This document discusses how to build a change control system in SharePoint Project Management Information System (PMIS) using workflows. It describes the objectives of creating an automated change request process using the three-state workflow and developing a sophisticated change control system with custom workflows in SharePoint Designer. The document covers topics such as what is change control, SharePoint workflows, utilizing the three-state workflow, custom workflows in SharePoint Designer, and building a sample change control system.

1. How to Build a Change Control System
in SharePoint PMIS
Dux Raymond Sy, PMP
Managing Partner, Innovative-e, Inc.

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?
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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
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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
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5. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
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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.
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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
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8. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
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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
 __________________________
 __________________________
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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
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11. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
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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
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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
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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
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15. Interactive Presentation
Building a Change Control System with
Three-State Workflow
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16. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
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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
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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
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19. Workflow Designer
Used to build custom workflows visually
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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.
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21. Interactive Presentation
Building a Change Control System with
SharePoint Designer
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22. Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
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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
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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
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