7 Ways to Leverage SharePoint for Project Management Success

BUS211

Dux Raymond Sy, PMP

The Reality of Projects Today  On a sheet of paper, iden0fy three challenges you’ve faced in managing projects

 Swap this sheet of paper with another person   Edit their challenges   Add your challenges

 Once completed, submit paper to Dux

Presenta4on Objec4ves   In this presenta0on, you will be able to:

  Leverage SharePoint as a Project Management Informa0on System (PMIS)

  Centralize project ar0facts   Facilitate efficient team collabora0on   Enhance stakeholder communica0on   Automate project processes

  Generate relevant reports   Allow mobile PMIS access

About ME…  Dux Raymond Sy, PMP   Managing Partner, Innova0ve-‐e

  hOp://www.innova0ve-‐e.com

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

  Contract Author & Instructor, Learning Tree Interna0onal

  Connect with me –  E-‐Mail: dux.sy@innova0ve-‐e.com

–  LinkedIn: meetdux.com/li –  Blog: meetdux.com

–  TwiOer: twiOer.com/meetdux

Agenda  Challenges of Project Management  Why SharePoint

 7 Ways to Leverage SharePoint for PM Success

 Ques0ons

Courtesy of NicksTrafficTricks.com

PM Challenges  Lack of Standardized Process  Poor Communica0ons

  Ineffec0ve Project Informa0on Management   Centralized Repository   Traceability   Access Privileges   Repor0ng

  Inefficient Team Collabora0on



 Ques0ons

What’s a PMIS?  Standardized set of automated PM tools integrated into a system

 Used by the PM team to   Support the genera0on and maintenance of project ar0facts

  Facilitate communica0on and feedback  Monitor project ac0vi0es   Control project changes   Analyze and forecast project performance

What’s Out There?  Microso_ SharePoint  Microso_ 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 exis0ng tools

 Accessible   Traceable   One-‐stop shop

 Team collabora0on   Easily work with colleagues whenever, wherever, and however

SharePoint as a PMIS  PMs are empowered to create a SharePoint site that serves as a PMIS   IT interven0on is minimal   Based on familiar tools and technologies: Web, Windows, Microso_ Office

 Access can be limited

 Project ar0facts can be centralized

 Communica0ons can be streamlined



 Ques0ons

#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   Upda0ng content   Defining account privileges  Maintaining a document repository

#2 Efficiently Store Project Ar4facts  SharePoint provides various tools to centralize and manage relevant project informa0on   Project Schedule   Project Documents   Change Request   Risk/Issue Log   Budget

CREATE A SHAREPOINT PMIS

In this demo, I’ll step through the simple process of building a SharePoint-‐based PMIS. This demo can also be viewed at: hOp://go.meetdux.com/x8eu

DEMO

#3 Facilitate BeOer Collabora4on  Project informa0on collabora0on

 Maintain project ar0facts in libraries

  Jointly develop documents with document workspaces

 Team collabora0on   Requirements clarifica0on with discussion boards   Ini0ate and maintain mee0ng ar0facts with mee0ng workspaces

  Document lessons learned with Wikis

FACILITATING TEAM COLLABORATION

In this demo, I’ll show why discussion boards are great for requirements clarifica0on and mee0ng workspaces are much more effec0ve in capturing mee0ng ar0facts

DEMO

#4 Enhance Communica4on  Right informa0on for the right stakeholder at the right 0me   Tasks   Schedule   Reports   Dashboard

 Relevant project informa0on access   Appropriate privileges can be defined based on project communica0on needs

PROJECT COMMUNICATIONS

Chief Execu0ve Officer Regular e-‐mail updates on project milestones and risks

Chief Financial Officer Access to project budget informa0on

Reviews and updates any change to project finances

Program Manager Reviews project tasks, milestones, and risks

EXAMPLE

PERMISSIONS MATRIX

EXAMPLE

Stakeholder Contacts Issues Tasks Change Control

Calendar

CEO C R R C R

PMO

Finance

#5 Automate Processes  Common project workflows

  Change Control   Expense Reimbursement

 SharePoint workflows can be u0lized to   Automate process   Enable accountability   Provide traceability

PROJECT CHANGE REQUEST

EXAMPLE

How to Build a Change Request System in SharePoint Demo: http://go.meetdux.com/fqp8

#6 Generate Relevant Reports  SharePoint can be used to generate relevant

  Interac0ve summary of a project

  Project tasks informa0on   Automated alerts

 Dashboards can be created using Web Parts   Red, Amber, Green (RAG) Status

  Key Performance Indicators (KPI)

PROJECT DASHBOARD

EXAMPLE

How to Build a Project Management Dashboard with SharePoint Demo: http://go.meetdux.com/kep5

#7 Enable Mobile Access  A mobile version of a SharePoint site is created automa0cally upon crea0on of a site   Accessed via the subdirectory /m/: hOp://sharepointcafe/m/

 Web pages are op0mized and formaOed for a mobile browser

 Sec0on 508 compliant



 Ques0ons

Ques4ons?

E-Mail: [email protected]

LinkedIn: meetdux.com/li

Blog: meetdux.com

Twitter: twitter.com/meetdux

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

Isn’t SharePoint Nice?

SharePoint is Nice Nice Baby All right stop collaborate and listen Dux is back with my SharePoint inven0on

Projects, grabs a hold of me 0ghtly

I need Team Sites with Surveys and Wikis

Will it ever stop? Yo, I don't know

Changing permissions to and fro

To the extreme I synchronize my calendar

Light up my phone, fire up SharePoint mobile

Dance! Build dashboards with web parts

Receiving alerts from updated tasks

Deadly! Deploy WSP Anything less, site templates, maybe?

Love it or leave it workflows can be traced

BeOer use Views so Doc Libs be straight

If there was a problem SharePoint solves it

Check out the hook BPC revolves it

SharePoint is nice nice baby




SharePoint is nice

Please fill out your evalua4on and turn it in on the back table!

Technology

7 Ways to Leverage SharePoint for Project Management Success