SharePoint 2013 – Building a Project Management solution in six steps - Geoff Evelyn

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Information about SharePoint 2013 – Building a Project Management solution in six steps -...
Technology

Published on October 23, 2014

Author: spcadriatics

Source: slideshare.net

Description

Geoff hosts a great session was in a SharePoint look at Project Management tools at Information Worker level. By doing this, a Project Management solution could be created whereby solving collaboration and information challenges. This session will describe how project team efforts and project information can be centralised and managed using SharePoint 2013 using built in features only, and without the immediate requirement of Microsoft Project 2013, in order to help solve Delivery Manager issues concerning planning progress, reporting progress and auditing progress. You will take away great action points in proving how versatile SharePoint is in delivering using built in features how SharePoint can provision a Project Management solution.

The full demo is available on this link:
http://www.sharepointgeoff.com/sharepoint-2013-building-a-project-management-solution-using-built-in-features-session/

1. SharePoint - 6 points to help build a Project Management Solution using only built in features

2. SharePoint - 6 points to help build a Project Management Solution using only built in features

3. Address dovlallons and retorecas: Lets think Process Comprehensive project planning and clear direction are key factors for successful projects. This requires that the project manager uses a methodology incorporating processes, rules and project planning tools such as a project plan, risks log, issues log, documentation and team related information

4. : plan, 1 “You can’t keep it all in your head. Project control tools are an absolute necessity for the control of projects. ” —— Louis Fried

5. , 1 ULCD dllu PIC 1 information Formal chartering may be the step most frequently overlooked by organisations when beginning projects. Root cause analysis of project failures often identifies "poor Vision" or "lack ofa charter" as a key reason projects go awry or are cancelled.

6. C” ‘. F" T (F "Ensure your documentation is short and sharp and make much more use of people-to- people communication. " - Bentley & Borman

7. odology incorpo documentation "If it is not documented, it doesn’t exist. As long information is retained in someone’s head, it is vulnerable to loss. ” -— Louis Fried

8. Project Plan Fl’ Address deviations and Measure progress reforecast Identify deviations

9. Project Implementation Framework Define the P roject — What is the Client Vision l

10. : Define theOrganisation I I ' I ' I ' I I Engage the Stakeholders | ' I ' I Control Lifecyde Sdiedule Resources Costs Benefits CLOSURE

11. Identify Deviations Remove Project From Portblio

12. Prepare an outline plan for the Envision Identify dependencies between _ , , , key deliverables and identify - enme project which tak_eS mm risks account the known risks Clarify the business objectives Prepare a detailed plan for each stage / / DEFINE TH E SCOPE Identify key de identify dependencies between key deliverables and identify risks Estimate resource needs and costs

13. F. «x, :.; —. x4 . __'_w " 3: 2 — Schedules . .I 3 — Risks‘ L‘! Project Management Solution _ 6 Points of Action Gr ‘ ‘ Challenge - A requirement for a site to house a small 3 project, which requires some collaborative effort and requires shared resources 5 - Dashboards 5 - Documentation ’* e * vi . .J_ il“‘: _. ‘3 §I I, ’

14. No jumping in! Before starting you would have done your homework. ..

15. 1 — Define the solution With the users 2 —X/ ireframe the solution 3 — Agree the component requirements

16. Point 1: Provide a home for the Project Management Solution

17. Point 2 - Create the Schedule

18. Build schedules to provide progress reports, like these. .. ’

19. Fabrikam SharePoint one Stop Shop Admin Area Helpdesk Sea-oi Projex Magnus (3 new task or edit this list All Tasks Calendar Deliverable Log -»- Find an item p « B} rm um» Sm Date Due Dre aasei «e Firir'i . . , e 'e 5'3" »‘<53i<; ret‘. To »‘«r: <:n"'a. '-, a scope 3/6/2013 3/11/2013 11 March 2013 06 March 2013 Brian Smith Brian Smith 179° 08300 Luka Abrus Nuno Bento . / Demrmine project scope 3/6/2013 3/6/2013 06 March 2013 06 March 2013 Brian Smith 1790 142° Aaron Nichalls Nuno Bento gemm pmj-an Sponsorship 3/7/2013 3/7/2013 07 March 2013 07 March 2013 Bnan Smith 17:00 08:00 Define preiimlnmy resources 3/11/2013 3/14/2013 08 March 2013 08 March 2013 Luka Abrus 17:00 08:00 Secufg com resoumes 3/15/2013 3/15/2013 11 March 2013 11 March 2013 Luka Abrus 17130 08:00 scope compiete 3/15/2013 3/15/2013 11 March 2013 11 March 2013 17:00 17:00 a mn | h‘. '"m. ,.g no 3/11/2013 4/2/2013 02 Apnl 2013 17:00 11 March 2013 Peter Waxman Peter Waxman 08:00 condud need, anaiym 3/18/2013 3/27/2013 21 March 2013 12 March 2013 Peter waxman 17:00 08:00 man p, ei, mina, y S°ftwa'e Specigmauons 3/28/2013 4/1/2013 26 March 2013 22 March 2013 Peter waxman 17:00 08:00

