sp summit: how to build a ccs

How to Build a Change Control System in SharePoint PMIS

Dux Raymond Sy, PMP Managing Partner, Innovative-e, Inc.

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Have You 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?

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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

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  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

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Agenda

What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary

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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.

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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

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Agenda

What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary

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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  __________________________  __________________________

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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

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Agenda

What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary

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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

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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

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Example: 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

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Interactive Presentation

Building a Change Control System with Three-State Workflow

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Agenda

What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary

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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

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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

  As of April 2, 2009 – it’s FREE

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Workflow Designer

  Used to build custom workflows visually

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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

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Interactive Presentation

Building a Change Control System with SharePoint Designer

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Agenda

What is a Change Control System? SharePoint Workflows Utilizing the Three-State Workflow Custom Workflows in SharePoint Designer Summary

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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

Thank You!

  For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   LinkedIn: meetdux.com/li   Blog: meetdux.com   Twitter: twitter.com/meetdux

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