifacts  SharePoint Web Parts Matrix
PM Artifact SharePoint Web Part
Document Document Library
Tasks/Schedule Tasks List
Milestones Calendar
Team Contacts Contacts
Issues Log Issues Log
Action Items Issues Log or Task List
Risk Register Custom List
Lessons Learned Custom List

DASHBOARDS
&
REPORTING

Data Roll-ups/Aggregation
 No easy way to aggregate data from
multiple project sites
 CSWP (Content Search Web Part) or Search
Results Web Part
– Content can reside in any site collection
– Most flexible option in terms of queries
 Refinement Web Part for filtering

Need help with SharePoint?
 SharePoint Site Configuration and Customization
 Document Migration to SharePoint
 SharePoint Implementation Strategy
 SharePoint Training
 SharePoint User Adoption
 SharePoint Governance
 SharePoint Project Management

THANK YOU!
Visit: sharepointmaven.com
Email: greg@sharepointmaven.com
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions

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