Project Management with SharePoint 2010
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This document discusses best practices for leveraging Microsoft SharePoint for project management. It covers defining projects and success factors, consequences of poor planning, and how SharePoint can help with communication, collaboration, documentation and task management. Examples are provided of project home sites, documentation libraries, communication logs, Gantt charts, and how to structure sites for closeout and knowledge retention. The presenter is an experienced project manager who recommends using SharePoint features like workflows, metadata and templates to improve project delivery and information management.
Project Management with SharePoint 2010
- 2. Project Management: Leveraging SharePointLessons Learned from Real Projects
- 3. Who am I?Project Management Professional
- 6. Advisory board member GTC, Governors Small Business Advocacy Group, Powerhouse Science Center steering committee, and CIO Academy advisory committee
- 7. Teaches Project Management Institute examination preparation courses
- 8. Participated in the delivery of over 700 software applications
- 9. International speaker SOA, EA, PM Best Practices, Software Design PatternsGreg Kiefer
- 10. AgendaSharePoint Project Management Best Practices
- 11. What is a project as it relates to SharePoint?
- 13. Consequences of poor project management
- 14. What are you trying to accomplish?
- 17. What happens when you finish the project?4
- 18. What is a project?A project is a temporary endeavor, having a defined beginning and end, undertaken to meet unique goals and objectives, usually to bring about beneficial change or added value. WikipediaDoes this definition change when you leverage SharePoint?
- 19. What aspects of the project can be applied to SharePoint?5
- 20. Project Success FactorsSenior management commitment
- 21. A clear understanding of the scope and key milestones
- 22. Clear project requirements and specifications
- 23. A comprehensive project plan
- 24. Commitments and accountability from all stakeholders
- 25. Accurate reporting of the project status
- 26. A critical assessment of the risks and issues inherent in the project
- 27. Clear and concise communications
- 29. Consequences of Poor Project PlanningMarc Hirshfield, MBA, PMP, Vitalize Consulting Solutions Organizational priorities are not met
- 30. Over budget
- 31. Low team morale
- 35. Missed dates Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions
- 36. What are you trying to accomplish?Improve
- 37. Communication
- 38. Collaboration
- 39. Team building
- 40. Status reporting
- 41. Security
- 42. Accountability
- 44. Exposure of your project
- 46. Your career8
- 47. Why use SharePoint?SharePoint provides:
- 49. Workflows
- 50. Lists
- 51. Alerts
- 52. Wikis
- 54. Task management
- 55. Dashboards
- 57. 珂霞壊庄岳艶壊9
- 58. Project Management and CollaborationProject Samples
- 59. Project Home SiteClearly identify the project objectives.Make the information easy to find.Who are the key players ?
- 60. QuestionsWhat is missing from the team site?Reference documents
- 61. Issues & Risk Logs
- 62. Key performance indicators (KPIs)GoalsMake it easy to find information.Accountability, efficiency
- 63. Project Home SiteWho are the key contacts for your project?SharePoint 2010 allows multiple calendar viewsExecute SP Home
- 64. Project Home SiteSharePoint allows you to add all the important group information right on the home page for all members to have quick and easy access.Enriching Home
- 65. Best PracticesIs it better to spend time after the project is over to capture the lessons learned? Why not capture them throughout the project?Create a content type for lessons learned categorization to be used throughout the project
- 66. Create workflows to categorize information
- 67. Create workflows to updates meta data (status, SLAs)
- 68. Leverage the list rating system. One to five star
- 69. Leverage email (records management) integration so the project related information stored in your email repository is ported to SharePoint so it becomes an organizational asset.Document ManagementIts good to use metadata that allows you to filter your document library making things easier to findKnowing and being able to filter by type will also help findability.SharePoint allows you to upload one document and have multiple people working on it, and updates automatically after saving.Enriching Collaborations document library
- 70. Project CommunicationUsing specific metadata allows the Project Manager to know more about group communication.Grouping communications by date allows a Project Manager to see when communication has occurred.SharePoint is more effective at documenting/tracking logs than excel or word.Execute SP communication log
- 71. Project PlanUse the built in Gantt chart to communicate the high-level deliverables and task assignmentsSleepy Snoopies SharePoint Gantt Chart
- 72. IntegrationLeverage Project professional to synchronize your project schedules with your project team site.
