Using SharePoint to Manage Project Documentation

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Using SharePoint to Manage

Project Documentation

Oakwood Systems Group, Inc.

Lloyd Miller, PMP

Director of Delivery Assurance

Glenn Goldberg, VTS-P

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Oakwood Vision & Mission

Founded in 1981, Oakwood’s historical perspective coupled with current expertise in established and emerging technologies provides a unique

value-add to organizations of all sizes across the U.S.

Oakwood Systems Group is focused on creating business value with technology solutions crafted to maximize our clients’ success.

Our deep relationship with Microsoft, coupled with our extensive capabilities across the Microsoft platform, make us the preferred provider of

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Active Directory Server Platform Identity Management Systems Management Desktop Deployment Messaging / Communications Security Online Services Application Development Business Intelligence Portals and Collaboration

Enterprise Content Management Mobility Solutions Application Integration Web Development Online Services Assessments and MS Packaged Services Project Management Consulting and Tools

Business Process Consulting

IT Services Management Consulting & Services

Roadmaps and Remediation Enterprise Architecture Infrastructure Technology Solutions Business Technology Solutions Enterprise Advisory Services

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Oakwood’s Engagement Architecture

Delivery Excelleration Methodology TM Project Management Methodology Delivery Assurance Methodology Engagement Approach Account Management IDENTIFY Supporting Processes

DESIGN BUILD DEPLOY MANAGE

Disco

ver

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Virtual Technical

Specialist Professionals

SQL Server

Systems Center Configuration Manager SharePoint

Commerce Server Project Server

Desktop Deployment

Systems Center Operations Manager Mobility

Web Development

Application Lifecycle Management Exchange Server

BizTalk

IT Generalist – CoreIO IT Generalist – APIO, BPIO

Oakwood’s Relationship with Microsoft

Competencies and Designations

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Project Content Pains

 Content Proliferation

 Unmanaged Copies of Documents

 Standardization of Template Challenges  Large File Issues

 Hard to Manage Related Documents  Project Plan Exposure is Limited

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Content Proliferation

 Documents stored in:

• Email • File Shares • Desktop Folders • Public Folders • Collaboration sites  Resulting Pain:

• Hard to Find Documents • Lack of Governance

• Multiple Copies and Versions Organize content _{into projects for}

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Versioning and

Unmanaged Copies of Documents

 Non-centralized Document Management resulting in copies upon copies of documents

 Versioning is barely manageable

• File Name Versioning (very, very bad) • No Master Document

 No Document History and Auditing for Compliance

 Basic File Attributes Only (Created By and Date only Reliable Attribute)

• Only the Last Change is known

 Submission Approvals are Rare Due to Custom

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Standardization of Template Challenges

 Templates get updated and approved all the time

 Traditional publishing of new/revised templates requires manual communication

 Results In:

• Users use old templates 85% of the time

• Communication of the template change is more costly than the form modification itself

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Large File Issues

 Project documents emailed back and forth

• Email usually blocks files over 10 MB in size

• Copy after copy is often stored in Exchange or email server archives, even though the document is out of date or not used any more

 Burning of files to disc or USB drive frowned upon

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Hard to Manage Related Documents

 Many projects have related documents

 Should be processed together, but usually are not  Think of a checklist of content being gathered

• Control Documents are Usual Workaround

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Project Plan Exposure is Limited

 Project Plans by all Project Managers

 Usually subject to the same pains as all other content

 Exposure to project team requires exporting or printing plan out  Expensive to license MS Project for each team member.

 Way too expensive to publish to all organizational users without Project!  Enterprise Solutions abound but are big investments

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Virtually No Discoverability of Content

 Searching and Navigation are cumbersome  Results for searches miss key documents

 No ability to identify and mark important or high caliber documents

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Solving Project Content Woes With SharePoint

 Content Proliferation

• Organize content into projects for single sourcing

 Unmanaged Copies of Documents

• Versioning and Copy Tracking

 Standardization of Template Challenges

• Content Types

 Large File Issues

• SharePoint Large File Handling

 Hard to Manage Related Documents

• Document Sets and Workflows

 Project Plan Exposure is Limited

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Project Portal Planning – Collect Details

1. Identify what type of project(s) define the core of your business

2. Understand the lifecycle of a project from inception to project closure

• Archival and Retention needs should be addressed

3. Classify Types of Information Managed

• Documents and list design is derived from this information

4. Volume of Information

5. Input, Approval, and Feedback Processes 6. Security

• Accessibility Needs

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Project Portal Planning – Design Site

Encourage user adoption, reporting, training simplicity, and maintainability by designing a reusable project site template

 Libraries  Lists

 Announcements  Workflows

 Content Types  Look and Feel  Security

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Thank You

Glenn Goldberg, Microsoft VTSP

Oakwood Systems Group

Practice Lead – Portals, Collaboration and ECM

[email protected]