20. Projex Magnus (-9 new task or edit this list All Tasks Calendar Late Activities 7 nd an item P SAVE THlS ’lEW «/ ‘est ‘ire :1 space r 33,’; Stan. Data 3.9 Date Base '2 = ~ ~ 1 v: - 'e Ste". As; g~ec To Accci/ tau t. ’ » Analys1sISolutlon Requirement 0 3/11/2013 4/2/2013 02 Apnl 2013 1700 11 March 2013 08.00 Peter waxman Peter waxman Tnining 0 5/22/2013 7/2/2013 02 July 2013 15:00 22 May 2013 15:00 Peter Waxman Seth Grossman Seth Grossmari Tien Thoi A nowmemagon 15 7/24/2013 8/22/2013 07 August 2013 09 July 2013 moo Luka Abrus Luke Abrus 10:00 Vvette Kirwan Deveiop use, manuais . .. 15 7/26/2013 8/16/2013 01 August 2013 11 July 2013 10:00 Vvelte Kirwan 10:00 Review 3” use, documematjon . .. 15 8/16/2013 8/20/2013 05 August 2013 01 August 2013 Vvette Kirwan 10:00 10:00 — Review He| p documemagjon 15 8/15/2013 8/20/2013 05 August 2013 31 July 2013 10:00 ‘(vane Kirwan 10:00 Documemauon complete . .. 15 8/22/2013 3/22/2013 07 August 2013 07 August 2013 10:00 10:00 | ncofpof3(e Hap dgcumemafion feedback --- 15 8/20/2013 8/22/2013 07 August 2013 05 August 2013 Vvette Kiman 10:00 10:00 Incorporate user documentation leedback 15 3/20/2013 8/33/2013 07 A"9“51 2013 05 M19115‘ 201 3 W911! Kl| 'W3|'| 10:00 10:00 C : r;ir rr1r; r;: i=: ::

21. 5rwe>-M ~ n on xv «memo Dcplo / mam , nozwewxaxow Projex Magnus Deuynomenl r ; .m, ,'1e~mnnuR«-1.1 3:00: vs 29:15.: 30 day’, :3 . 5xm-: mc: “.vaxmn . ‘fast 96 28111‘ 96 11 Aug 96 I5 Aug 96 05 Sep 96 22 S29 96 06 Cd 96 20 On 96 03 Nov 96 17 Nov 96 0) D2: 96 15 D! 0 Mags v Task Name v Durat-on v Start v Finish v Dre: 5 F w 1.1 5 1 r 5 F -'9' M 5 T T 5 F w M 5 7 1 5 F M 5 Y T 5 F w 0 D-'. 4 Fnbrflum App Dclivory 95.75 days oz Aug '96 13 Doc '96 = 1 Pro¢rnmmuwSclut| onXYZ 1 -' 1 Scope 3.5 days 112 Aug '96 07 Aug '96 l—I 7 F. 2 Analysis/ Solution Requiremenu 14 days 07 Aug '96 27 Aug '96 I6 17 ': 3 Design 14.5 days 27 Aug '96 16 sep '96 I6 25 F. 4 Development 21.75 days 17 Sep '96 16 oct '96 I6 32 I: nesting 46.75 days 17 sep '96 22 Nov '96 l -'5 F. 6 Training 4515 days 17 sep '96 19 Nov '96 _ 57 -: 7 Dowmenlatlon 30.5 days 17 sep '96 29 on '96 l 67 F. 3 Pilot 70.25 days 27 Aug '96 03 Dec '96 I 74 F. » 9 Deployment 5 days 09 Dec '96 10 Dec '96 l? | 31 '$ 10 Post Implemenlatlon Review 3 days 10 Dec '96 1) Ber '96 I-I Bé P. 11 SharePoint soluuon xvz 0 days 13 Dec '96 13 Dec '96 s5 6 1-1/1: Completed

