project management with sharepoint 2010
Post on 09-Dec-2014
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Project Management: Leveraging SharePoint
Lessons Learned from Real Projects
Who am I?• Project Management Professional
• Published author
• President/CEO Kiefer Consulting
• Advisory board member – GTC, Governor’s Small Business
Advocacy Group, Powerhouse Science Center steering
committee, and CIO Academy advisory committee
• Teaches Project Management Institute examination preparation
courses
• Participated in the delivery of over 700 software applications
• International speaker – SOA, EA, PM Best Practices, Software
Design Patterns…
Greg Kiefer
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Agenda• SharePoint Project Management Best Practices
• What is a project as it relates to SharePoint?
• Project success factors
• Consequences of poor project management
• What are you trying to accomplish?
• Why use SharePoint?
• SharePoint Implementations
• What happens when you finish the project?
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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.”
Wikipedia
• Does this definition change when you leverage SharePoint?
• What aspects of the project can be applied to SharePoint?
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Project Success Factors• Senior management commitment• A clear understanding of the scope and key milestones• Clear project requirements and specifications• A comprehensive project plan• Commitments and accountability from all stakeholders• Accurate reporting of the project status• A critical assessment of the risks and issues inherent in
the project• Clear and concise communications• Plans, plans, plans…
Consequences of Poor Project Planning
Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions
• Organizational priorities are not met • Over budget• Low team morale • Confusion among resources • High resource turnover • Unclear communication • Missed dates
Marc Hirshfield, MBA, PMP, Vitalize Consulting Solutions
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What are you trying to accomplish?• Improve• Communication• Collaboration• Team building• Status reporting• Security• Accountability• Management of information• Exposure of your project• Portfolio management• Your career…
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Why use SharePoint?• SharePoint provides:
• Document management• Workflows• Lists• Alerts• Wikis• Project scheduling• Task management• Dashboards• External data integration• Mysites…
Project Management and Collaboration
Project Samples
Project Home Site
Clearly identify the project objectives.
Who are the key players ?
Make the information easy to
find.
QuestionsWhat is missing from the team site?• Reference documents• Issues & Risk Logs• Key performance indicators (KPIs)
GoalsMake it easy to find information.Accountability, efficiency
Project Home Site
Execute SP Home
SharePoint 2010 allows multiple calendar views
Who are the key contacts for your project?
Project Home Site
Enriching Home
SharePoint allows you to add all the important group information right on the home page for all
members to have quick and easy access.
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• Create workflows to categorize information• Create workflows to updates meta data (status, SLAs…)• Leverage the list rating system. One to five star• 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 Management
Enriching Collaborations document library
It’s good to use metadata that allows you to filter your document library making things easier to find
Knowing 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.
Project Communication
Execute SP communication log
Grouping communications by date allows a Project Manager to see when communication has occurred.
Using specific metadata allows the Project Manager to know more about group communication.
SharePoint is more effective at documenting/tracking logs than excel
or word.
Project Plan
Sleepy Snoopies SharePoint Gantt Chart
Use the built in Gantt chart to communicate the high-level deliverables and task assignments
Integration• Leverage Project professional to synchronize your project schedules
with your project team site.• Use team foundation server (TFS) to manage team tasks, software
development, testing by exposing the information in SharePoint via TFS webparts.
Calendar
PMG Schedule
Your
All of your team members can load their calendars in the same place to ease
scheduling processes.
Team Profiles
Execute SP Profile Page
Good to add links to all site pages for ease of
use.
Understand your audience when applying
themes to your site.
Wikis
Execute SP Project Terms
Grouping terms helps usability/findability.
Creating links for each term helps site organization and look and
feel.
Leverage Metadata data throughout the site.
Additional SamplesProject Termshttps://extranet.kieferconsulting.com/sites/csus/tpps/Wiki/Home.aspx
Lessons Learnedhttps://extranet.kieferconsulting.com/sites/csus/tpps/Lessons%20Learned/Home.aspx
Project Schedulehttps://extranet.kieferconsulting.com/sites/csus/tothepoint/Lists/Project%20Plan/gantt.aspx
Issue Loghttps://extranet.kieferconsulting.com/sites/csus/Team_Phoenix/Lists/Issues%20Log/AllItems.aspx
Risk Loghttps://extranet.kieferconsulting.com/sites/csus/Team_Phoenix/Lists/Risk%20Log/AllItems.aspx
https://extranet.kieferconsulting.com/sites/csus/Sacramento6/Lists/Risk%20Log/AllItems.aspx
Team Member Profileshttps://extranet.kieferconsulting.com/sites/csus/tpps/Lessons%20Learned/Home.aspx
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Project Close-out• What do you do with the project artifacts?• When does a project artifact become a record?• How do you leverage your project site for future
projects?• Where do you store lessons learned information?• What should be the overall taxonomy for the site?• Did you leverage workflows to ensure
accountability?
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Conclusion• SharePoint can be used to improve all aspects
of communication for a project.• Remember to train your team and
stakeholders on the technology.• Apply new features to improve
communications, such as, wikis…• Call me anytime
Contact Us
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www.kieferconsulting.comwww.sharepointdesigncenter.com
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