Leveraging SharePoint for Project Management Success
Dux Raymond Sy, PMP Managing Partner, Innovative-e, Inc.
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Activity: The Reality of Project Inefficiencies
On a sheet of paper, identify three challenges in managing project 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
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Objectives
After completing this class, you will be able to leverage the benefits of utilizing SharePoint as a Project Management Information System (PMIS)
In addition, you will be able to Build a SharePoint PMIS Identify relevant PMIS components Customize project stakeholders’ access requirements Monitor and analyze project schedule, risks and milestones Generate on-demand project status reports Synchronize common project management tools
Dux Raymond Sy, PMP
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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: [email protected] LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux
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Agenda
Why SharePoint? Setting Up a SharePoint PMIS Adding PMIS Components Including Project Stakeholders to the PMIS Supporting Team Collaboration Project Tracking and Reporting Adapting SharePoint to Your Project Environment Summary
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Share
+
Point
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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
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What if SharePoint is a Car?
Car SharePoint
Purpose:
What’s required?
Purpose:
What’s required?
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WSS vs 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 DVD system, Voice Commands
Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.
Unlike WSS, MOSS is not available for free
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SharePoint Geek Vagen
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What’s a PMIS?
A standardized set of automated project management tools available within the organization and integrated into a system
Used by the project management team to Support the generation and maintenance of project artifacts Facilitate communication and feedback Monitor project activities Control project changes Analyze and forecast project performance
Contains real-time information essential for initiating, planning, executing, controlling, and closing a project
What’s Out There?
Microsoft SharePoint Microsoft Project Server Clarity Primavera Web-based
Google Team Site Basecamp Zoho
SharePoint as a PMIS?
Individual projects can have a collaborative web site Access can be limited to the project team and
appropriate stakeholders Project artifacts can be centrally stored and maintained Project communications can be streamlined Relatively easy to use
IT intervention is minimal Based on familiar tools and
technologies: Web, Windows, Microsoft Office
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Agenda
Why SharePoint? Setting Up a SharePoint PMIS Adding PMIS Components Including Project Stakeholders to the PMIS Supporting Team Collaboration Project Tracking and Reporting Adapting SharePoint to Your Project Environment Summary
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Laying the Foundation
As soon as the project gets started, a PMIS should be created In SharePoint, the first step is to create a site
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SharePoint Site Hierarchy
SharePoint sites are organized in a hierarchy Top-level site Sub-site
Site Collection
Top-level site
Sub-sites
Deciding PMIS Hierarchy
With your organization, choose one of the two high-level PMIS hierarchy options: Single site collection that includes a top-level PMO site and all
project sites are sub-sites Multiple site collections where each
project site is an independent site collection
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
Workshop 1: Creating a SharePoint PMIS
Please refer to the Workshop Manual
Refining the PMIS
Determine if any organizational standards exist for PMIS look and feel Navigation Usability
Project-specific needs Regional settings Site usage
Auditing needs Regulatory compliance
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Agenda
Why SharePoint? Setting Up a SharePoint PMIS Adding PMIS Components Including Project Stakeholders to the PMIS Supporting Team Collaboration Project Tracking and Reporting Adapting SharePoint to Your Project Environment Summary
PMIS Should Enable the Project Team to
Centralize project information May include project contacts, calendar, documents, templates,
forms, and checklists Maintain history & define access privileges
Facilitate project communication and collaboration Collaborative activities such as scheduling a meeting, jointly
developing a proposal or informally brainstorming on project strategies should be supported
Automate project processes In SharePoint, information is stored and organized in lists and libraries
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
Viewing a list is comparable to viewing information in a spreadsheet
Common Lists in a SharePoint PMIS
Calendar Contacts Project task Issue tracking Custom Lists
Resource List Budget
Components of a List
Lists are composed of two key sections 1. List toolbar
– New – Actions – Settings – View
2. List item(s)
List Creation
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
Workshop 2: Creating and Populating Lists
Please refer to the Workshop Manual
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 PMIS, you would typically use a document library
Library Creation
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
Workshop 3: Creating a Document Library
Please refer to the Workshop Manual
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Agenda
Why SharePoint? Setting Up a SharePoint PMIS Adding PMIS Components Including Project Stakeholders to the PMIS Supporting Team Collaboration Project Tracking and Reporting Adapting SharePoint to Your Project Environment Summary
Adapting Communications Requirements
Time and effort are invested in planning project communications Project communication plan should map to SharePoint access
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 PMIS access How much access would a stakeholder have?