22. Projex Magnus (-3 new task or edit this list All Tasks Calendar Milestone Report Fnd an item 9 ~/ ?; J" 1351: ‘ia"'1e Ease We ‘M: -2 Due 32*: Ac1.3iF" 5' S Osage 1" 33,5 ‘iotes . smpe 11 March 2013 17:00 3/11/2013 0 Design may be delayed Scope complm 11 March 2013 17:00 3/15/2013 4 4 ; M| y,§5/smug, " Requimmmg 02 April 2013 17:00 4/2/2013 0 A, -.a1y5i5 compme 04 April 2013 11:00 4/10/2013 6 4 955'" 25 April 2013 12:00 5/10/2013 15 Design comwete 24 April 2013 16:00 5/2/2013 8 . pemopmem 27 May 2013 10110 6/11/2013 15 De, Ve1°pmentc°mp| e‘e 27 May 2013 10:00 6/11/2013 15 4 1,55”, 09 July 201310110 7/24/2013 15 4 uni‘ 1'55", 21 June 20131000 7/8/2013 17 Unit ‘esfing complete 21 June 2013 10:00 7/8/2013 17 4 M9953.. . 1.55,, 09 July 201310110 7/24/2013 15 mtegration testing comphte 09 July 2013 10:00 7/24/2013 15 3 Training 02 July 2013 15:00 7/2/2013 0 Training document needs to include MS Office 2010

23. Create the Outline Plan, 4 subtasks and assignments jk

24. Add the Team, Prepare Tasks List

25. Inject Tasks

26. Define the Outline

27. Set Predecessors

28. Format the Timeline

29. Baseline the Plan

30. Point 3 - Create the Risks Log

31. A risk is any uncertainty, potential threat or occurence that may keep you from achieving objectives. Risks are identified and evaluated in a consistent Way, and recognized risks are addressed.

32. Siihilalrnllnli -‘I-. i1.'»1f:1-. '~. l -‘l! g'l. Iu‘l~1-. -. ‘l'il= .1- Mary/ ftndersonv Q 9 TI , . 1' « enowse rrws _s1 1.; SHARE ii; FOLLOW LE1, . . A Project Xavier I EDIT LINKS Search ms site v I) , Risk Log (9 new item or edit this list All Items --- F rid an item D l V 1‘ SK Descr at on Se1e". y E"‘ect R€Gl. C'. lO" Act on: T’ gge's and Acticcs O'7'. ‘e' Drona: l 7,1 People Loss to project of 3 Unable to Emphasise Triggers. Reports of Tony Smith Unlikely Resources 3:! key staff. deliver on time importance of sbsenoe. or diversion or quality projectwimin and ofstaflto other work. outside the Actions identify Organization aliernative resouroes In case 01 unexpected ahsenoe Invest: -g ate whether extra resouoes oould A risk is any uncertainty, potential threat or occurence 2", “ 5' °' , , _ _ _ shadow any work that may keep you from achieving objectives. Risks are dependem on 3 identified and evaluated in a consistent way, and male member 0, recognized risks are addressed. 5., “ Ens“ complete records ol work are available at any point a;

33. Create the Issues Log

34. SharePoint Newsfeed SkyDnve Sites MaryAndersonv E 9 snows: rrms usr Os-was firouow [El] > Project Xavier I EDrr uNKs Search this site v D A Issue Log Home ® new item or edit this list °°°""‘9""5 All Issues Active Issues My Issues Tasks V Issue ID ‘We Assigned To Issue Status Priority Due Date Related lsmes Related Risk Calendar Risk 1 Warehouse . .. [:1 Tony Smith Active (1) Training Log Management High Infrastructure Recent SYSW" Delayed I Issue l. og . 2 Lack of Active (2) change we Comems awateness Q Normal Management; Engagement; / ED” UN“ Organization Change; Training; Stakeholders; Communications 3 Patch . .. E Axe| De| gado Active (1) Communications; Testing not High Data Quality: factored into Scope Creep project I

35. An issue is something that has happened and either threatens or enhances the success of the program. Compare this to a risk or opportunity, which is something that might happen which you have mitigation plans for. An issue is bourne from a risk which has taken place. These must be recorded.

