Welcome to the Minnesota SharePoint

User Group

• Introductions / Overview

• Project Tracking / Management / Collaboration via SharePoint

• Multiple Audiences for Information

• Differing Levels of Sophistication

• WSS / Lists / Libraries

• Project Server 2003

• Q & A

Agenda

• Inetium (www.inetium.com)

• Twin Cites based Microsoft consulting company

• Microsoft Gold Certified Partner

• Practice Area focused on Information Worker Technologies

• New Horizons – Minnesota (www.newhorizonsmn.com)

• Microsoft Gold Certified Partner

• Training on many technologies

• Microsoft (www.microsoft.com)

• I’m guessing you’ve heard of them

Introductions – MNSPUG Sponsors

Build a local community focused on Microsoft SharePoint Technologies

• Educate user group members about SharePoint Technologies

• Transfer knowledge within the community

• Communicate best practices

• Introduce new products / solutions

User Group Goal / Objectives

• Website for user group

• SharePoint resource documents

• SharePoint resource websites links

• RSS Feeds

• Meeting Schedule

• Past User Group Presentations

www.sharepointmn.com

www.sharepointmn.com

• Next Meeting

• February 9th 9:00 AM to 11:00 AM

• Microsoft’s Bloomington Office

• Topic: To Be Announced

• Ongoing Schedule

• 2nd Wednesday of every month

• 9:00 to 11:00 am

• Microsoft’s Bloomington Office

Upcoming Schedule

Project Tracking / Management / Collaboration

• Project definition

• Project profile (ex. Type)

• Project sponsor / client

• Tasks

• Dates (start / end)

• Duration

• Resources

• Assignments

• Reports

• Gantt

What Makes a Project?

• Project Managers

• Manage the project / update information

• Track project status

• Resource Managers

• Manage resources / assignments across multiple projects

• Resources

• Update time spent on tasks

• Update info re: issues

• Clients / Sponsors

• Track project status ex. “How are things going?”

• Executives

• Aggregate view of all projects

Audiences of Project Information

• Project Managers manage 1 or more projects

• Resource Managers manage 1 or more resources

Key Information Traits / Relationships of Projects

Project Manager

Project 0

Project 1

Project n

Resource Manager

Resource 0

Resource 1

Resource n

Client / Sponsor

Project 0

Project 1

Project n

Resource

Project 0

Project 1

Project n

• Resources are assigned to 1 or more projects

• Clients / Sponsors have 1 or more projects

Key Information Traits / Relationships of Projects

Designing SharePoint to support tracking, management and collaboration

of projects

• Create better visibility into projects

• Create a centralized repository for project information / documents

• Provide all audiences with a view into the information on projects

• Easy to maintain

Core Goals

• Windows SharePoint Services (WSS)

• Lists

• Document Libraries

• Sub Site Listing Web Part

• Templates

Core Components

• Utilize WSS to create Client / Sponsor sites

• Site dedicated to Client / Sponsor

• Profile of client

• Create as template

• Possibly leverage external info from existing systems

• Provide access to key groups / users / departments

• Extranet capability

Core Design Concepts

• Utilize WSS to create sites below Client / Sponsor Sites

• Establish hierarchy of sites below client / sponsor site

• Reflects 1 to many relationship of clients to projects

• Access to sites is based on what users / groups are assigned to site

Core Design Concepts

Client / Sponsor WSS Site

Project Site 0 Project Site 1 Project Site n

• Create custom lists to track projects

• Utilize lists to store info related to clients / projects

• Tasks

• Contacts

• Issues (bugs)

• Alerts

• Utilize document libraries / Form libraries to store information

• Requirements

• Specifications

• Contracts

• Alerts

Core Design Concepts

• Utilize sites construct for meetings within a project

• Project can utilize sub web part to track status meetings

• Create templates to easily extend

• Utilize WSS ‘Save as template’ feature

• Save content or just structure

Core Design Concepts

Project Site

Meeting Workspace 0 Meeting Workspace 1 Meeting Workspace n

• Linking to other systems

• CRM systems

• Accounting systems

• Existing EPM systems

• Others

Other Considerations

SharePoint Demo

Project Server 2003 / SharePoint

• Microsoft’s Enterprise Project Management (EPM) solution

• Aims at addressing the scenarios of:

• Multiple projects

• Multiple resources

• Resources assigned to multiple projects

• Projects have multiple resources assigned to them

• Multiple user types

• Project Managers

• Resource Managers

• Resources

• Executives

What is Project Server 2003?

• Both a web based and desktop tool solution

• Project Web Access

• Web based environment

• SQL Server backend

• Analysis Services (OLAP)

• Windows SharePoint Services

• Project Professional 2003

• Desktop Client

• Connects to Project Server

Project Server 2003 Technology

• Home

• Tasks

• Projects

• Resources

• Status Reports

How is Project Server 2003 Structured?

• Updates

• Risks

• Issues

• Documents

• Admin

• Home Page

• Snapshot of many of the core items a particular user needs

• Updates for the user

• News tasks

• Status reports

Project Server Home

• Task Page

• Task view for a current user

• Only lists tasks for user

• Spans all projects

• Update time on tasks

• View in Gantt format

• Sends updated tasks to project manager

Tasks

• Projects

• Displays projects for user with access to projects

• Project manager can open projects in Project Professional to maintain and save back to Project Server

• Gantt Charting

• Project files (.mpp) are uploaded to Project Server to create online project

Project Center

• Resources

• Displays resources in the system

• Resource manager can add / modify resources

• Central repository of resources

• Resources are managed by opening up in Project Professional and then saving back up to Project Server

Resource Center

• Status Reports

• Central repository for status reports for user

• Status reports can be scheduled (daily / weekly)

• Resources fill out and submit to Project Manager

• Project Manager can aggregate reports and get a sense of how project is going

Status Reports Organizer

• Updates

• View task changes submitted by resources

• Project manager receives time updates from resources and publishes to central repository on project

Updates

• Integrates with Windows SharePoint Services (WSS) to link to WSS site where Risks are managed for each project

• Risks

• Risks associated with a project

• Issues

• Issues associated with a project

• Documents

• Documents associated with a project

Risks, Issues, and Docs

• Admin

• Security

• Manage users / groups

• Manage views (reports)

• Configuration

• Integration w/ WSS

Administration

• Project Template

• Project Server provides a project template for WSS

• Server can be configured to create a site by default

• This site stores Documents, Risks and Issues for Project Server

• Site can be used as collaborative space for users (similar to what was demonstrated earlier)

• Project Web Access Web Parts

• Comes with a web part with different views that can be dropped into SharePoint

• Encapsulates certain parts of Project Web Access

Project Server Integration with SharePoint

• Project Web Part Views

• Project Portfolio Analyzer

• Project Resource Assignments

• Project Center

• Project Report

• Project Timesheet

• Project Manager Updates

• Can be filtered by project

Project Web Parts

• My Site

• Web part page

• Put Project Web Access Web Part on Page

• Set View

• ex: Timesheet

• Set project filter

• 0 for all assigned

• Utilize to enter time without having to go to Project Web Access main page

Project Web Part Usage Scenario

• Project Server 2003

http://www.microsoft.com/office/project/prodinfo/epm/default.mspx

• Sub Web Listing Web Part

http://www.microsoft.com/sharepoint/downloads/components/detail.asp?a=413

Resources

Q & A