May 2013 MPUG SharePoint and Project Management

SharePoint and Project Management
May 17th, 2013
Minnesota Project Users Group

Donald Donais
• SharePoint Consultant
• ddonais@Avtex.com
• @dondonais
• http://talesfromitside.wordpress.com
Introductions

MN SharePoint Users Group
• 2nd Wednesday of Every Month
• 9 a.m. to 11:30 a.m.
• Audience: SharePoint Users,
Administrators, and Developers
• Held at the Microsoft Technology
Center (MTC)
http://sharepointmn.com

Topics
• General Principals
• Tracking Projects
• Connecting to Documents
• Communications & Alerts
• Reporting & Dashboards
• Other Considerations

Why SharePoint and Project Management?

Where Can SharePoint Help?
Project Tracking
Project
Documents
Communication
Metrics

Crawl, Walk, Run
• Crawl
 Out of the Box Features
• Walk
 Integration with MS Project
 Third Party Tools
• Run
 MS Project Server
 Custom Development with Other Applications

Getting Started
• Same As Any Other Product
• Discovery
 What is the PMO Process?
 What types of projects is this helping to manage?
 Information Architecture/Taxonomy
 Document/Content Management
 Roles
• Implementation
 Documentation of Solution
 Training

Information Architecture/Taxonomy
• How is a user going to navigate?
• User Interface
 Single SharePoint Site Collection with all Projects
 Rolling Up Specific Content to Top Level
 Consistent Site Layout/Structure
• How is Content Divided Up?
 List/Library vs. Site/Sub-site
 Global and Local Navigation

Document/Content Management
• Content Types
 Document Templates
• Workflows
 Out of the Box
 SharePoint Designer Custom
 Third Party Vendor
• Site Columns
• Content Approval
• Check-Out
• Versioning

Project/SharePoint Roles
• Project Specific Roles
 Project Manager
 Project Team Members
 Team Leads?
 Executive Sponsor
 Project Sponsor/Director
• SharePoint Specific Roles
 SharePoint Owner
 SharePoint Member
 SharePoint Approver
 SharePoint Visitor
Project Role SharePoint Role Permissions
Project Manager Owner Full Control
Project Team
Members
Member Contribute
Team Leads Member & Approver Contribute; Approval
Executive Sponsor Visitor Read
Project
Sponsor/Director
Visitor Read

SharePoint Training
• Train Based on Roles
 Owners – Needs the Most
• Permissions
• Creating Sites
• Document Management Features
• Lists and Libraries
• Web Parts
• Much More
 Members
• Adding Content Lists/Libraries
• Adding Metadata
• Creating Personal Views
• Connecting to Office
 Visitors
• Navigating Around SharePoint
• Opening and Reading Documents

Project Sites
• FAB 40 Template - SharePoint 2007 & 2010
 Project Tracking Workspace
 Budgeting and Tracking Multiple Projects
 Change Request Management
 IT Team Workspace
• Team Sites (All Versions)
• Project Site (SharePoint 2013)
 Basic Team Site
 Automatically Includes Task list and Timeline
 Notebook – a.k.a. OneNote

Built In Lists
• Tasks List (All Versions)
 Tracking Tasks
 Predecessors Added in 2010
• Project Task List (All Versions)
 Gantt View
 Predecessors Added in 2010
• Calendars (All Versions)
 Calendar Overlay Added in 2010
• Issues List (All Versions)
 Bug Tracking
• Contact List (All Versions)
 Contact Information
 Custom List (All Versions)
 Milestones, Overall Project Master List

Access Services
• SharePoint Enterprise Version 2010 or 2013
 Tables, Queries, Forms, Reports
 Issues Web Database
 Projects Web Database
• SharePoint 2010
 Web Databases SharePoint Sites
• SharePoint 2013
 SharePoint Apps
 Need Access 2013
 Creates SQL Database per Access App

