"how to build a change control system in a sharepoint pmis" for sptech conference sfo
DESCRIPTION
PPT for "How to Build a Change Control System in a SharePoint PMIS" Presentation held at SharePoint Technology Conference in San Francisco, CA Jan 2009TRANSCRIPT
Hyatt Regency SFO January 28, 2009 1.00pm – 2.15pm
Innovative-e
How to Build a Change Control System
in a SharePoint PMIS
Dux Raymond Sy, PMP
Have You Ever Experienced …
Customers adding scope halfway through the project?
Management cutting your project budget?
Project resources performing unplanned project tasks because the customer says so?
What Do You Do?
Session Objectives
After completing this session, you will learn how to:
Leverage the benefits of a change control system
Create an automated change request process utilizing the Three-State Workflow
Develop a sophisticated Change Control System with custom workflows in SharePoint Designer without coding
Dux Raymond Sy, PMP
Managing Partner, Innovative-E, Inc.
Author, “SharePoint for Project Management” by O’Reilly Media
Contract Author & Instructor, Learning Tree International
For more information, connect with Dux
E-Mail: [email protected]
LinkedIn: LinkedIn.com/in/meetdux
Blog: Meetdux.com
Twitter: @meetdux
Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
Controlling Change
Change control is a set of procedures that defines how changes would be addressed in a project
Tracking change involves
The number of requests
The person or group requesting the change
What needs to be changed
Impact of the changed
Approval or rejection
The change-control procedure must force management to assess the total impact of a change and
agree to the cost before ordering it to be implemented.
Change Control Process
Proposed change
Impact analysis and priority
Log details
Inform originator
Management decision Gather info
Yes
No
Later
Schedule
Do now
Log and schedule review
Log
Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
Human Workflows
Businesses depend on processes
Automating interactions among the people who participate in a process can improve how that process functions, increasing its efficiency and lowering its error rate.
Examples of project workflows
Expense Reimbursement
Change Control
Regulatory Compliance
__________________________
__________________________
SharePoint Workflows
Supports the automation of human workflow
Enables collaboration by automating the movement of document or list items through a specific sequence of actions
Based on Windows Workflow Foundation
WSS includes a predefined Three-State workflow
MOSS provides other workflows
SharePoint Designer and Visual Studio .NET can be used to create custom workflows
Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
Enabling Three-State Workflow
Can be applied to any list or document library
The issue tracking list template has the three-state workflow enabled
For other lists, workflow settings can be updated by going to the list settings
Requires a list to use a choice column with three or more values
Serves as the state the workflow tracks
Implementing Three-State Workflow
Three-state workflow can be applied to any list or document library
It requires at the most three states to enable the workflow
For example: Initiate, Review, Approve
Steps to implement a Three-state workflow:
1. Go to a specific list or library
2. Define Workflow Settings
3. Test the workflow
A Simple Change Request System
Submitted Decision Made In Review
1. Enter Change Request
2. Task assigned to confirm the change request has been received
3. Task assigned to review the change request and make a decision
Interactive Demonstration
Building a Change Control System with Three-State Workflow
Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
Three State Workflow: Realistic?
Out of the Box SharePoint Workflows are generic
Almost always doesn’t support specific organizational processes
Custom workflows can be developed
SharePoint Designer
No Programming required
Visual Studio .NET
Programming is required
SharePoint Designer
Creates and customizes SharePoint sites
Provides professional tools for building interactive SharePoint solutions without writing code
Key features
Customize the look and feel of a SharePoint site
Incorporate data from a wide variety of industry standard data sources
Build custom workflow with built in Workflow Designer
SharePoint Designer
Workflow Designer
Used to build custom workflows visually
Steps in Developing a Custom Workflow
1. Specify the list or library where the workflow will be assigned to
2. Define the condition
3. Specify the action
4. Add more conditions and actions as necessary
5. Add further steps as necessary
Interactive Demonstration
Building a Change Control System with SharePoint Designer
Agenda
What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary
Summary
You are now able to:
Leverage the benefits of a change control system
Create an automated change request process utilizing the Three-State Workflow
Develop a sophisticated Change Control System with custom workflows in SharePoint Designer without coding
Innovative-e
Thank You!
Keep in touch meetdux.com