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SharePoint Saturday CincinnatiOctober 27, 2012Leveraging SharePoint as a Project Management Tool across the EnterpriseOctober 27, 2012
Shila Nagarsenker, PMP. MCTSI
1The material and examples in this presentation are copyrighted by Shila B Nagarsenker, 2012
Spooky AGENDA
Introduction
Situation Analysis – What’s the Problem?
Business/Stakeholder Needs Project Manager Project Team EPMO Organization
SharePoint Capabilities
Solution using SharePoint for Project Sites
Value Proposition & Summary
Q&A
Boo!
2This material is copyrighted by Shila B Nagarsenker, 2012
Some scary info about me• PMI-Certified Project Manager (PMP)• MCTS – Microsoft Certified Technical Specialist
• Active Member, Cincinnati SharePoint Users Group
• Co-Founder, Northern Kentucky SP Users Group
• United Way WINGs member• Creative Writing Group• Volunteer for American Council of the Blind• Blog: [email protected]• Twitter: @ShilaTech• Find me on www.LinkedIn.com
3This material is copyrighted by Shila B Nagarsenker, 2012
NKY SharePoint Users NKY SharePoint Users GroupGroup
Serving the Northern Kentucky and Cincinnati area
Thursday, January 10th, 2013, 3-5 PMCovington Radisson Inn
668 West Fifth Street, Covington, Kentucky 41011
Keynote Session: How the Federal Home Loan bank uses SharePoint for its public web content management. Speaker: Tom Daria
Business User Track: Panel discussion on user adoption with Steve Caravajal, Microsoft Corporation
Technical Track: Shane Young, Rackspace Hosting Join us afterwards for Socializing and Networking at
SharePint in the revolving restaurant in the hotel, sponsored by Sogeti.
SAVE THE
DATE!!
SAVE THE
DATE!!
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I’ve heard of multi-tasking but…
5This material is copyrighted by Shila B Nagarsenker, 2012
Stakeholder Needs Project Manager
Follow an established, consistent process for all projects
Prepare required project artifacts Location for project documentation Team communications and collaboration Gain and store approvals for artifacts
Enterprise Project Office (EPMO) Ensure compliance with standards and practices Communicate current artifacts and templates Access to Project Documentation
Organization Ensure compliance with standards and practices Findability and Access to Project Documentation
6This material is copyrighted by Shila B Nagarsenker, 2012
Multiple Project Management Methodolgies
Examples Small Development (Dev1) Medium Development (Dev2) Large Development (Dev3)
Small Infrastructure (Inf1) Medium Infrastructure (Inf2) Large Infrastructure (Inf3)
7This material is copyrighted by Shila B Nagarsenker, 2012
Artifacts Required for Different Methodolgies
Small Development (Dev1) Staffing Matrix Project Life Cycle Document
Medium Development (Dev2) Staffing Matrix Requirements Document Test Plan
Large Development (Dev3) Staffing Matrix Requirements Document Technical Specifications Test Plan
8This material is copyrighted by Shila B Nagarsenker, 2012
Artifacts for DEV1 Methodology
Staffing Matrix Project Life Cycle Document
9This material is copyrighted by Shila B Nagarsenker, 2012
Artifacts for DEV2 Methodology
Staffing Matrix Test PlanRequirements Document
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SharePoint Capabilities
Site Collection and SitesDocument Libraries
•Version Control•Check In/Check Out•Approval Workflows
ListsSurveysSlide LibrariesSecurityContent Types
11This material is copyrighted by Shila B Nagarsenker, 2012
WHAT IS A CONTENT TYPE?