Microsoft Project 2010/2013
• Purpose for MS Project and SharePoint?
 Synchronize Tasks
• MS Project 2010/SharePoint 2010
 Create or Overwrite Task or Project Task List
 Tasks and Subtasks Difficult
 Create Custom Fields in MS Project
• Map Fields to SharePoint
• MS Project 2013/SharePoint 2013
 Create or Overwrite Task or Project Task List
 Tasks and Subtasks are Separate and Easy to Use
 Create Custom Fields in MS Project
• Map Fields to SharePoint

• SharePoint Site/List Options
• MS Project Integration

Document Management Features
• Ensure One Version of the Truth
• Content Types/Site Columns (SharePoint 2007-2013)
 Document Templates
 Metadata
 Persistent Workflows
 Document Sets (SharePoint 2010 & 2013)
• Content Approval (SharePoint 2007-2013)
 Not Available Until Approved
• Check-Out vs. Collaboration (SharePoint 2007-2013)
 Check-Out on Documents Only
 Office Web App/Office Co-Authoring Capabilities
• Versioning
 Major and Minor
 Number of Versions Retained

Connecting to Tasks
• Used to Relate Content (Lists and Libraries)
• Lookup Column (SharePoint 2007-2013)
 Connects Lists Relationally
 Enforce Relationship Behavior (2010 & 2013)
 Limited to the SharePoint Site
• Displaying Tasks/Associated Documents
 Web Part Connections – Web Part Pages
 Default Display Form

• Project Content Types
• Document Management Settings
• Associating Tasks and Documents

Alerts
• Very Powerful and Most Overlooked Tool
• Automatically Communicating Activity
• SharePoint Alerts
 List/Library Level
 Item/Document Level
 Search Level
• Options Include
 Users
 Send Alerts for These Changes
 When to Send Alerts
MOST IMPORTANTLY – YOU CAN SIGN SOMEBODY ELSE
UP!

Workflows – Out of the Box
• Add Automated to and Existing Business Process
• Used to Communicate or Effect Document Lifecycle
• Workflows Include:
 Approval
 Collect Feedback
 Collect Signatures
 Three-state
 Disposition Approval
• Information Management Policy

Custom Workflows
• SharePoint Designer 2007 – 2013
 Advanced Workflows to Alert to Interact with Content
 Conditions & Actions
 Stages &
• SharePoint Designer 2010/2013 and Visio
 Workflow Visualization
• Third Party Vendors
 Nintex
 K2

Other Communication
• Real Simple Syndication (RSS Feeds)
 Subscribe to RSS Feed
 RSS Feed Readers
• Connecting to Outlook
 Tasks
 Calendars
 Contacts
• SharePoint Workspace 2010
• SkyDrive (SharePoint 2013)
• Tags and Notes (SharePoint 2010 – 2013)
 Tag Content, Lists/Libraries or Pages
• Following (SharePoint 2013)
 Followed Content is Available in My Site

• SharePoint Alerts
• Out of the Box Workflows
• Following

Web Parts & Views
• Quick Look at Important Info
• Can Display
Project Need SharePoint Solution
My Tasks on Project Site List Web Part with View Filtering by User or My Tasks (SP
2013)
Tasks Displayed on Calendar Calendar View of the Task List
Relevant Documents to User Web Part Relevant Documents
Key Metrics Excel Services (Enterprise 2007 – 2013)
Project Status KPI or Status List (Enterprise 2007 – 2010)
Aggregated Tasks or Documents Content Query Web Part, Content Search Web Part, or
Search Scopes

Task Aggregation
• SharePoint 2013 Features
• My Tasks
 Aggregate Across All SharePoint
 Include Tasks From Exchange 2013
 Include Tasks from Project 2013
• Different Views
 Important and Upcoming
 Active
 Completed
 By Task List

Resources
• SharePoint 2007 FAB 40
 http://technet.microsoft.com/en-us/sharepoint/bb407286.aspx
• SharePoint 2010 FAB 40
 http://www.techsolutions.net/SharePointSolutions.aspx
• Microsoft Office – SharePoint and Project
 http://office.microsoft.com/en-us/support/results.aspx?qu=project&ex=2&filter=1&av=osu

May 2013 MPUG SharePoint and Project Management

May 2013 MPUG SharePoint and Project Management

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