7 ways to leverage sharepoint for project management success
DESCRIPTION
Presented at PMI Southern MD Nov 4, 2009TRANSCRIPT
7 Ways To Leverage SharePoint For Project Management Success
Dux Raymond Sy, PMP
November 4, 2009 11.30am – 1pm
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]
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: twitter.com/meetdux
Agenda
Challenges of Project Management
Why SharePoint?
7 Ways to Leverage SharePoint for PM Success
Questions and Answers
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
Challenges of Project Management
Why SharePoint?
7 Ways to Leverage SharePoint for PM Success
Questions and Answers
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 if SharePoint is a Car?
Car SharePoint
Purpose:
What’s required?
Purpose:
What’s required?
SharePoint Geek Vagen
WSS vs MOSS
WSS is the core technology of Microsoft SharePoint
Considered as the “engine” of SharePoint
Provides document management and team collaboration tools
WSS is available for free as long as your organization is utilizing Windows Server 2003 or above
MOSS extends the capabilities of WSS
Going back to our car analogy, MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands, etc.
Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.
Unlike WSS, MOSS is not available for free
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
Challenges of Project Management
Why SharePoint?
7 Ways to Leverage SharePoint for PM Success
Questions and Answers
#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
Challenges of Project Management
Why SharePoint?
7 Ways to Leverage SharePoint for PM Success
Questions and Answers
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!