7 Ways To Leverage SharePoint for Project Management Success

7 Ways To Leverage SharePoint For Project Management Success

Dux Raymond Sy, PMP

January 13, 2010 8pm – 9pm

Presentation Objectives   After completing this presentation, you will be able to

describe the benefits of utilizing SharePoint as a Project Management Information System (PMIS)

  In addition, you will be able to comprehend SharePoint’s capabilities to

  Enable efficient document management

  Integrate common project management tools

  Facilitate team collaboration

  Automate project processes

  Generate relevant project reports

  Allow mobile PMIS access

Dux Raymond Sy, PMP

  Managing Partner, Innovative-E, Inc.

  Author, “SharePoint for Project Management” by O’Reilly Media

  For more information, connect with Dux

  E-Mail: [email protected]

  Twitter: twitter.com/meetdux

  LinkedIn: meetdux.com/li

  Blog: meetdux.com

Agenda

  Challenges of Project Management

  Why SharePoint?

  7 Ways to Leverage SharePoint for PM Success

  Questions and Answers

Twitter: @meetdux Hashtag: #sp4pm

Courtesy of NicksTrafficTricks.com

Challenges of Project Management   Lack of Standardized Process

  Poor Communications

  Ineffective Project Information Management

  Centralized Repository

  Traceability

  Access Privileges

  Relevance

  Reporting

  Inefficient Team Collaboration


Agenda


  Why SharePoint?




Share

+

Point


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”

  Key components

  Windows SharePoint Services (WSS) 3.0

  Microsoft Office SharePoint Server (MOSS) 2007


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


In a Perfect World

  PMIS should be appropriate to PM Maturity, skill set and existing tools

  Accessibility

  Information needed can be accessible in a central location

  Traceability

  One-stop shop

  Team collaboration

  Easily work with colleagues whenever, wherever, and however


Agenda


  Why SharePoint?




#1 Easily Create a PMIS

  PMs can create relevant PMIS

  Define PMIS components

  Enable stakeholder access

  If deployed appropriately, IT does not have to deal with

  Updating content

  Defining account privileges

  Maintaining a document repository


PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu

#2 Efficiently Store Project Artifacts

  SharePoint provides various tools to effectively centralize and manage project information

  Project Schedule

  Project Documents

  Change Request

  Risk/Issue Log

  Budget

  Document management features

  Information storage

  Check-in/check-out

  Version control

  Content approval


PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu

#3 Facilitate Better Collaboration

  Project information collaboration   Maintain project artifacts in libraries

  Jointly develop documents with document workspaces

  Team collaboration   Requirements clarification with discussion boards

  Initiate and maintain meeting artifacts with meeting workspaces

  Document lessons learned with Wikis


Example: Clarifying Requirements

#4 Enhance Communication

  Right information for the right stakeholder at the right time

  Tasks

  Schedule

  Reports

  Dashboard

  Relevant project information access

  Appropriate privileges can be defined based on project communication needs


#5 Automate Project Processes

  Common project workflows

  Change Control

  Expense Reimbursement

  Vacation Request

  SharePoint workflows

  Three-State

  Custom workflows


Example: Change Request

#6 Generate Relevant Reports

  SharePoint can be used to generate relevant

  Interactive summary of a project

  Project tasks information

  Automated alerts

  Dashboards can be created using Web Parts

  Red, Amber, Green (RAG) Status

  Key Performance Indicators (KPI)

  Charts


Example: Milestones Dashboard

#7 Enable Mobile Access

  A mobile version of a SharePoint site is created automatically upon creation of a site

  Accessed via the subdirectory /m/

  http://sharepointcafe/m/

  Web pages are optimized and formatted for a mobile browser

  In addition, e-mail can be used to interact with a SharePoint PMIS


Agenda


  Why SharePoint?




Questions?

E-Mail: [email protected]

LinkedIn: meetdux.com/li

Blog: meetdux.com

Twitter: meetdux

How did you like the presentation? http://sp.meetdux.com/post_feedback.aspx

Thank You!

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7 Ways To Leverage SharePoint for Project Management Success