BP309 Project Management Inside and Outside the Box

BP309: Next Generation Project Management: Collaborating Inside and Outside the Box

Mat Newman, IBM, @MatNewmanMikkel Flindt Heisterberg, OnTime by IntraVision, @lekkim

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Performance is based on measurements and projections using standard IBM benchmarks in a controlled environment. The actual throughput or performance that any user will experience will vary depending upon many factors, including considerations such as the amount of multiprogramming in the users job stream, the I/O configuration, the storage configuration, and the workload processed. Therefore, no assurance can be given that an individual user will achieve results similar to those stated here.

Please Note

Session Description

Working within teams challenges individuals to connect, coordinate and collaborate to achieve a successful outcome. Often this involves managing vast amounts of information and tracking progress which traditional forms of communication struggle with. The Solution? IBM Connections! Mikkel and Mat will demonstrate how Connections revolutionises the way teams work by: Connecting with appropriate expertise, Communicating more effectively, Coordinating effort effortlessly and Collaborating productively from both Inside and Ouside the box

What we'll cover

Project Management 101

What you get inside the box

What's possible with the native tools in Connections

What's possible outside the box

What's available by extending Connections with external tools

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Project Management 101

Project Management 101: Definition
(or for the PM's how to suck eggs)

Project management is about creating an environment and conditions in which a defined goal or objective can be achieved in a controlled manner by a team of people.*

* UK Association for Project Management, 2012

Project Management 101: The Constriants
(or for the PM's how to suck eggs)

Cost

Time

Quality

Scope

EXPECTATIONS

Project Management 101: Who is involved

Project Manager,

Project Sponsor,

Employees,

Clients,

Subcontractors, and

Stakeholders.

The Project Manager

Defines the project, reduces it to a set of manageable tasks, obtains appropriate resources and builds a team to perform the work.

Sets the final goal for the project and motivates the team to complete the project on time.

Informs all stakeholders of progress on a regular basis.

Assess' and monitors risks to the project and mitigate them.

Project Phases

Definition

Defining the goals, objectives and critical success factors for the project.

Initiation

Everything that is needed to set-up the project before work can start.

Planning

Detailed plans of how the work will be carried out including time, cost and resource estimates.

Execution

Doing the work to deliver the product, service or desired outcome.

Monitor & Control

Ensuring that a project stays on track and taking corrective action to ensure it does.

Closure

Formal acceptance of the deliverables and disbanding of all the elements that were required to run the project.

Project Key Components

Planning through Phases

Requirements

Scope

RISK

Work Breakdown Structure

Deliverables

Meetings

Updates / Reports

Communications

Project Documenting for Success

Scope

The overall definition of what the project is supposed to accomplish, including the projects goal, the resources to be used to carry it out, and a specific description of the expected end result.

Deliverable

Either a physical object (new product) or an outcome (complete business plan)

Specifications

Detailed Descriptions of the deliverables for a project and include the technical, time and cost requirements of a project.

Contingency

A planned allocation of resources that are to be used in the event that something unforseen affects the completion of a project according to the schedule.

Change order

A request for a change in the projects scope deliverables or cost.

Success

Deliverables need to be both achievable and clearly defined.

Work generated surrounding the Project

Planning and Scheduling tool(s)

In Addition to:

Documents / Files

Email

Meetings / Calendar Entries

Status updates / Reports

One important note...

Stuff Happens!

Poor communication,

Disagreement,

Misunderstandings,

Bad weather,

Strikes / Disruptions,

Personality conflicts,

Poor management, and

Poorly defined goals and objectives.

Project Management 101: Recap

Scope + Time + Cost + Quality { = => =< } Expectations

Monitor and Manage Phases

Planning / Documents / Change Control

Tracking the Work generated

Reporting effectively

Everything surrounding a project can be more efficient IF ...

Everyone has access to a single source of the TRUTH

Project Management 101: Review

Project management is about creating an environment and conditions in which a defined goal or objective can be achieved in a controlled manner by a TEAM of PEOPLE.

Current Generation Project Management = Task Centric

Next Generation Project Management = People Centric

THE tool for NextGen Project Management?

IBM Connections


What you get inside the box

How can IBM Connections help?


