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sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
Gregory Zelfond 10+ years of experience with SharePoint SharePoint advocate, blogger Love to solve business problems using code-free, out of
the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT
MIGRATION CONSULTING TRAINING
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
December 2015 UPDATE!!!
This slide deck debuted in April 2013
Since then, I authored 2 blogs which relate to the topic:
– Follow-up blog post that details STEP-BY-STEP Instructions on how to create an awesome Project or Team Site in SharePoint
– Presentation on “3 ways to manage projects in SharePoint”
Make sure to check out both links above and enjoy the rest of this presentation
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
My Experience with SharePoint
My experience with SharePoint Project Sites…
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Agenda
Background
SharePoint Advantages
Tips & Tricks
Best Practices
Training & Buy-In
Q & A
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Assumptions for this Presentation
You know what SharePoint is and/or used it in some shape or form
No programming experience or IT Development required
No 3rd party modules or add-on software needs to be purchased
You will have the guts to talk to IT department and request creation of
SharePoint site with Admin privileges
sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Cost & Ease of Use Matter
Enterprise Project & Portfolio Management
- MS Project Server
- Clarity PPM
- HP PPM Center
- IBM Rational Focal Point
- EPM Live
High, $$$
Web-Based Collaboration Sites
- SharePoint
- Basecamp
- AceProject
- Zoho Projects
- Google Apps
Medium, $$
- Email (Outlook)
- Shared Drives
- MS Word
- MS Excel
- MS Project
Low, $
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You Hear this Every Day…
Check out my doc on shared drive…
Oh @#$%&, I modified an old version of the file…
I have the doc on my laptop, I’ll email it to you…
I missed the meeting. Can you include me on your
meeting minutes distribution?
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Needs & Wants
Project Team LevelHOW?
Operational
Day-to-day project activities
Updating documentation
Completing projects tasks
Managing issues
Staying sane during the project
PMO/Program LevelWHAT? WHEN?
Tactical
• Key performance indicators
• Project status (Red, Yellow, Green)
• Budget, Resource Management
• Key Milestones / Go-Live Date
• Portfolio Management, Scenarios
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Common Challenges for Project Team
Finding project documents
Document versioning
Document sharing
Information overload
Lack of common templates
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SharePoint Advantages
Centralizes project information and documentation
Empowers the project team
Facilitates project team collaboration
Minimal learning curve
Minimal IT involvement
Social media impact
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SharePoint Advantages, continued
MS office look and feel
One stop shop
Different views for different audiences
Search capability
Information sharing
Transparency
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Recommended Modules for a Project Site1. PMO (Governance) Documents2. Project Documents3. Issues Log4. Project Tasks5. Risk Register6. Calendar7. Contacts8. Change Control Log9. Lessons Learned Log10.Bug Tracker
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Suggested Structure
Main Site
Project A Project B Project C Template Site
TemplateVersion 1
Template Version 2
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Implement Project Site in 7 steps
1. Have site created with Admin (Full Control) access
2. Create sub-site
3. Add modules (web parts) to sub-site
4. Create a template from sub-site
5. Create new project sites from a template
6. Update your template site regularly per feedback
7. Create new project sites from new versions of templates
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Creating a Project Site
Save Site as a Template (Steps 1 & 2)
Check off “Include Content”
Creating from Template (Step 3)
Site Administration > Sites & Workspaces > Create
1
3
2
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Some of the Available Web Parts
Web Part Purpose
Announcements Contains messages posted by contributors to the site
CalendarContains upcoming meetings, deadlines, and other important events
LinksContains links to Web pages that your team members will find interesting or useful
Shared Documents Document Repository Library
TasksA list where team members can keep track of work that needs to be done
Team Discussion Contains newsgroup-style discussions among team members
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Web Parts, Libraries & Lists to Consider
SharePoint Module PM Artifact
Shared Documents Project Documents, Governance Documents
Task List Task and Action List
Issues List Issues Log
Issues List Risk Register
Contacts Contact List
Calendar Calendar
Issues List Change Control Log
Issues List Bug Tracker
Custom List Lessons Learned Log
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Document Library
Shared Documents Web Part
Separate document libraries
– Project Documents
– Governance Documents
Enable version control if required
Check-in/Check-out
No folders please
Tag the documents!
