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sharepointmaven.com @gregoryzelfond
PROJECT AND PORTFOLIO MANAGEMENT WITH
PROJECT ONLINE
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Before we start…
Complementary webinar video recording is
available at https://youtu.be/9ECeNLmZN58
You can also visit my YouTube Channel:
https://www.youtube.com/c/sharepointmaven
Slides and Demo based off SharePoint Online,
however, similar functionality is available with
on-premises and older versions of SharePoint
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
Gregory Zelfond
10+ years of experience with SharePoint
Huge SharePoint Advocate, blogger
Love to solve business problems using
code-free, out of the box SharePoint
configurations
Owner of SharePoint Maven
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Available Project Management Options in SharePoint/Office 365
Office 365
Planner
Informal
Easy
$
Office 365
Groups
Informal
Easy
$
Team
Sites
Formal
Medium
$$
Project Server
Project Online
Very formal
Hard
$$$$
NEW NEW
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Good-old Team Sites
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Everyone loves team sites!
(Unless you are an Executive, Portfolio or Resource Manager)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
What’s important to me?
Project Manager/Team Members– My Project, My Resources, My Schedule
Portfolio Manager– Overview of my Portfolio of projects
Resource Manager– Resource Capacity
Executive– Reports (with cool-looking graphs)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Meet Project Online
Project Online
Project
Site
Resource Management
TimesheetsReports
Project Dashboard
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Project Online vs.
Project Web App vs.
Project Server
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Terminology
Project Server – Microsoft’s Project & Portfolio Management (PPM) Solution
Project Online – “Cloud” version of Project Server (available via Office 365 subscription)
Project Web App – web application that allows to analyze portfolios (technical component of Project Server/Project Online)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Project Online Anatomy
Project Center
Project Types
Project Sites
Project Detail Pages
Resources
Timesheets
Tasks
Issues and Risks
Reports
Security
Mobile Apps
PWA Settings
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Project Center
Single Dashboard to access Projects
Projects can be added/viewed on single timeline
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2 Project Types
Task Project– Schedule managed via Tasks Web Part
Enterprise Project– Schedule managed via MS Project/Project Web app
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2 ways to edit Enterprise Project Schedule
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Project Sites
Project Online Project Site =Project Detail Pages (PDP) +
Project Schedule +
SharePoint Team Site
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Project Detail Pages
Additional Information (metadata) about a Project
Can be text, menu choice, people, dates, currency
Use metadata to organize projects on the dashboard (by Portfolio)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Resources
Central Portal to manage Resources, review & manage capacity
Different types of resources allowed– Generic [job role] (i.e. Project Manager)
– Work Resources [people] (i.e. Barack Obama)
– Material Resource [consumables] (i.e. concrete)
– Cost Resources [time independent] (i.e. airplane ticket)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Resources, cont’d
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Timesheets
Place for user to submit actual time for each project task
User can also enter actual time for Admin activities like meetings, vacation, sick time, etc.
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Tasks
Displays tasks for the signed-in user
Users can update Actual Start, Actual Finish Dates, as well as remaining work
User can re-assign tasks (if configured)
Task Status Column shows status of each task/update
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Issues and Risks
Shows issues & risks assigned to the signed-in user
Users can associate Tasks with Issues, Risks and documents
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Reports
All data pulled into Excel
Build custom reports via Pivot Tables & Pivot Charts
Sample Report Templates
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Security
1. Security for Team Sites
2. Security for PWA (Portfolio Managers, Resources Managers, Project Managers, Team Members) – define what each group of users can do in Project Online (i.e. manage resources, approve timesheets, etc.)
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Mobile App 1 (Office 365 Project Portfolio Dashboard)
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Mobile App 2 (Office 365 Project Time Reporter)
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PWA Settings
Control Panel for Project Online/PWA Settings(independent of Site Settings)
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Is Project Online the
right tool for us?
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What is the problem you are trying to solve?
Consistency with documentation
Consolidate various information sources
Enforcement of Project Management methodology
Project Management Office (PMO) Dashboards and Reporting
Informal Meeting Space
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Things to keep in mind…
Project Management discipline/maturity within an organization
SharePoint maturity within an organization
Know your audience
User Adoption & Training
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SharePoint Webinars
How to manage projects in SharePoint using out of the box features
How to build amazing Intranet Sites in SharePoint using out of the box features
How to improve SharePoint User Adoption – practical tips and industry best practices
How to manage migration to SharePoint
SharePoint hacks you can’t live without
[NEW] Project and Portfolio Management with Project Online
[NEW] Kick-Ass Project Collaboration with Office 365 Groups
LEARN MORE
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Need help with SharePoint?
SharePoint Site Configuration and Customization
Document Migration to SharePoint
SharePoint Implementation Strategy
SharePoint Training
SharePoint User Adoption
SharePoint Governance
SharePoint Project Management
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
THANK YOU!
Visit: sharepointmaven.com
Email: [email protected]
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Watch: SharePoint Maven YouTube Channel
Get in touch if you have questions