SharePoint Saturday Cincinnati October 27, 2012 Leveraging SharePoint as a Project Management Tool...

SharePoint Saturday CincinnatiOctober 27, 2012Leveraging SharePoint as a Project Management Tool across the EnterpriseOctober 27, 2012

Shila Nagarsenker, PMP. MCTSI

1The material and examples in this presentation are copyrighted by Shila B Nagarsenker, 2012

Spooky AGENDA

Introduction

Situation Analysis – What’s the Problem?

Business/Stakeholder Needs Project Manager Project Team EPMO Organization

SharePoint Capabilities

Solution using SharePoint for Project Sites

Value Proposition & Summary

2This material is copyrighted by Shila B Nagarsenker, 2012

Some scary info about me• PMI-Certified Project Manager (PMP)• MCTS – Microsoft Certified Technical Specialist

• Active Member, Cincinnati SharePoint Users Group

• Co-Founder, Northern Kentucky SP Users Group

• United Way WINGs member• Creative Writing Group• Volunteer for American Council of the Blind• Blog: ShilaTech@wordpress.com• Twitter: @ShilaTech• Find me on www.LinkedIn.com

NKY SharePoint Users NKY SharePoint Users GroupGroup

Serving the Northern Kentucky and Cincinnati area

Thursday, January 10th, 2013, 3-5 PMCovington Radisson Inn

668 West Fifth Street, Covington, Kentucky 41011

Keynote Session: How the Federal Home Loan bank uses SharePoint for its public web content management. Speaker: Tom Daria

Business User Track: Panel discussion on user adoption with Steve Caravajal, Microsoft Corporation

Technical Track: Shane Young, Rackspace Hosting Join us afterwards for Socializing and Networking at

SharePint in the revolving restaurant in the hotel, sponsored by Sogeti.

SAVE THE

DATE!!

SAVE THE

DATE!!

I’ve heard of multi-tasking but…

Stakeholder Needs Project Manager

Follow an established, consistent process for all projects

Prepare required project artifacts Location for project documentation Team communications and collaboration Gain and store approvals for artifacts

Enterprise Project Office (EPMO) Ensure compliance with standards and practices Communicate current artifacts and templates Access to Project Documentation

Organization Ensure compliance with standards and practices Findability and Access to Project Documentation

Multiple Project Management Methodolgies

Examples Small Development (Dev1) Medium Development (Dev2) Large Development (Dev3)

Small Infrastructure (Inf1) Medium Infrastructure (Inf2) Large Infrastructure (Inf3)

Artifacts Required for Different Methodolgies

Small Development (Dev1) Staffing Matrix Project Life Cycle Document

Medium Development (Dev2) Staffing Matrix Requirements Document Test Plan

Large Development (Dev3) Staffing Matrix Requirements Document Technical Specifications Test Plan

Artifacts for DEV1 Methodology

Staffing Matrix Project Life Cycle Document

Artifacts for DEV2 Methodology

Staffing Matrix Test PlanRequirements Document

SharePoint Capabilities

Site Collection and SitesDocument Libraries

•Version Control•Check In/Check Out•Approval Workflows

ListsSurveysSlide LibrariesSecurityContent Types

WHAT IS A CONTENT TYPE?

Content Type

A content type is a reusable collection of metadata (attributes), workflow, behavior, and other settings for a category of items or documents in a Microsoft SharePoint Foundation 2010 list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way

13This material is derived from Microsoft Corporation

Let’s apply the concept of Content Types

Staffing Matrix

•Project Number

•Project Name

•Project Manager

•Process Group

•EPMO-approved Template

•Approval of completed artifacts

•Project Number

•Project Name

•Project Manager

•Process Group

Staffing Matrix

•Project Number

•Project Name

•Project Manager

•Process Group

Requirements Document

SharePoint ScopesSharePoint Scopes Farm

Web Application

Site Collection (Project Portfolio)

Sites (Individual Projects)

SharePoint Farm, Onion Farm, Hmmm I think I’ve got it!

I know life is like a box I know life is like a box of chocolates but of chocolates but

seriously?seriously?• A bag of is like a Portfolio of

projects??

• An is like a project??

I’m glad I didn’t pay for this.I’m glad I didn’t pay for this.

Project PortfolioProject Portfolio

You can configure in different You can configure in different

waysways

EPMO can maintain list of the most current Project Artifact Templates

EPMO –approved EPMO –approved TemplatesTemplates

Project PortfolioProject Portfolio

Standard yet flexible for PMStandard yet flexible for PM

Project Artifacts with Versioning Project Artifacts with Versioning

and Approval statusand Approval status

Add an ArtifactAdd an Artifact

Remember to Check-inRemember to Check-in

Supporting DocumentsSupporting Documents

Contact ListContact List

Slide LibrarySlide Library

Built-in SurveysBuilt-in Surveys

Dev 3 ProjectDev 3 Project

Set DefaultsSet Defaults

SharePoint Project Sites Value Proposition-Employee Direct access to all required documentation for various

methodologies including the most up-to-date EPMO templates.

Ability to collaborate and communicate in one place using SharePoint lists and libraries to manage versions of documents, issues, risks, action items, and anything else needed.

More efficient and simplified artifact approval process through SharePoint workflow automation. Ensures proper links are sent.

Ability to manage artifact versions using SharePoint version control.

PM has ability to manage security and configuration of project sites to individual needs while maintaining overall consistent framework

Project teams can find project documentation easily and reduction of negative impact due to turnover or reorganization.

SharePoint Project Sites Value Proposition-Enterprise

Formalized and organized artifact approvals through SharePoint workflow automation available for audit, compliance and EPMO tollgate reviews.

Ensures usage of the most up-to-date EPMO artifact templates.

Consistent repositories for all project documentation.

Provides foundation for future integration between other Project Management systems and SharePoint for a more automated, seamless project lifecycle management. 45This material is copyrighted by Shila B Nagarsenker, 2012

User Adoption and User Adoption and rollout considerationsrollout considerations

• Pilot Groupo Identify issues, education needso Find champions

• Consider scenarioso New projectso Projects In-process

• Transition plano Closed projectso Archiving projectso Phased rollout

• Education and Supporto Onlineo Laminated Info Cardo In-persono Use Champions

SharePoint Saturday CincinnatiOctober 27, 2012

• PDU reporting information will be posted on the SPS Cincinnati site by early next week.

• Please fill out evaluations

• Giveaways at the end of the day and SharePint

Feel free to contact me

• Email: shila2011A@gmail.com

• Blog: ShilaTech@wordpress.com

• Twitter: @ShilaTech

• www.LinkedIn.com

ScarePint

Right here at the UC Bearcat Lounge immediately following the closing session

Generously sponsored by

Thanks To Our Sponsors

SharePoint Saturday Cincinnati October 27, 2012 Leveraging SharePoint as a Project Management Tool...

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