SharePoint 101

Innovative-e

SharePoint 101

Dux Raymond Sy, PMP

Activity: Reality of Managing Information

On a sheet of paper, identify three challenges in

managing 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

Class Objectives

After completing this class, you will be able to leverage the

benefits of utilizing SharePoint

In addition, you will be able to

Build a SharePoint Site

Identify relevant site components

Customize stakeholders site access requirements

Integrate common Microsoft Office tools

Generate on-demand dashboard with Web Parts

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

Agenda

Information Management Challenges

Why SharePoint?

Setting Up a SharePoint Site

Adding Site Components

Including Stakeholders to the Site

Supporting Team Collaboration and Reporting

Adapting SharePoint to Your Env ironment

Summary

Information Requirements Today

Key Challenges

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

Information Management Challenge

Lack of centralized storage

Information dispersed

Can be multiple copies of the same document

Tracking and undoing changes

Merging changes from multiple users can be

problematic

Defining relevant information access

Any user with a copy can edit the file

No way to track who made changes and when

Team Collaboration Challenge

Real time

Need to ensure only one user can edit a file at a time

Need instant communication among group members

Offline

Users need to know what changes have been made to a file and when

Discussion and feedback mechanism is needed

Remote

Making information accessible anytime anywhere

Need a method of tracking changes, seeing who made changes, and rolling back to prior versions

How Do You Do IT?

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

_________________________________________________

In a Perfect World

Accessibility

Information needed can be accessible in a central location

One-stop shop

Team collaboration

Easily work with colleagues whenever, wherever, and however

Traceability

Information updates can be easily tracked

Archive of any changes made is available

An access log is available

Agenda

Information Management Challenges

Why SharePoint?

Setting Up a SharePoint Site

Adding Site Components

Including Stakeholders to the Site

Supporting Team Collaboration and Reporting

Adapting SharePoint to Your Env ironment

Summary

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

Windows SharePoint Services (WSS) 3.0

Microsoft Office SharePoint Server (MOSS) 2007

What if SharePoint is a Car?

Car SharePoint

Purpose:

What’s required?

Purpose:

What’s required?

SharePoint Geek Vagen

WSS and MOSS

WSS is the core technology of Microsoft SharePoint

If SharePoint is a car, WSS can be considered the “engine”

Provides the core technology that supports document

management and team collaboration

WSS is available for free as long as your organization is utilizing Windows Server 2003 or above

MOSS extends the capabilities of WSS

Going back to our car analogy, MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands

Extended features include Enterprise search, Personalization, Enterprise Content Management, etc.

Unlike WSS, MOSS is not available for free

Agenda

Information Management Challenges

Why SharePoint?

Setting Up a SharePoint Site

Adding Site Components

Including Stakeholders to the Site

Supporting Team Collaboration and Reporting

Adapting SharePoint to Your Env ironment

Summary

SharePoint Site Hierarchy

SharePoint sites are organized in a hierarchy

Top-level site

Sub-site

Site Collection

Top-level site

Sub-sites

Deciding Site Hierarchy

How would you organize sites? What is the logical

taxonomy?

With your organization, choose one of the two high-level Site hierarchy options:

Single site collection that includes a

top-level site and all sites are sub-sites

Multiple site collections where each site is an independent

site collection

Site Creation

Two main ways of creating a SharePoint sub-site

Directly from a top-level site using a Web browser

From any Microsoft Office application

Steps to create a sub-site:

1. Go to the Create page

2. Select Sites and Workspaces

3. Specify Site Creation Settings

Workshop 1: Creating a SharePoint Site

Please refer to the Workshop Manual

Refining the Site

Determine if any organizational standards exist for

Site look and feel

Navigation

Usability

Organizational specific needs

Regional settings

Site usage

Auditing needs

Regulatory compliance

Agenda

Information Management Challenges

Why SharePoint?

Setting Up a SharePoint Site

Adding Site Components

Including Stakeholders to the Site

Supporting Team Collaboration and Reporting

Adapting SharePoint to Your Env ironment

Summary

Site Should Enable a Team to

Centralize information

May include project contacts, calendar, documents, templates, forms, and checklists

Maintain history & define access privileges

Facilitate communication and collaboration

Collaborative activities such as scheduling a meeting, jointly developing a proposal or informally brainstorming

on strategies should be supported

Automate processes

In SharePoint, information is stored and organized in lists and libraries

SharePoint Lists

A collection of shared information items

Most of the information in a SharePoint site is organized and stored in lists

Everyone who has access to the site is able to view lists

Viewing a list is comparable to viewing information in a spreadsheet

Common Lists in a SharePoint Site

Calendar

Contacts

Project task

Issue tracking

Custom List

Components of a List

Lists are composed of two key sections

1. List toolbar

– New

– Actions

– Settings

– View

2. List item(s)

Creating a List

Two types of lists that can be created

Out-of-the-box list

Custom list

Steps to create a list:

1. Go to the Create page

2. Select the type of list to be created

3. Specify the list settings

Workshop 2: Creating and Populating Lists

Please refer to the Workshop Manual

Libraries

Files are stored and organized in libraries

Similar to storing files in folders

Provides a centralized location

Document storage

Controlled access of documents

Libraries are advanced lists

Features and functionalities in lists are mostly applicable

to libraries

There are four types of libraries

In a Site, you would typically use a document library

Creating a Document Library

Multiple ways to create a document library

From the browser

From Microsoft Office

Steps to create a list:

1. Go to the Create page

2. Select Document Library

3. Specify the list settings

Workshop 3: Creating a Document Library

Please refer to the Workshop Manual

Agenda

Information Management Challenges

Why SharePoint?