12This material is copyrighted by Shila B Nagarsenker, 2012
Content Type
A content type is a reusable collection of metadata (attributes), workflow, behavior, and other settings for a category of items or documents in a Microsoft SharePoint Foundation 2010 list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way
13This material is derived from Microsoft Corporation
Let’s apply the concept of Content Types
Staffing Matrix
•Project Number
•Project Name
•Project Manager
•Process Group
•EPMO-approved Template
•Approval of completed artifacts
14This material is copyrighted by Shila B Nagarsenker, 2012
Let’s apply the concept of Content Types
•Project Number
•Project Name
•Project Manager
•Process Group
•EPMO-approved Template
•Approval of completed artifacts
Staffing Matrix
15This material is copyrighted by Shila B Nagarsenker, 2012
Let’s apply the concept of Content Types
•Project Number
•Project Name
•Project Manager
•Process Group
•EPMO-approved Template
•Approval of completed artifacts
Requirements Document
16This material is copyrighted by Shila B Nagarsenker, 2012
SharePoint ScopesSharePoint Scopes Farm
Web Application
Site Collection (Project Portfolio)
Sites (Individual Projects)
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SharePoint Farm, Onion Farm, Hmmm I think I’ve got it!
18This material is copyrighted by Shila B Nagarsenker, 2012
19This material is copyrighted by Shila B Nagarsenker, 2012
I know life is like a box I know life is like a box of chocolates but of chocolates but
seriously?seriously?• A bag of is like a Portfolio of
projects??
• An is like a project??
I’m glad I didn’t pay for this.I’m glad I didn’t pay for this.
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Project PortfolioProject Portfolio
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You can configure in different You can configure in different
waysways
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EPMO can maintain list of the most current Project Artifact Templates
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EPMO –approved EPMO –approved TemplatesTemplates
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Project PortfolioProject Portfolio
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Standard yet flexible for PMStandard yet flexible for PM
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Project Artifacts with Versioning Project Artifacts with Versioning
and Approval statusand Approval status
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Add an ArtifactAdd an Artifact
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Remember to Check-inRemember to Check-in
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Supporting DocumentsSupporting Documents
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Contact ListContact List
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Slide LibrarySlide Library
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Built-in SurveysBuilt-in Surveys
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Dev 3 ProjectDev 3 Project
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Set DefaultsSet Defaults
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SharePoint Project Sites Value Proposition-Employee Direct access to all required documentation for various
methodologies including the most up-to-date EPMO templates.
Ability to collaborate and communicate in one place using SharePoint lists and libraries to manage versions of documents, issues, risks, action items, and anything else needed.
More efficient and simplified artifact approval process through SharePoint workflow automation. Ensures proper links are sent.
Ability to manage artifact versions using SharePoint version control.
PM has ability to manage security and configuration of project sites to individual needs while maintaining overall consistent framework
Project teams can find project documentation easily and reduction of negative impact due to turnover or reorganization.
44This material is copyrighted by Shila B Nagarsenker, 2012
SharePoint Project Sites Value Proposition-Enterprise
Formalized and organized artifact approvals through SharePoint workflow automation available for audit, compliance and EPMO tollgate reviews.
Ensures usage of the most up-to-date EPMO artifact templates.
Consistent repositories for all project documentation.
Provides foundation for future integration between other Project Management systems and SharePoint for a more automated, seamless project lifecycle management. 45This material is copyrighted by Shila B Nagarsenker, 2012
User Adoption and User Adoption and rollout considerationsrollout considerations
• Pilot Groupo Identify issues, education needso Find champions
• Consider scenarioso New projectso Projects In-process
• Transition plano Closed projectso Archiving projectso Phased rollout
• Education and Supporto Onlineo Laminated Info Cardo In-persono Use Champions
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SharePoint Saturday CincinnatiOctober 27, 2012
• PDU reporting information will be posted on the SPS Cincinnati site by early next week.
• Please fill out evaluations
• Giveaways at the end of the day and SharePint
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Feel free to contact me
• Email: [email protected]
• Blog: [email protected]
• Twitter: @ShilaTech
• www.LinkedIn.com
48This material is copyrighted by Shila B Nagarsenker, 2012
ScarePint
Right here at the UC Bearcat Lounge immediately following the closing session
Generously sponsored by
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Thanks To Our Sponsors
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