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Presented at HKSPC11/11/11
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How to Effectively Plan, Execute & Control
SharePoint Projects
Dux Raymond Sy, PMP, MVP
Video Recording: http://vimeo.com/31946187
Presentation Objectives
¡ In this presentation, you will learn the essential components of delivering successful SharePoint projects
¡ In addition, you'll learn key techniques in:
¡ Establishing Project Success Criteria
¡ Collaboratively Engineer a Solution
¡ Developing Relevant Project Plan
¡ Executing and Controlling a SharePoint Project
Dux Raymond Sy, PMP, MVP
¡ Managing Partner, Innovative-e, Inc.
¡ SharePoint Server MVP
¡ For more information, connect with Dux
¡ E-Mail: [email protected]
¡ Twitter: twitter.com/meetdux
¡ LinkedIn: meetdux.com/li
¡ Blog: meetdux.com
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Typical Implementation Scenarios
¡ Pilot deployment for IT then magically it becomes an enterprise production deployment ¡ No planning
¡ Everything is ad-hoc
¡ No budget earmarked
¡ Heavily customized implementation by techies lacking SharePoint skillz
SharePoint Implementation Continuum
Draconian IT Control
Governed Empowerment
Wild Wild West Chaos
What are the key steps?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
¡ Why is SharePoint being implemented?
¡ What is the Priority? ¡ Time
¡ Cost/Budget
¡ Scope
¡ Identify Key Stakeholders ¡ Sponsor
¡ Customer
¡ Team
Key Steps to Define Project Success
¡ Project Phases ¡ Initiation
¡ Planning
¡ Execution
¡ Control
¡ Closing
¡ Roles and Responsibilities
¡ Project Communication
¡ Project Tracking
Establish Rules of Engagement
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Executive SharePoint Ignorance is Not Bliss
¡ Execs ordered SharePoint to be deployed ¡ Do they REALLY understand the value of SharePoint to the
organization?
¡ Is the budget realistic?
¡ As the enlightened ones, it’s our responsibility to raise executive awareness about SharePoint
¡ Read “5 Reasons Why Executive SharePoint Ignorance is Not Bliss” http://go.meetdux.com/393b
Educate and Engage the Business
¡ SharePoint is more than just a glorified network share ¡ Stress that SharePoint is a platform
¡ Tip: Address their pain points ¡ Provide high-level technology overview
¡ Discuss business challenges
¡ Map it to a SharePoint Solution
Don’t Call It SharePoint!
¡ Generic Solutions ¡ Corporate Intranet
¡ Content Management
¡ Specific Solutions ¡ Employee Onboarding System for Human Resources
¡ Conference Room Scheduling System for Facilities
¡ Project Management Information System for PMs
¡ System Integration
¡ Custom Application Development
Keep Priorities In Order
¡ You can’t do it all! ¡ What business need should you solve first?
¡ What are common features that can be deployed?
¡ Project scope must be limited and specific ¡ What’s important? Time? Budget? Functionality?
¡ Tip: Involve decision makers in planning and prioritization
¡ Read “How to Prioritize Business Needs When Implementing SharePoint” http://go.meetdux.com/sbyv
Example: Prioritizing SharePoint Features
Proper Requirements Development
Watch: Best Practices in Gathering Requirements for SharePoint Projects http://bit.ly/cwdCBp
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
¡ A clear, quantifiable statement of project intent ¡ Why is the project being undertaken?
¡ What will the project achieve?
¡ Who is the customer?
¡ When is the deadline?
¡ Where will the project be implemented?
¡ Any constraints?
Define Project Goal
Project Goal Example
The current SharePoint 2007 intranet will be upgraded to SharePoint 2010 throughout the university in order to increase adoption and reduce IT support requirements. The upgrade should be completed a month before Fall semester begins.
¡ Apart from the end product, what are the essential project artifacts and or milestones that needs to be completed?
¡ For example: ¡ Governance Plan
¡ Training
¡ Content Migration
¡ SharePoint 2010 Installation and Configuration
Identify Relevant Deliverables
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Define the Work Needed
¡ A WBS is a deliverable-based grouping of project tasks and an effective way to define and organize all of the work required to complete a project
SharePoint 2010 Upgrade
Governance Training Content
Migration Install &
Configure
What Are You Estimating For?
Duration Work Resource
Attend HKSPC
Paint This Room
Install SharePoint 2010 on Single Server
Create the Network Diagram
¡ Identify task dependencies
Watch: Project Planning 101 http://bit.ly/3Md01E
Create the Schedule
IT, Can You Handle This?
¡ Implementation ¡ Do you have the relevant skillsets
to plan, engage with the business, deploy SharePoint?
¡ Are key processes for release management, disaster recovery, auditing in place?
¡ Support and Maintenance ¡ What does the support structure look like?
¡ Resources available for maintaining related technologies?
¡ Future Releases
Staff Your SharePoint Project Realistically
IT group • SharePoint developer • SharePoint infrastructure
specialist • SharePoint architect
Business group • SharePoint business analyst • SharePoint trainer • SharePoint designer
Committed Sponsor +
Project Manager
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
How Do You Track Progress?
“The only man who behaved sensibly was my tailor; he took my measurement anew every time he saw me, while all the rest went on with their old measurements and expected them to fit me. “
— George Bernard Shaw, Essayist and Nobel laureate
SharePoint Project Tracking
¡ Making time to gather intelligence about the progress of the project is a significant priority for the project manager
¡ What critical elements of a project do you track? q Schedule
q Risks
q Changes
q _____________________
q _____________________
§ Tracking with percentages doesn’t mean jack squat
Key Steps in Project Tracking
¡ Monitoring Progress
¡ Analyzing Status
¡ Correcting the Schedule
¡ Managing Changes
Example: Tracking Progress Effectively
Agenda
¡ Can’t We Just Focus on the Technology?
¡ Establish Success Criteria
¡ Collaboratively Engineer a Solution
¡ Define Project Objectives
¡ Develop Relevant Project Plan
¡ Execute and Control the SharePoint Project
¡ Questions and Answers
Thank You!