Setting Up a SharePoint Site

Adding Site Components

Including Stakeholders to the Site

Supporting Team Collaboration and Reporting

Adapting SharePoint to Your Env ironment

Summary

Adapting Communications Requirements

Information needs of stakeholders

Identify the type of information a stakeholder would need

What is the frequency?

Will they retrieve the information or should it be sent to them?

Stakeholder influence and interest defines Site access

How much access would a stakeholder have?

SharePoint Site Access

SharePoint sites are intended for a community of users

It is the responsibility of the site owner to define who the site members are

Typically, site membership is defined when the site is being created

Site membership also defines what the member can do

How are site members added?

1. Site members can be manually added by the site owner

2. Site access can be requested by any user

Site Permissions

Two ways to assign permissions

SharePoint Groups

Individual user permissions

Default permission levels in SharePoint include:

Full Control: has full site control

Design: can add content and customize pages

Contribute: can add content

Read: has read-only access to the site

Best Practice: vast majority of users will have Contribute

permission

Workshop 4: Adding Stakeholders

Please refer to the Workshop Manual

Access Level

Site

List or Library

Item Level

Agenda

Information Management Challenges

Why SharePoint?

Setting Up a SharePoint Site

Adding Site Components

Including Stakeholders to the Site

Supporting Team Collaboration and Reporting

Adapting SharePoint to Your Env ironment

Summary

Revisiting Lists and Libraries

Apart from centrally storing documents, lists and document

libraries provide several document management features

Check-out/check-in

Version history

Content approval

Workshop 5: Updating a Document

Please refer to the Workshop Manual

Collaboration Tools

Wikis

A Web site in which users can easily edit any page

In project environments, it provides an easy way to record lessons learned

Discussion boards

Similar to online message boards on the Web

Like news groups or Web logs

Provides threaded discussion capability

Participants can reply to any message in the discussion

Example: Clarifying Requirements

Integrating Microsoft Office 2007

Outlook

Synchronize calendars and contacts

Display tasks, libraries, discussion boards

Excel

Synchronize spreadsheets to SharePoint lists

SharePoint Tracking Components

Project Task List

Define project tasks, assignments, start date, & due date

Indicate task status

Track percentage complete

Display information in a Gantt chart view

Issue Tracking List

Manage issues

Assign responsibilities

Specify progress

Identify solution

Workshop 6: Project Tracking

Please refer to the Workshop Manual

SharePoint Reporting Tools

Custom V iews

Views that are created to match user or group interest

For example, we are interested in viewing project

documents that were modified by the sponsor during project initiation

Web Parts

Customizable software components that serves a

particular purpose

Can be used to create project dashboards

Workshop 7: Creating a Project Dashboard

Please refer to the Workshop Manual

Agenda

Information Management Challenges

Why SharePoint?

Setting Up a SharePoint Site

Adding Site Components

Including Stakeholders to the Site

Supporting Team Collaboration and Reporting

Adapting SharePoint to Your Env ironment

Summary

The challenge in a major technology rollout is …

Remember, people can change as

The change is worthwhile

It would bring great benefits primarily at a personal level

then at the organizational level

It must be considered that there is nothing more difficult

to carry out nor more doubtful of success nor more

dangerous to handle than to initiate a new order of

things.

—Niccolò Machiavelli, Italian statesman and philosopher

Creating and Reusing Templates

An existing SharePoint Site can be saved as a site template

All the lists, libraries, views, and Web Parts that were used will be stored

The content can be optionally stored as well

The site template can be used as a basis for the creation of a new Site

Provide User Support

Training

Books

Web-based videos

Instructor-led

Self-service help / FAQ

Checklists

Templates

How-to Guides

Feedback mechanism

Gather user ideas, suggestions, comments

Agenda

Why SharePoint?

Setting Up a SharePoint Site

Adding Site Components

Including Project Stakeholders to the Site

Supporting Team Collaboration

Project Tracking and Reporting

Adapting SharePoint to Your Project Env ironment

Summary

Summary

You are now able to leverage the benefits of utilizing a

SharePoint site

In addition, you are able to

Build a SharePoint Site

Identify relevant site components

Customize stakeholders site access requirements

Integrate common Microsoft Office tools

Generate on-demand dashboard with Web Parts

Innovative-e

Thank You!

Keep in touch meetdux.com