Managing Projects with SharePoint

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PRESENTED BY: Brittany Kwait, PMP Protiviti @BritKwait [email protected] October 2014

Managing

Projects with

SharePoint

Building a Collaborative Project Management System with SharePoint 2013

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• At the conclusion of this session, participants will

be able to:

–

Understand common pitfalls of Project Management

Information Systems

–

Understand the basics of building out a PMIS in

SharePoint 2013

–

Publish a project schedule from Microsoft Project 2013

to SharePoint

–

Better monitor and control project work, manage

communications, and engage stakeholders through

use of interactive, automated project status

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

What is your involvement with projects in your organization?

1. Drone

2. Stakeholder 3. Lord & Master



Do you use SharePoint to manage projects today?

1. No

2. No, but we have another EPM tool

3. Yes – we use SharePoint for some projects 4. Yes – we use SharePoint for all projects



Do you use MS Project to manage project plans today?

1. No

2. Oh God no!

3. Yes – we use Project for some projects 4. Yes – we use Project for all projects

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• I

♥

SHAREPOINT!

–

And want you to, too!

• Managing projects since 2005

• Working with SharePoint since 2007

• PMP

• Microsoft Project certified

• Fun Fact: *

Almost*

moved to Siberia! Brrrrr!

• SharePoint Solutions COE lead and Managing Consultant at

Protiviti

• Solution Architect for 45+ CPM deployments across the

Americas

• Implemented collaborative PM on SharePoint for various

industries including Healthcare, Education, Government,

Legal, Manufacturing, and IT

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Session Outline

1. Introductions

2. The “Are you a secretary?” quiz

3. Collaborative PM – Level 100

4. Collaborative PM – Level 300

5. Qs & As

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The “Are You a Secretary?” Quiz!

Q1:

Are you a Project Manager?

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The Secretary Cycle – The Bad

1. Create project charter in Word, project plan (WBS) in Project, and

new R

_isk

A

_ction

I

_ssue

D

_ecision

logs in Excel

2. Save to SharePoint/Desktop/Fileshare

3. Send Charter as attachment for approval to project sponsors

4. Revise documents

5. Repeat steps 2 & 3 until first acceptance and baseline

6. Disseminate work to project team

–

Via.mpp, Excel logs

–

Via email

7. Get updates from project team

–

Via email

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The Secretary Cycle – The Ugly

8. Nag for updates from project team

a.

Email that increases in frequency and use of the

B

,

I

, U

buttons

b.

Mildly threatening voicemails

c.

Desk drive-bys

9. Repeat step 8 until ten minutes before the status report is

due

10. “Replan” the project

11. Communicate the latest project plan via email

12. Recommunicate the latest project plan via email when

someone questions a date/status because they have a

previous version

13. (Optional) Repeat steps 1 – 13 for the new big project, never

formally—or informally—completing the current one

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The Project Manager’s Dilemma

Often the biggest challenge

Project Managers face is that

people believe Project

Management is only for Project

Managers.

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Collaborative PM on SharePoint:

Level 100

1. Team Site to Project Template in 3 moves

2. Team Site to Project Template in 30ish moves

1. Pre-defined lists for project artifacts (tasks, issues, etc.)

2. Baked-in PM processes

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End Result of

Demo:

Informal Project

Template

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Sample of a

basic

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Collaborative PM on SharePoint:

Level 200 – Learnings

1. Make it a Solution, make it a site…

…but whatever you do, don’t make it SharePoint!

2. Configure apps, configure nav, configure collaboration

3. Bake in processes

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Microsoft

Project – Me, Then

• _{Me in 2009:}

http://www.youtube.com/watch?v=oZRWQivIA9k

• _{And 2010: The year of Russian}

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Collaborative PM on SharePoint:

Level 300

1. Templates with prefabricated structure and content

for various project sizes or types

2. SharePointize files that can, better management for

files that cannot

3. Baked-in charter, stage-gate, and deliverable

approvals

4. MS Project and SharePoint Sync!

5. Data rollup using Content Search/Query web parts

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End result of demo:

Mature Project

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Project Summaries (single-line statuses) Informal Projects Employee Onboarding Project Marketing Project Annual Customer Satisfaction Survey Formal Projects Software Development Project SCRUM (w/ workflow) Annual Compliance Audit Audit remediation issues PMO Policies & Procedures Lessons Learned Repository

Template Ideas

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The Project Management Hero Cycle

1. Create new project site from predesigned template 2. Draft charter & project plan (in MS Project template in

site document library)

3. Use SP Approval workflow to get project initiation sign-off 4. Team easily locates & updates work

5. Nagging… (sorry….)

6. Quickly click through automated reports during status update meetings

7. Continual replanning (and MS Project syncing)

8. Project interruptions like change requests and issues are quickly documented and communicated

9. Sponsors locate project site to view latest plan

10. Team members and sponsors are accountable and responsible for managing their portion of a project, allowing you to actually take a vacation—completely funded by your bonus for Project Manager of the Year!