- 73. Use team foundation server (TFS) to manage team tasks, software development, testing by exposing the information in SharePoint via TFS webparts.CalendarYour All of your team members can load their calendars in the same place to ease scheduling processes.PMG Schedule
- 74. Team ProfilesGood to add links to all site pages for ease of use.Understand your audience when applying themes to your site.Execute SP Profile Page
- 75. WikisLeverage Metadata data throughout the site.Grouping terms helps usability/findability.Creating links for each term helps site organization and look and feel.Execute SP Project Terms
- 76. Additional SamplesProject Termshttps://extranet.kieferconsulting.com/sites/csus/tpps/Wiki/Home.aspxLessons Learnedhttps://extranet.kieferconsulting.com/sites/csus/tpps/Lessons%20Learned/Home.aspxProject Schedulehttps://extranet.kieferconsulting.com/sites/csus/tothepoint/Lists/Project%20Plan/gantt.aspxIssue Loghttps://extranet.kieferconsulting.com/sites/csus/Team_Phoenix/Lists/Issues%20Log/AllItems.aspxRisk Loghttps://extranet.kieferconsulting.com/sites/csus/Team_Phoenix/Lists/Risk%20Log/AllItems.aspxhttps://extranet.kieferconsulting.com/sites/csus/Sacramento6/Lists/Risk%20Log/AllItems.aspxTeam Member Profileshttps://extranet.kieferconsulting.com/sites/csus/tpps/Lessons%20Learned/Home.aspx
- 77. Project Close-outWhat do you do with the project artifacts?
- 78. When does a project artifact become a record?
- 79. How do you leverage your project site for future projects?
- 80. Where do you store lessons learned information?
- 81. What should be the overall taxonomy for the site?
- 82. Did you leverage workflows to ensure accountability?24
- 83. ConclusionSharePoint can be used to improve all aspects of communication for a project.
- 84. Remember to train your team and stakeholders on the technology.
- 85. Apply new features to improve communications, such as, wikis
- 89. Dont ForgetSharePint!!Join us at 6:30 pm at TheDaily Pint for a free drink, kindly provided by Rackspace! A great opportunity to network with other SharePoint Professionals!Please complete your Speaker Evaluation and turn it in before you leave. Drop off at the Community table or at the Cafeteria before closing.
- 90. Thanks to Our Sponsors
Editor's Notes
- THIS SHOULD BE YOUR FIRST SLIDE
- Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy & planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
- Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy & planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
- Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy & planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
- Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy & planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
- Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy & planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
- SharePoint helps you manage documents easier. There is always only one version with SharePoint, which is readily available to all group members. Each member can make edits and save it. This new saved version is the one that shows up in the library for other team members to view/edit. You can also keep all project documents in the same library. By using columns (metadata) you can attach important document information. This is used to filter through documents to make findability easier. (i.e.) So you could search for a document by the role, business analyst, and the type of document it is, excel file. This would filter your search to only show, KCI Risk Log as listed above.
- SharePoint lists can be organized to show the most recent event to be displayed first. It also is a centralized place where everyone can update the log without needing to check if its the most recent version. A team can also organize it according to how their sponsor would like to see the log.
- A wiki is a place to keep important project information or things people might often have questions about. Definitions tend to be a great use for wikis. Also, how tos within SharePoint are another good reason to have a wiki. This is a great wiki because it allows you to organize the information by type of definition (certification/project term/etc). The titles of the columns allow you to filter the information by the options available within the column. For this, the reference column would have been more useful if the options within it were project manager/business analyst/etc. This is because then you can look in certificates, and then search specifically for project management ones instead of having to know what all of the acronyms mean.
- Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy & planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
- Microsoft has made it easy to install and get it up and running, but that undercuts the lifecycle work that needs to take place: strategy & planning, requirements, information assessment, enterprise information architecture, design, prototyping, development and education.
- THIS SHOULD BE YOUR SECOND TO LAST SLIDE Encourage everyone to attend and remind them that the Daily Pint is just a few blocks up Pico from SMC (North East)
- THIS SHOULD BE YOUR LAST SLIDE Please ensure to leave this on as people are walking out and youre wrapping things up. Thanks so much!