SP Summit: How To Build A CCS

How to Build a Change Control System
in SharePoint PMIS

Dux Raymond Sy, PMP
Managing Partner, Innovative-e, Inc.

Have You 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?

2

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

3

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: dux.sy@innovative-e.com

 

LinkedIn: meetdux.com/li

 

Blog: meetdux.com

 

Twitter: twitter.com/meetdux

 

4

Agenda

What is a Change Control System?
SharePoint Workflows
Utilizing the Three-State Workflow
Custom Workflows in SharePoint Designer
Summary

5

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.

6

Change Control Process

Proposed
change

Do now
Inform
Log
originator
details
Impact
analysis
and
Schedule
Yes
priority

Log
Management
No
decision
Gather info

Log and
Later schedule
review

7

Agenda

Summary

8

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
 __________________________
 __________________________

9


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

10

Agenda

Summary

11

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

12

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

13

Example: Simple Change Request System

1. Enter Change Request 3. Task assigned to review the change request
and make a decision

Decision
Submitted In Review
Made

2. Task assigned to confirm the change request
has been received

14

Interactive Presentation

Building a Change Control System with
Three-State Workflow

15

Agenda

Summary

16

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

17

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
As of April 2, 2009 – it’s FREE

 

18

Workflow Designer

Used to build custom workflows visually

 

19

Steps in Developing a Custom Workflow

Specify the list or library where the workflow will be assigned to
1. 

Define the condition
2. 

Specify the action
3. 

Add more conditions and actions as necessary
4. 

Add further steps as necessary
5. 

20

Interactive Presentation

Building a Change Control System with
SharePoint Designer

21

Agenda

Summary

22

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

23

Thank You!

For more information, connect with Dux

 

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

 

LinkedIn: meetdux.com/li

 

Blog: meetdux.com

 

Twitter: twitter.com/meetdux

 

24

SP Summit: How To Build A CCS

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