Requirements

Deliverables

Scope

Work Breakdown Structure

Meetings

Updates / Reports

Communications

Reviewing IBM Connections capabilities

Profiles

Communities

Files

Activities

Wiki's

Blogs

Forums

Events

Polls and Surveys

Media Gallery

Creating the Project

A single source of the TRUTH

Central access to all project information

An IBM Connections COMMUNITY


Creation:

Definition

Initiation

Planning

On Track, On Target, On Time:

Execution

Monitor & Control

Closure

Planning through Phases: Definition

Goals

Objectives

Success Factors

Planning through Phases: Initiation

Setting up the project:

Requirements

Scope

Deliverables

Expertise

WIKI

Requirements

What are the outcomes expected by the Project Stakeholder

Wiki provides

Version Control

Heirachy

Comments and review

Attachments

(images, plans, diagrams, etc)

Does not provide

Co-authoring, and

AssignmentIBM Docs

Scope

The overall definition of what the project is supposed to accomplish

Wiki provides

Version Control

Heirachy

Comments and review

Attachments (images, plans, diagrams, etc)

Does not provide

Co-authoring, and

AssignmentIBM Docs

Deliverables

The things produced after successfully completing the project

Wiki provides

Version Control

Heirachy

Comments and review

Attachments (images, plans, diagrams, etc)

Does not provide

Co-authoring, and

AssignmentIBM Docs

EXPERTISE

No longer limited to:

Location

Geography

Time Zone

Choose members based on:

EXPERTISE

Planning through phases: Work Breakdown Structure

Activities:

Sections

Entries

To Do's (Tasks)

Assignment

Notification

Review

Comments

Attachments

Links

Bookmarks

Meetings

Community Events

Coordinate Meetings

Plan Deadlines

Subscribe and
overlay in a Notes
Calendar

Updates / Reports

Single source of the TRUTH enables a complete overview of everything happening

Communications

Consolidated access to all information

Email,

Activities,

To Do's,

Comments,

Files,

Bookmarks

Summary: Whats possible inside the box

Single source of the TRUTH

Ability to manage project components

Version (change) control

Easily share, notify and discuss

Capture Work surrounding the project:

Planning and Scheduling tool(s)

Documents / Files

Email

Meetings / Calendar Entries

Status updates / Reports


What's possible outside the box

Inside/out vs. outside/in

2 ways to extend IBM Connections Inside / outStuff running inside the IBM Connections container connecting out or providing functionality

Outside / inStuff running outside the IBM Connections container connecting in to provide functionality

Inside / out

Customize header / footer UI / CSS / logo

Customize profile layout using profile types and/or macros

iWidgets (Homepage, Profiles, Communities)

OpenSocial Gadgets (Homepage, Embedded Experiences)

Event Handlers

Synchroneous

Asynchroneous

Outside / in

Gadgets w/ embedded experience in the activity stream

Use API to read data

Read activity stream e.g. actionable items

Use API to add/update data

Post to the activity stream e.g. save entries or mark actionable

Post to the microblog

Use API to search

Embed business card in other application

IBM Connections as a platform

When looking at IBM Connections from outside the box you see it as components and not a single unified UI

News

Common aka Connections

Profiles

Activities

Search

...

Each component as its own Application Programming Interface or API for short

The API's are documented in the IBM Social Business Application Development Wiki

http://www-10.lotus.com/ldd/appdevwiki.nsf

API 101

API 101

APISteering wheel

Gear shift

Pedals

Key

Inside / out





Event Handlers

Synchroneous

Asynchroneous

Inside / out





Event Handlers

Synchroneous

Asynchroneous

iWidgets

Built using HTML, CSS and JavaScript

Deployed by the IBM Connections administrator

May be used in Homepage, Profiles and Communities

Context about current profile or current community may be obtained from the runtime

Pro tip: See my Lotusphere 2012 presentation titled BP207: Easy as Pie Creating Widgets for IBM Connections at http://www.slideshare.net/lekkim

Inside / out





Event Handlers

Synchroneous

Asynchroneous

Event handlers

Allows you to hook into the event mechanism in IBM Connections

Written in Java and configured through XML files

Provides unlimited flexibility and power but it comes at a price

Excellent for compliance or monitoring

Event reference: http://bit.ly/IC14BP309_02

Outside / in

Gadgets w/ embedded experience in activity stream





Post to microblog

Use API to search


Outside / in






Post to microblog

Use API to search


Activity stream

Easily done from almost any language or application
out there using standards based REST API
(there is that word again)

Excellent tool to notifying about content created in other locations provides rollup, commenting and rich UI using embedded experiences

Bridge the gap from simply sharing to purposefully collaborating

Pro tip: See my IBM Connect 2014 presentation titled BP301: An Introduction to Working With the Activity Stream at http://www.slideshare.net/lekkim

Outside / in






Post to microblog

Use API to search


Using Atom based API's

All components has standard based REST API's

Based on Atom standard (feed / entries)

Requires parsing and patience but you can do just about anything from any language

Recommend you look into IBM Social Business Toolkit if you prefer not rolling your own

API Reference: http://bit.ly/IC14BP309_03

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