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SharePoint was first launched in 2001 as a document and content management system for teams to work together. We have definitely come a long way from there! But the core reason still is very much relevant today, especially for project teams. SharePoint 2013 provides a gamut of features for managing projects. With a bit of configuration, all aspects including project planning, resourcing, costs , reporting and more can be managed. All this apart from managing project related documents and work items. Come and learn how you can get started with SharePoint 2013 for project management. And even if you are on SharePoint 2010, don’t worry. We have got something for you too!
Citation preview
“5 Inspiring Reasons to Manage Projects on SharePoint”
Gina Montgomery – VP, Business Development Acuvate Software
Your 5 Inspiring Reasons to Manage
Projects on SharePoint
What we’ll cover today:
1. Improved interface for Project Teams• Timeline for milestone tracking
• Project Summary
• Project tasks list – ability to define sub-tasks in-line, etc
• Supports multiple browsers and mobile devices
2. Improved integration with MS Project• Syncing tasks
• Making changes in the plan that will reflect back into SP
• Ability to look at resource loading and allocation- look at the journey. Project gives features like this that OOTB SP doesn’t provide
3. Reporting capabilities• Scorecards – OOTB capability
• Issue Tracking
• Risk Register, Mitigation Planning, and roll-up to issue
• Projects roll up dashboard – multiple KPI’s
4. Improved project team collaboration• Social collaboration – newsfeeds, hashtagging, following, etc
• Project Doc. Libraries
• Shared notebooks
• Team mailbox
5. Enhanced Productivity• Meeting workspace – OOTB template not available in 2013- demo customized solution
• Task aggregation and management
• Mysite
• One note
• Drag and drop
• Rich text preview
• Search on hashtags, #sp2013 , etc
• Ribbon – project server verbage is similar,
• Synchronization of Outlook with tasks is also a productivity enhancement on SharePoint 2013. It adds tasks directly to your Exchange server which allows you to manage them from all of your devices. In SharePoint 2010, if you synced your tasks with Outlook you only saw them on that given device.
Today’s Goals
• Take a look at some of today’s challenges in PM
• Learn about a project management journey
• Have a look at the demonstrations that address these challenges and the pm journey.
Hi, I’m Gina!Gina Montgomery, MCTS - Acuvate SoftwareVice President, Business Development – North America
• Prior to Acuvate, worked for Fpweb.net, as a SharePoint Architect in global business; a Microsoft licensing specialist at Softmart, and a Sr. Consultant for Konica Minolta’s Business Intelligence Group
• A frequent speaker and storyteller at I.T. events, SharePoint conferences, Microsoft focused events, and user group meetings
• Co-authored ‘The Perpetual Hand’
Twitter: @ginammontgomery Blog: www.ginamontgomery.com Email: [email protected]
Tweet It!... I dare you!
@ginaMmontgomery is making us go social on #SharePoint 2013 at #SPSLA
Follow @AcuvateSoftware for more updates
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Today
• We work in a project-driven environment
• Certain abilities are necessary
• Coordination of various projects and spread teams
• Strategic decision making based upon project progress
• Communication of Project Information
We are still wasting time and money depending on Excel spreadsheets, email, and other manual processes
What makes a Project run?
Communication
Planning
Monitoring
Let’s talk about challenges
Communicating project information is often
challenging, whether it involves getting status
updates from your team, or publishing the
project plan to the entire team.
Let’s talk about challenges
Going over budget often causes projects
to fail. Tracking Plan versus Actual in terms
of burn rate, budget, and time is vital.
Let’s talk about challenges
Milestones are project tools that allow pm’s to
determine whether a project is on schedule or
not. Without tracking special milestones,
especially those associated with billing, a PM
may have a difficult time assuring a quality
project for clients and doing so at a reduced
cost.
Let’s talk about challenges
Effective project status reporting measures in
place will create a focused team. Many of us
still aren’t sure what to include (and how to
present it; i.e. dashboard, scorecards, etc…) in
the status report for which audience, how long
the status report should be, etc..
Let’s talk about challenges
Identifying and tracking project Risks and
mitigation plans for those risks is still being
done on Excel by many organizations.
Managing multiple spreadsheets for a portfolio
of projects is time consuming and inhibits
productivity.
How are you tracking risks? Or are you?
Let’s talk about challenges
Ensuring project status visibility to all
stakeholders is also still be done via email and
Excel spreadsheets. Stakeholders don’t have a
centralized place to see project status updates.
How are you giving your stakeholders insight
on project status updates?
Let’s talk about challenges
Organizations are still tracking change
management through email and Excel.
Understanding how and when a change was
introduced to the original scope of the project
is vital to staying on budget.
How do you manage scope changes during a
project?
Let’s talk about challenges
Issues that arise during a project can slow it
down and cause problems if not tracked and
resolved in a timely fashion. Email is still being
used for tracking issues during a project.
How do you track issues and resolutions now?
Let’s talk about challenges
Managing resources across multiple projects
based on availability and skill can be
burdensome.
Do you have a clear view into what availability
your resources have? How do you know when
they are overloaded?
Project Management Journey
Excel, Word, File Shares, Email
SharePoint
Project Server
Simple to use and get started.
Works great for smaller localized teams.
No special training required
Provides great capabilities for managing your project
Works for local and distributed teams
Similar to using MS Word and Excel.
Portfolio Management
Advanced PM functionality
Knowledge of MS Project
demo
Conclusion
Many organizations today are still managing projects on Excel and through email.
The next step in the Project Management journey is SharePoint.
It is a much easier transition into full blown Project Server should your organization mature to that level.
Thank You!Gina Montgomery – VP, Business Development
Acuvate Software
314-409-1396
www.ginamontgomery.com
@ginammontgomery
@acuvatesoftware
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