SharePoint for Managing Projects

David Totten, SharePoint Consultant

About the Speaker

• Swimming and Roller Skating

• PMP, REP, MCTS SharePoint

• SharePoint Consulting

• David Totten, 919-641-3327

Overview

• Define SharePoint

• Review Course Objectives

• Describe potential cost savings when utilizing SharePoint

• Demonstrate project management capabilities of SharePoint

• Summary

Objectives - 1

• Identify common problems in Managing Projects

> No Matter what Organization you work for there are common problems faced by all PMs

Email Meetings

Wars Wars

Objectives - 2

• Demonstrate how SharePoint can help Project Managers overcome various communication problems

compiling reminding

Objectives - 3

• Describe how SharePoint can enhance Co Workers project communication initiatives

CMS Accountability

Common Problems

• Poor document management > A lot of project related documents are kept on people local computer systems

• Inefficient status reporting >visual web based reports

• Poorly conducted meeting >successful meetings = successful projects

• Gaps in change control management

• No template reuse

• Inefficient communication >How much time on E-mail ….. Send 50 Emails a day

• Gaps in Requirement Gathering

What is SharePoint

Web Based System

CMS

Centralization

Key Components

v2007

WSS

MOSS

Key Components

v2010

SharePoint Foundation server 2010

SharePoint 2010 Server

Integrates with systems

Access Database

Oracle Database

SAP

free free

Site Structure and Hierarchy

Site collection

Subsites

Top-level sites

• Site Administration

• Templates

• Reporting visibility for Senior Mgt

UrL Links – budget dept.

UrL Links – Audit dept.

Calendar – Budget dept.

Calendar – Audit dept.

Project(x) Project(y)

Project(z)

BT Financial Groups- 40 PMs

Result

PMs save 3 hrs a week Resulting in 5000hrs Savings of 490K

Solution

automating the process of extracting information from other systems and populating this data into forms

Problem

take the manual processes out of chasing people for information and copying it from other systems

BT Financial Groups- 40 PMs

Result

Resulting in 420hrs per year Savings of 50K

Solution

Meta data search and versioning

Problem

searching for documents phoning contributors updating and

consolidating multiple spreadsheets

maintaining older versions of spreadsheets for auditing purposes

Architecture

- 2 web servers -2 MS SQL

Database Servers

Document Management

Capabilities Versioning

Meta Data

Security

Workflows

Search

Approve / Reject

Audit Capabilities

Document Management

Document Management

Meetings

Meetings

• Centralization

• Template for Structure and Order

• Historical Snapshot

• Time Mgt

• Cross Training

• Road Map Decisions

• Requirements Validation

Meetings

Accountability

Updated and Email goes out

Cross Training

Road Map Decisions

Requirements Validation

Change Mgt - Workflows

• Serial workflows

• Parallel workflows

• Document Retention

• Electronic Signatures

• Example – Vacation / Conference Room Calendar

• Problem – long response time

Security

Security

Security

Security

Security

Status Reporting • Report Visibility for Executive Management

John

Carol

Reporting

Project Closure

Reporting -WebEx

-NetMeeting -GoTo Meeting

Gathering Requirements

Document Work Space

Project Based on Doc SOP Proposal, RFP

Discussion Boards

Email Wars Message Threads RFPs and SOPs, Proposal Reduced Paper Trail

WIKIs

Hawaiian term for "quick"— online destination where users can

freely create or edit Web page content

Lessons Learned, FAQs

Gathering Requirements Yearly Reviews

-Ethics Docs - HR Policys

Project Closure Task

Capabilities

Templates

Surveys

Project Closure Task

Summary

• Document management > Many projects based on getting a document out

• Status reporting >visual web based reports and it compliments WebEx and GoTo Meeting

• Meetings Mgt >successful meetings = successful projects

• Change control management

• Template reuse

• Project Communication >How much time on E-mail ….. Send 50 Emails a day

• Requirement Gathering

Summary Cost Savings - BT Financial Groups- 40 PMs

Result

PMs save 3 hrs a week Resulting in 5000hrs Savings of 490K

Solution

automating the process of extracting information from other systems and populating this data into forms

Problem

take the manual processes out of chasing people for information and copying it from other systems

Other Capabilities

Capabilities PMO

Regulatory Compliance

Inventory Mgt

Configuration Mgt

http://NCPMI.org Nov 5, 6