How to Manage Projects in SharePoint Using Out of the Box Features

sharepointmaven.com @gregoryzelfond

HOW TO MANAGEPROJECTS IN SHAREPOINT

USING OUT OF THE BOX FEATURES

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond

About Me

Gregory Zelfond 10+ years of experience with SharePoint Huge SharePoint Advocate, blogger Love to solve business problems using code-free, out of

the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)

http://sharepointmaven.com/


About SharePoint Maven

I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT

MIGRATION CONSULTING TRAINING


Agenda– Business objectives

– 3 options• Office 365 Groups

• Document Sets

• Project Sites

– Dashboards & Reporting

– Q & A


BUSINESS

OBJECTIVES


What is the problem you are trying to solve?

Consistency with documentation

Consolidate various information sources

Enforcement of Project Management methodology

Project Management Office (PMO) Dashboards and Reporting

Informal Meeting Space


Things to keep in mind…

Project Management discipline/maturity within an organization

SharePoint maturity within an organization

Know your audience

User Adoption & Training


THE 3

OPTIONS


OFFICE 365

GROUPS


GREAT FOR… Organizations/teams that run lots of mini-projects

Organizations that don’t need to follow formal methodology

Informal projects that don’t require any oversight

OFFICE 365 GROUPS… Are easy to create and setup

Have no administrative overhead

Office 365 Groups & Project Management


Office 365 Groups


DOCUMENT

SETS


GREAT FOR… Organizations/teams that run lots of mini-projects

Teams that need to ease their users into metadata concept

Situations where unique security/permission are required for each project

DOCUMENT SETS… Organize documents in a presentable fashion

Allow for “light” project management without overhead of creating multiple sites

Allow for extensive filtering, grouping, sorting of documents

Document Sets & Project Management


Document Library View

Search across all projects

Project Folders


Folder View

Project Folder Metadata

Project Documents inside of the Project Folder


Document Set = Content Type


Document Set Version


Configure Metadata Navigation (Search/Filter)

Step 1: Enable Metadata Navigation and Filtering feature under Site Settings > Manage Site Features

Step 2: Access Metadata Navigation Setting at the list/library (under List/Library Settings)

Step 3: Configure Navigation Hierarchies and/or Filters

1

2

3 4


PROJECT

SITES


GREAT FOR… Organizations/teams that have formal PM methodology

Organizations that need to manage more than just the documents

Situations where unique security/permission are required for each project

PROJECT SITES… Allow for standardization across organization/lines of business

Are easy to “archive”

Allow to surface up content usually “hidden” in Excel and Word documents

Allow for data roll-up/aggregation (if done properly)

Project Sites & Project Management


Project Site


Save Site as a Template

WARNING: Can’t save Sites as templates if publishing features are turned on at Site Collection and site level!


How to create a Project Site in SharePoint

Blog Post

How to create SharePoint Project Site

Step by Step Instructions

http://sharepointmaven.com/how-to-create-sharepoint-project-site/

http://sharepointmaven.com/how-to-create-sharepoint-project-site/


PM Artifacts SharePoint Web Parts Matrix

PM Artifact SharePoint Web Part

Document Document Library

Tasks/Schedule Tasks List

Milestones Calendar

Team Contacts Contacts

Issues Log Issues Log

Action Items Issues Log or Task List

Risk Register Custom List

Lessons Learned Custom List


DASHBOARDS

&

REPORTING


Data Roll-ups/Aggregation

No easy way to aggregate data from multiple project sites

CSWP (Content Search Web Part) or Search Results Web Part– Content can reside in any site collection

– Most flexible option in terms of queries

Refinement Web Part for filtering


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


THANK YOU!

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Email: [email protected]

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Technology

How to Manage Projects in SharePoint Using Out of the Box Features