"How To Build A Change Control System in a SharePoint PMIS" for SPTech Conference SFO

Hyatt Regency SFO January 28, 2009 1.00pm – 2.15pm

Innovative-e

How to Build a Change Control System

in a SharePoint PMIS

Dux Raymond Sy, PMP

Have You Ever 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?

Session 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

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: LinkedIn.com/in/meetdux

  Blog: Meetdux.com

  Twitter: @meetdux

Agenda

  What is a Change Control System?

  SharePoint Workflows

  Utilizing the Three-State Workflow

  Custom Workflows in SharePoint Designer

  Summary

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.

Change Control Process

Proposed change

Impact analysis and priority

Log details

Inform originator

Management decision Gather info

Yes

No

Later

Schedule

Do now

Log and schedule review

Log

Agenda

  What is a Change Control System?

  SharePoint Workflows

  Utilizing the Three-State Workflow

  Custom Workflows in SharePoint Designer

  Summary

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

 __________________________

 __________________________

SharePoint Workflows

  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

Agenda

  What is a Change Control System?

  SharePoint Workflows

  Utilizing the Three-State Workflow

  Custom Workflows in SharePoint Designer

  Summary

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

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

A Simple Change Request System

Submitted Decision Made In Review

1. Enter Change Request

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

3. Task assigned to review the change request and make a decision

Interactive Demonstration

Building a Change Control System with Three-State Workflow

Agenda

  What is a Change Control System?

  SharePoint Workflows

  Utilizing the Three-State Workflow

  Custom Workflows in SharePoint Designer

  Summary

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

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

SharePoint Designer

Workflow Designer

  Used to build custom workflows visually

Steps in Developing a Custom Workflow

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

2.  Define the condition

3.  Specify the action

4.  Add more conditions and actions as necessary

5.  Add further steps as necessary

Interactive Demonstration

Building a Change Control System with SharePoint Designer

Agenda

  What is a Change Control System?

  SharePoint Workflows

  Utilizing the Three-State Workflow

  Custom Workflows in SharePoint Designer

  Summary

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

Innovative-e

Thank You!

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