Example: Project Kona Communication Needs
Chief Executive Officer Regular e-mail updates on project milestones and risks
Chief Financial Officer Access to project budget information Reviews and updates any change to project finances
Chief Compliance Office Monitors project process compliance Reviews and updates project risks
Program Manager Reviews project tasks, milestones, and risks
Other Project Managers All project managers will review and update project information from
other teams to share lessons learned and satisfy continuous improvement process
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
Permissions
Two ways to assign site 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
Multiple permission layers Site List or Library Item-level
Best Practice: vast majority of users will have Contribute permission
Example: Project Kona Communications Plan
Stakeholder Contacts Issues Tasks Change Control Calendar
CEO C R R C R
PMO
Other PMs
Finance
FC = Full Control D = Design C = Contribute R = Reader
Workshop 4: Adding Stakeholders
Please refer to the Workshop Manual
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Agenda
Why SharePoint? Setting Up a SharePoint PMIS Adding PMIS Components Including Project Stakeholders to the PMIS Supporting Team Collaboration Project Tracking and Reporting Adapting SharePoint to Your Project Environment Summary
Collaboration Challenges
Real-time Developing or working with information among a group at the same
time Need instant communication among group members
Offline Collaboration between varying time zones Discussion and feedback mechanism is needed
Remote access Making information accessible anytime anywhere
Revisiting Lists and Libraries
Apart from centrally storing documents, lists and document libraries provide several document management features Check-out/check-in Version history Content approval
Workshop 5: Updating a Project Document
Please refer to the Workshop Manual
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
Example: Clarifying Requirements
Integrating Microsoft Office 2007
Outlook Synchronize calendars and contacts Display tasks, libraries, discussion boards
Excel Synchronize spreadsheets to SharePoint lists
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Agenda
Why SharePoint? Setting Up a SharePoint PMIS Adding PMIS Components Including Project Stakeholders to the PMIS Supporting Team Collaboration Project Tracking and Reporting Adapting SharePoint to Your Project Environment Summary
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 / Issues Changes _____________________ _____________________
SharePoint Project 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
Workshop 6: Project Tracking
Please refer to the Workshop Manual
SharePoint Project Reporting Tools
Custom Views Views 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
Workshop 7: Creating a Project Dashboard
Please refer to the Workshop Manual
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Agenda
Why SharePoint? Setting Up a SharePoint PMIS Adding PMIS Components Including Project Stakeholders to the PMIS Supporting Team Collaboration Project Tracking and Reporting Adapting SharePoint to Your Project Environment Summary
The Challenge of 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
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
Creating and Reusing Templates
An existing SharePoint PMIS 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 PMIS
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
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Agenda
Why SharePoint? Setting Up a SharePoint PMIS Adding PMIS Components Including Project Stakeholders to the PMIS Supporting Team Collaboration Project Tracking and Reporting Adapting SharePoint to Your Project Environment Summary
Summary
You are now able to leverage the benefits of utilizing SharePoint as a Project Management Information System (PMIS)
In addition, you are now able to Build a SharePoint PMIS Identify relevant PMIS components Customize project stakeholders’ access requirements Monitor and analyze project schedule, risks and milestones Generate on-demand project status reports Synchronize common project management tools
Thank You!
For more information, connect with Dux E-Mail: [email protected] LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux
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