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7 Ways To Leverage SharePoint
               For Project Management Success


                      Dux Raymond Sy, PMP
Innovative-e




                             Advanced Technology Center
                             January 10, 2009
                             1.00pm – 2.15pm
Activity: The Reality of Project Inefficiencies
  On a sheet of paper, identify three challenges in
   managing project information

  For example:
      Multiple tools used
      Cannot keep track of document versions
      Cannot define access control

  Swap this sheet of paper with another person
      Edit their challenges
      Add your challenges
Presentation Objectives
  After completing this presentation, you will be able to
   describe the benefits of utilizing SharePoint as a Project
   Management Information System (PMIS)

  In addition, you will be able to comprehend SharePoint’s
   capabilities to
      Enable efficient document management
      Integrate common project management tools
      Facilitate team collaboration
      Automate project processes
      Generate relevant project reports
      Allow mobile PMIS access
Dux Raymond Sy, PMP
                  Managing Partner, Innovative-E, Inc.

                  Contract Author & Instructor, Learning Tree
                   International

                  Author, “SharePoint for Project
                   Management” by O’Reilly Media

  For more information, connect with Dux

      E-Mail: dux.sy@innovative-e.com

      LinkedIn: LinkedIn.com/in/meetdux

      Blog: Meetdux.com

      Twitter: @meetdux
Agenda
  Why SharePoint?

  7 Ways to Leverage SharePoint for PM Success

  Questions and Answers
Share

 +

Point
What’s SharePoint?
  Allows individuals in an organization to easily create and
   manage their own collaborative Web sites
    Simplifies how people find and share information across
     boundaries, and enabling better informed decisions
    Seamlessly integrates with Windows and MS Office

  Does not refer to a specific product or technology
    Using the word “Microsoft SharePoint” is like using the
     word “Microsoft Office”
    Refers to several aspects of Web-based collaborative
     solutions
What’s a PMIS?
  A standardized set of automated project management
   tools available within the organization and integrated into
   a system

  Used by the project management team to
    Support the generation and maintenance of project
     artifacts
    Facilitate communication and feedback
    Monitor project activities
    Control project changes
    Analyze and forecast project performance

  Contains real-time information essential for initiating,
   planning, executing, controlling, and closing a project
What’s out there?
  Microsoft SharePoint

  Microsoft Project Server

  Clarity

  Primavera

  Web-based
    Google Team Site
    Basecamp
    Zoho
SharePoint as a PMIS
  Individual projects can have a collaborative web site

  Access can be limited to the project team and
   appropriate stakeholders

  Project artifacts can be centrally stored and maintained

  Project communications can be streamlined

  Relatively easy to use
    IT intervention is minimal
    Based on familiar tools and
     technologies: Web, Windows,
     Microsoft Office
Agenda
  Why SharePoint?

  7 Ways to Leverage SharePoint for PM Success

  Questions and Answers
#1 Easily Create a PMIS
  Technical skill requirement is minimal
    Microsoft Windows
    Microsoft Office
    Familiar with web browsing

  Easily define stakeholder access
    Based on project communication needs

  If deployed appropriately, IT does not
   have to deal with
    Updating content
    Defining account privileges
    Maintaining a document repository
#2 Efficiently Manage Project Information
  SharePoint provides various tools to effectively centralize
   and manage project information
    Project Schedule
    Project Documents
    Change Request
    Risk/Issue Log
    Budget

  Document management features
    Information storage
    Check-in/check-out
    Version control
    Content approval
Video Clip




    Project Manager Creates a SharePoint PMIS
#3 Facilitate Project Collaboration
  Document Collaboration
    Document Workspaces can be used to jointly develop
     requirements document, reports, templates, etc.

  Team Collaboration
    Wikis to document lessons learned
    Discussion boards for offline communication
    Meeting Workspaces to support project meetings
Example: Clarifying Requirements
#4 Seamlessly Integrate with PM Tools
  E-mail

  Microsoft Office
    Word
    Excel
    PowerPoint
    Project

  Enterprise tools

  Third Party Tools
    Project Publisher
    Intelligant
Video Clip




       Synchronizing Excel and SharePoint
#5 Automate Project Processes
  Common project workflows
    Change Control
    Expense Reimbursement
    Vacation Request

  SharePoint workflows
    Three-State
    Custom workflows
#6 Generate Relevant Reports
  SharePoint can be used to generate relevant
    Interactive summary of a project
    Project tasks information
    Automated alerts

  Dashboards can be created using Web Parts
    Red, Amber, Green (RAG) Status
    Key Performance Indicators (KPI)
    Charts
Example: Milestones Dashboard
#7 Enable Mobile Access
  A mobile version of a SharePoint site is created
   automatically upon creation of a site
    Accessed via the subdirectory /m/
      http://sharepointcafe/m/
    Web pages are optimized
     and formatted for a mobile browser

  In addition, e-mail can be used to
   interact with a SharePoint PMIS
Agenda
  Why SharePoint?