36. Create the Issues Log

37. ‘iliifiwi Point 5 - Add Documentation

38. Ensure quick access to the Charter

39. Estimate resource needs and costs

40. Point 6 - Add simple ‘metrics

41. Lets recap on the 6 points. .. . _.: m mo__. _:o: Scan cm .83 m_3_o_m. :. _ . _” <0: no_. __n_ _: n_: n_m <<o_. _%_o<<m U. —U. ..3nDI+ J33) iii. . . i

42. Provide a home I

43. Project Site is a template that can be used house a small project, providing some collaborative resources -' Create a Project Site — Tasks, Document Libraries are included

44. ur_L sip 117.Ul. [O: ] siossaoapold 13$ 9U¥l1“O 3Ll19‘“J9Cl - Create the Schedule §

45. Create Tasks - available from Project Site Template - Create Assignments - using Site Permissioned Members - Define Predecessors — Indent using Timeline options - Refine Gantt and Timeline — Format Callouts, Milestones

46. Create the Risks Log

47. 7 gs Create the Issues Log

48. Use the Issue Tracking List Connect the Issue Tracking List to Risks Connect the Issue Tracking List to Tasks

49. Add Documentation

50. ‘‘ Include the Project Charter = Include Project Report Templates *‘ Include Cost Sheets I‘ Use metadata to catagorise Associate to Tasks ~* Consider association to Risks and Issues as Well

51. - Enhance Task data to produce calculations - Use Task data to produce Excel charts

52. " Enhance Task data to produce calculations “ Use Task data to produce Excel charts

53. Letsi The solution must be kept simple, that said: 1: You could include workflows 2: Project 2013 could be useful 3: Connect to Office where-ever possible

54. Thanks for Watching! All resources for this presentation are available at: htt 2/ / www. share oint eoff. com - Site template - Document templates - This presentation - A walkthrough Questions? Home: http: //wwwsharepointgeoffcom Email: geoff@geoffevelyn. com Twitter: @geoffeve Yammer: Geoff Evelyn Been using SharePoint since 2003 I 2 X SharePoint MVP Managing and Implementing SharePoint 2010 Projects M. O.S SharePoint 2010 Study Guide SharePoint 2013 User Planning and Governance M. O.S. SharePoint 2013 Study Guide Co-Author M. O.S Microsoft Office 2010 Study Guide Analysts and Programmers Information Management Systems Engineering Technology Software Development journal Mad on the Saxophone A' upzmn an: rm: -yum: ‘, ‘.T. :.- - ~ - SharePoint El5%§%E’&ée ‘W. . ;l= gt Software Development

55. All resources for this presentation are available at: http: //WWW. sharepointgeofficom - Site template - Document templates - This presentation - A Walkthrough

56. Home: http: //WwW. sharepointgeoff. com Email: geoff@geoffevelyn. c0m Twitter: @geoffeve Yammer: Geoff Evelyn Been using SharePoint since 2003 ! 2 X SharePoint MVP Managing and Implementing SharePoint 2010 Projects M. O.S SharePoint 2010 Study Guide SharePoint 2013 User Planning and Governance M. O.S. SharePoint 2013 Study Guide Co-Author M. O.S Microsoft Office 2010 Study Guide Analysts and Programmers Information Management Systems Engineering Technology Software Development journal Mad on the Saxophone . -.. .- Mm. ’ SharePoint 2013 Planning for Adoption and Governance Managing and Implementing SharePoint 2010 Projects we I/ /“ ‘ ml ‘(Qty ‘ {IE 4 SharePoint‘ MOS 2013 Development Practice umnh

57. Thanks for Watching! All resources for this presentation are available at: htt 2/ / www. share oint eoff. com - Site template - Document templates - This presentation - A walkthrough Questions? Home: http: //wwwsharepointgeoffcom Email: geoff@geoffevelyn. com Twitter: @geoffeve Yammer: Geoff Evelyn Been using SharePoint since 2003 I 2 X SharePoint MVP Managing and Implementing SharePoint 2010 Projects M. O.S SharePoint 2010 Study Guide SharePoint 2013 User Planning and Governance M. O.S. SharePoint 2013 Study Guide Co-Author M. O.S Microsoft Office 2010 Study Guide Analysts and Programmers Information Management Systems Engineering Technology Software Development journal Mad on the Saxophone A' upzmn an: Sm-c-inmtt ‘, ‘.T. :.- - ~ - SharePoint El5%§%E’l§e ‘W. . .i: gt Software Development

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