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

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

6. Information Requirements Today

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

13. Share
+
Point

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?

16. SharePoint Geek Vagen

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

44. Example: Clarifying Requirements

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
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