project and portfolio management with project online

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

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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

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About SharePoint Maven

I HELP ORGANIZATIONS TO UNLOCK

THE POWER OF SHAREPOINT

MIGRATION CONSULTING TRAINING

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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)

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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)

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Meet Project Online

Project Online

Project

Site

Resource Management

TimesheetsReports

Project Dashboard

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Project Online vs.

Project Web App vs.

Project Server

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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)

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Project Online Anatomy

Project Center

Project Types

Project Sites

Project Detail Pages

Resources

Timesheets

Tasks

Issues and Risks

Reports

Security

Mobile Apps

PWA Settings

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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)

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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)

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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

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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

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THANK YOU!

Visit: sharepointmaven.com

Email: greg@sharepointmaven.com

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