  7 Ways to Leverage SharePoint for PM Success

  Questions and Answers
Questions?
Download this presentation @
                 meetdux.com/resources

                      Thank You!
Innovative-e




                          Advanced Technology Center
                          January 10, 2009
                          1.00pm – 2.15pm

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"7 Ways To Leverage SharePoint for Project Management Sucess" SPS VA Beach

  • 1. 7 Ways To Leverage SharePoint For Project Management Success Dux Raymond Sy, PMP Innovative-e Advanced Technology Center January 10, 2009 1.00pm – 2.15pm
  • 2. Activity: The Reality of Project Inefficiencies   On a sheet of paper, identify three challenges in managing project information   For example:   Multiple tools used   Cannot keep track of document versions   Cannot define access control   Swap this sheet of paper with another person   Edit their challenges   Add your challenges
  • 3. Presentation Objectives   After completing this presentation, you will be able to describe the benefits of utilizing SharePoint as a Project Management Information System (PMIS)   In addition, you will be able to comprehend SharePoint’s capabilities to   Enable efficient document management   Integrate common project management tools   Facilitate team collaboration   Automate project processes   Generate relevant project reports   Allow mobile PMIS access
  • 4. Dux Raymond Sy, PMP   Managing Partner, Innovative-E, Inc.   Contract Author & Instructor, Learning Tree International   Author, “SharePoint for Project Management” by O’Reilly Media   For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   LinkedIn: LinkedIn.com/in/meetdux   Blog: Meetdux.com   Twitter: @meetdux
  • 5. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  • 7. What’s SharePoint?   Allows individuals in an organization to easily create and manage their own collaborative Web sites   Simplifies how people find and share information across boundaries, and enabling better informed decisions   Seamlessly integrates with Windows and MS Office   Does not refer to a specific product or technology   Using the word “Microsoft SharePoint” is like using the word “Microsoft Office”   Refers to several aspects of Web-based collaborative solutions
  • 8. What’s a PMIS?   A standardized set of automated project management tools available within the organization and integrated into a system   Used by the project management team to   Support the generation and maintenance of project artifacts   Facilitate communication and feedback   Monitor project activities   Control project changes   Analyze and forecast project performance   Contains real-time information essential for initiating, planning, executing, controlling, and closing a project
  • 9. What’s out there?   Microsoft SharePoint   Microsoft Project Server   Clarity   Primavera   Web-based   Google Team Site   Basecamp   Zoho
  • 10. SharePoint as a PMIS   Individual projects can have a collaborative web site   Access can be limited to the project team and appropriate stakeholders   Project artifacts can be centrally stored and maintained   Project communications can be streamlined   Relatively easy to use   IT intervention is minimal   Based on familiar tools and technologies: Web, Windows, Microsoft Office
  • 11. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  • 12. #1 Easily Create a PMIS   Technical skill requirement is minimal   Microsoft Windows   Microsoft Office   Familiar with web browsing   Easily define stakeholder access   Based on project communication needs   If deployed appropriately, IT does not have to deal with   Updating content   Defining account privileges   Maintaining a document repository
  • 13. #2 Efficiently Manage Project Information   SharePoint provides various tools to effectively centralize and manage project information   Project Schedule   Project Documents   Change Request   Risk/Issue Log   Budget   Document management features   Information storage   Check-in/check-out   Version control   Content approval
  • 14. Video Clip Project Manager Creates a SharePoint PMIS
  • 15.
  • 16. #3 Facilitate Project Collaboration   Document Collaboration   Document Workspaces can be used to jointly develop requirements document, reports, templates, etc.   Team Collaboration   Wikis to document lessons learned   Discussion boards for offline communication   Meeting Workspaces to support project meetings
  • 18. #4 Seamlessly Integrate with PM Tools   E-mail   Microsoft Office   Word   Excel   PowerPoint   Project   Enterprise tools   Third Party Tools   Project Publisher   Intelligant
  • 19. Video Clip Synchronizing Excel and SharePoint
  • 20.
  • 21. #5 Automate Project Processes   Common project workflows   Change Control   Expense Reimbursement   Vacation Request   SharePoint workflows   Three-State   Custom workflows
  • 22. #6 Generate Relevant Reports   SharePoint can be used to generate relevant   Interactive summary of a project   Project tasks information   Automated alerts   Dashboards can be created using Web Parts   Red, Amber, Green (RAG) Status   Key Performance Indicators (KPI)   Charts
  • 24. #7 Enable Mobile Access   A mobile version of a SharePoint site is created automatically upon creation of a site   Accessed via the subdirectory /m/   http://sharepointcafe/m/   Web pages are optimized and formatted for a mobile browser   In addition, e-mail can be used to interact with a SharePoint PMIS
  • 25. Agenda   Why SharePoint?   7 Ways to Leverage SharePoint for PM Success   Questions and Answers
  • 27. Download this presentation @ meetdux.com/resources Thank You! Innovative-e Advanced Technology Center January 10, 2009 1.00pm – 2.15pm
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