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Getting the best out of SharePoint as a Project Management Platform

Colin GardnerKaboodle Software

In this sessionFoundations• Project Management• Workflow• Collaboration• Malcom in the Middle

Orchestrated Collaboration• What is Orchestrated Collaboration?• The attributes of processes suitable for Orchestrated Collaboration• What Microsoft gives us to work with• Stuff that’s missing

Case Study: Santos Integrated Disturbance Planning• Project background• Solution demonstration

Summary and Conclusions• A few lessons learnt• Questions at the end or as we go

Foundations • Project Management• Workflow• Collaboration• Malcom in the Middle

High end and expensive• Resource Planning

• Cost forecasting

• Project baselining

• Detailed scheduling

• Scenario planning

• Detailed risk management

Project Management

Workflow in SharePoint

• Sequential WF• Flow chart like• Process is clear and

simple• Few exceptions• Highly repeatable• Difficult to revert

• State Machine• Define possible states• Define conditions that

determine the state• Define want happens on

state transitions• Better for more complex

processes• Easier to revert

Workflow

CollaborationCollaboration in SharePoint

• Traditional• Lists and libraries• Versioning and approval• Email/alerts• Co-authoring

• Communications• Presence awareness• VoIP• VTC• Contacts

• Social• Tagging• Information push• Chat-centric

Malcom in the Middle

Workflow

Project Managem

ent

Orchestrated

Collaboration

Collaboration

Orchestrated Collaboration

• What is Orchestrated Collaboration?

• Processes suitable for Orchestrated Collaboration

• The Grand Design• What SharePoint gives us• Stuff that’s missing

• A little bit of project management

• In the context of a state machine workflow

• Sprinkled with some collaborative working

What is Orchestrated Collaboration?

• Focused around a work package (project, case, contract…)

• Has a lifecycle and a timeline

• I state based with an initial (draft) state an end (completed) state and a standard set of natural states in between (stages, phases, gates, steps…)

• Has some exceptional states (cancelled, suspended…)

• Is people centric and collaborative working

• Is repeatable and repeated on a regular basis

• Is about tracking and monitoring not driving the process

Orchestrated Collaboration Processes

The Grand Design

Root Site

WP 1 WP 2 …WP N

Root Site: Master List• Collaboration for each WP• Site template for each WP• Traffic lights• Monitoring views

Team Site• Task/Issue list to determine the in between states and tasks

for each• Document library• Other supporting lists such as Risk Log, Links List,

Discussions etc.

Provision/UpdateReport Status

• Lists: The work package master list used as a dashboard for monitoring

• Team Sites: One for each work package and the heart of the collaboration

• Gantt, Task, Issues, Links, Discussions and Document Libraries

• Permissioning and access control

• Integrated search

What SharePoint gives us

The missing links• A provisioning/update engine

• Workflow• Event Receivers

• Summary View Web Part• Need to show master list information at the team site

• A Timeline View Web Part• Need to show timeline and tracking information on the team site homepage

• A Process Map Web Part• Need to visualise (at a glance) where we are in the process on the team site

homepage• Need to facilitate easy task management from the team site homepage

• A State Manager• Need to calculate the state from the task list (event receivers/workflow)• Set traffic lights• Call the notification engine• Configurable business logic (based in lists on the master list site)

• A Notification Engine• When state changes• When task status changes• Next in line• Message templates

Case Study: Santos Integrated Disturbance Planning (IDP)

• Project background• Solution demonstration

Project Background: IDP• IDP is the process by which Santos coordinate and construction and

infrastructure development• Requires detailed and protracted negotiations with multiple stakeholders

(Govt. Environmental, Indigenous, Landholders etc.)• Starts off with a desktop survey• Moves to field survey• Multiple approvals• Each IDP is unique but follow a similar pattern• 300+ IDP per year• Each IDP takes months and sometimes years to complete• The potential to miss something is easy• Mistakes can cost millions!• Old system runs on email, file shares and a spreadsheet (sound familiar?)• New system is a classic example of Orchestrated Collaboration run on

SharePoint

IDP: Demonstration

Wrap up • Lessons• Questions

• There are a whole class of business processes which are people-centric and sit between somewhere between workflow, project management and collaboration

• Most big businesses have processes which fall into this Orchestrated Collaboration category

• The key to success is to make people in charge and just track what they do or the consequences of what they do

• You have to deal with the needs of multiple users and use cases• Pick the right tool for the job• If you try and run these processes with Project/Nintex/K2/Primavera will more

than likely will fail• For collaborative work to be effective there must be a focus and that focus is

the work package• Put everything in that work package in one place, a team site.• Make sure that you provide effective monitoring so that remedial action can

be taken when needed.• Make it visual with traffic lights, timelines and process maps• Implement a strategy to archive obsolete (closed) work packages or else

you’ll just keep filling the box• Once these systems are in they stay there• I have never had a customer who rejects this approach after going live

A few lessons learnt

Question and Answer

Webhttp://www.kaboodlekonnect.com

Bloghttp://www.kaboodlekonnect.com/colinBusiness Cards

I don’t twit!

References: Blog Posts and Downloads

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Produced by John Hilliard

Caitlin Gardnerhttp://www.caitlingardner.com.au

When I was Little