– i.e. create Doc Types
– other properties
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Document Library, continued
Consistent Project Management templates via Content Types
Content type – (reusable) object that is stored within SharePoint that defines several elements/properties of a piece of content. For example:– Contacts List: Columns that the content will have associated with it– Doc Library: Document Template that the content will be based on
Create Content Types for Your MS Office-based templates, i.e.:– Project Charter– BRD– Design Document
Adding multiple Office templates to a document libraryhttp://office.microsoft.com/en-ca/office365-sharepoint-online-enterprise-help/add-multiple-office-templates-to-a-document-library-HA102409514.aspx
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Issue Tracking
Issues List Web Part
Email Notification
Multiple views to sort/group and organize data– Active Issues
– My Issues
– by Status
– by Assigned To
– by Due Dates
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Risk Register Log
Issues List Web Part
Re-use existing “out-of-the-box” columns to match Risk Register Log columns– Title
– Priority (Magnitude)
– Description
– Assigned to
– Status
Add custom columns as desired– Probability (Number)
– Risk Score (Number, calculated field type)
Add a formula: Probability X Magnitude
– Risk Approach (i.e. Mitigate, Avoid, Accept)
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Calendar
Calendar Web Part
Capture people’s vacations & key project milestones
Sync with Outlook not recommended
Choose “Upcoming Events” view for front page
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Team Roster
Contacts Web Part
Capture Emails, Contacts, Mobile #’s, Departments, Project Roles
Advanced: Sync with Active Directory or Exchange
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Lessons Learned
Custom List Web Part
Create Lessons Learned List on each project site
Advanced: Roll-up to common Lessons Learned database
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Sync MS Project with SharePoint
Create Project Tasks Library on project site in SharePoint From MS Project File > Save & Send > Sync with Task List
Limitations exist Use only if there will be use for it
Detailed Instructionshttp://blogs.msdn.com/b/project/archive/2009/10/19/project-2010-introducing-sync-to-sharepoint.aspx
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Security for a Project Site
Groups– Project Site Admin (Full Control)
• Project Manager & Coordinator
– Project Team (Contribute)
– Visitors (Read Only) – All users
Stay away from individual user permissions
Do not inherit permissions from parent site
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Advanced Tools Available
Content By Query Web Part (CQWP) – allows to roll up data from many sources and present that data all in one place
SharePoint Designer – HTML Editor and design software to modify SharePoint sites and web parts
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Best Practices
Repeatable process (templates)
Tag the documents (no folders please!!!)
Version control on document libraries
Use different views for Front Page and Full View
Cleanup/review site contents once in a while
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Best Practices, continued
Closing Phase = change permissions to “Read Only”
Policy or SOP is a great idea
Check that Recycle bin often
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User Training and Buy-in
Introduce at Project Kick-Off
Train users if necessary
– Basic SharePoint Training might be required
Lead by example – use SharePoint
Enforce SharePoint as a central repository
– No email or network drives
Share documents as links to SharePoint
– No email attachments
Always point your team to SharePoint site for data
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User Training and Buy-in, continued
Conduct Project Meetings online
Look and Feel do matter!
Simplicity is key!
Walk before you run
– Project Site should match PM/PMO maturity level
– Methodology in place
Start with basics, introduce improvements gradually
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Need help with SharePoint?
SharePoint Site Configuration and Customization
Document Migration to SharePoint
SharePoint Implementation Strategy
SharePoint Training
SharePoint User Adoption
SharePoint Governance
SharePoint Project Management
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THANK YOU!
Visit: sharepointmaven.com
Email: [email protected]
Follow: @gregoryzelfond
Connect: linkedin.com/company/sharepoint-maven
View: www.slideshare.net/gzelfond
Get in touch if you have questions