Richmond SharePoint User Group
January 2011
January 2011
Project Management Tools in SharePoint
Bob Ramos and Greg Brown
Project Management Tools
1. Who has the excel checklist?
2. Where are latest weekly report updates?
3. The sponsor/boss keeps asking for updates
4. I do not have MS Project, how can I provide
updates?
updates?
5. Latest on Risks, Issues, Change Control?
6. Remote access and capture of Agile Wall
How SharePoint can be used to facilitate Project
Management.
2 Richmond Share Point User Group, Jan 2011
SharePoint: Project Management
Take away simple best practice web part
solutions that can help you and your project
team with SharePoint. Tools include: Waterfall
Schedules, Risk and Issues; Status Reporting,
Schedules, Risk and Issues; Status Reporting,
Change Control, Agile wall documentation, and
more.
Waterfall Project Schedules
•
Performers who do not have access to the MS
Project Schedule
•
One at a time updating, Who has opened in
Edit and gone to lunch?
Edit and gone to lunch?
•
Do we trust everyone to update the schedule?
•
Edit Performers Updates, “Never gonna get
done”
“More Complex than Expected”
4 Richmond Share Point User Group, Jan 2011
Waterfall Project Schedules
1. Republish MS Project Schedule to Share Point
2. Collect Updates from Performers with SP
3. Copy from SharePoint
4. Paste to MS Project
4. Paste to MS Project
1. ADD: MS Project screen shot
6 Richmond Share Point User Group, Jan 2011
Unique ID
Actual Finish
Reproduce Project Schedule on a SP List
Copy from SP
Paste into MS Project
8 Richmond Share Point User Group, Jan 2011
4. Add: compare
MS Excel
Compare SharePoint and MS Project
UID
Actual Start
Actual Finish
1438
IF(ISERROR(VLOOKUP(UID,SHAREPOINT,15,FALSE(
1438
IF(ISERROR(VLOOKUP(UID,SHAREPOINT,15,FALSE(
SharePoint
10 Richmond Share Point User Group, Jan 2011
Compare Table:
12 Richmond Share Point User Group, Jan 2011
Green Column
IF no new SP info, then use MPP
IF new SP Data, then use SP data
Risks and Issues
•
Template has ‘special’ attributes
–
Versioning
–
Workflow emails
•
Create Various Screens
•
Create Various Screens
•
Single list confused by multiple occurrences of
an Issue. Risk: lost mail, Issue: exists multiple
times a day
•
Customize Response Strategy
14 Richmond Share Point User Group, Jan 2011
16 Richmond Share Point User Group, Jan 2011
18 Richmond Share Point User Group, Jan 2011
Risks that will be addressed
Risks that will be logged but the project is willing to accept (tolerable risk)
Formula to define
RED, Yellow or Green
20 Richmond Share Point User Group, Jan 2011
Using MS Excel as
Development Tool to
Development Tool to
write Formula
Notice Colored
(
()
)
Simple Status Collection
Performer Input Page
Simple Status Collection
Data Sheet for PM
Status Reporting
•
Gant Bars (provided hit F5 to refresh)
•
Project Manager’s / Stakeholder’s view
–
No Navigation – “to save screen real estate”
•
Performers' view – name names
•
Quick Perfect Information
•
Design Shortcut “Style Under Cursor”
–
Todd Bleeker:
http://mindsharpblogs.com/todd/archive/2005/1
0/25/798.html
Performers
are able to
record their
26 Richmond Share Point User Group, Jan 2011
record their
progress in
SharePoint
Status Reporting
Status Reporting IE view
•
Gant Bars (provided hit F5)
28 Richmond Share Point User Group, Jan 2011
Status Gant Bars
•
“Customizing List Views with XSLT
Transformations in SharePoint Designer 2007”
•
http://MSDN.Microsoft.com/en-us/library/cc300164(printer).aspx
us/library/cc300164(printer).aspx
•
Anup Kafle,
3Sharp
[
http://www.3sharp.com/default.aspx ]
•
February 2008
30 Richmond Share Point User Group, Jan
Agile Wall
•
Backlog of tasks
•
Divide into Sprints
•
Create Task Cards
•
Assign Level of Effort to Task Card
•
Assign Level of Effort to Task Card
•
Sprinting
•
Select Task Card
Agile Site
32 Richmond Share Point User Group, Jan 2011
Product Backlog
On Top: Story List with Sprint
On Bottom: Task Listing by Sprint
On Bottom: Task Listing by Sprint
Web Page includes both a listing of Stories at the top of the
page and a Task list at the bottom of the page
34 Richmond Share Point User Group, Jan 2011
Story Board View
Story Board view includes
‘quick entry’ box at the top
of page
36 Richmond Share Point User Group, Jan 2011
Story Board View
Individual Task Cards organized by
Task Status and then by Story
Task Detail screen
38 Richmond Share Point User Group, Jan 2011
Task Card
40 Richmond Share Point User Group, Jan 2011
Demonstration – Print task cards for the team white board
When viewing an individual task, select the hyperlink of the task name, then
Control + “P” to print the task card
Burndown
Chart Details
42 Richmond Share Point User Group, Jan 2011
Functionality Demonstration - View a burndown chart by sprint
On Project “Home” page, select Sprint for Burndown Chart
44 Richmond Share Point User Group, Jan 2011
To select which Sprint we used a Web part from Bamboo Solutions
http://store.bamboosolutions.com
Functionality Demonstration - Create/describe stories
Detailed Story Entry
Quick Story Entry
At top of default
Functionality Demonstration - Create/describe sprints
Detailed Sprint Entry
Quick Sprint Entry
At top of default
Story List
46 Richmond Share Point User Group, Jan 2011
Functionality Demonstration - Create/describe releases
Detailed Release Entry
Quick Release Entry
At top of default
Functionality Demonstration - Create/describe tasks
Detailed Task Entry
Quick Task Entry
At top of default
Task List
48 Richmond Share Point User Group, Jan 2011
Functionality Demonstration - Assign performer from a list
The field
“Assigned To”
Searches for Users
allowing performers to
be selected from the
list of users based on
the selection provided
in the “Find” box.
Functionality Demonstration - Assign a priority to the task
50
In quick entry pane select Priority
In detail entry screen select Priority
Demonstration - Associate tasks with stories - drop down list
An authorized user
creates the Story List
The above
The above
listing of
Stories
appears as a
Drop Down list
as an attribute
of an individual
Task
Demonstration - Associate tasks with sprints - drop down list
The default Task List includes a quick entry form with a drop down of Sprint Names
from the Sprint list
52 Richmond Share Point User Group, Jan 2011
Demonstration - Associate tasks with releases - drop down list
Demonstration - Update 'work remaining' on a specific task daily
When viewing individual Task select “Update” button
54 Richmond Share Point User Group, Jan 2011
Demonstration - Update 'work remaining' on a specific task daily
Demonstration - View tasks and task status within a sprint
Task View “By_Sprint”
56 Richmond Share Point User Group, Jan 2011
Demonstration - View task status by assigned performer
Task View “By_Assigned_To”
58 Richmond Share Point User Group, Jan 2011
SharePoint: Project Management
1)Waterfall Schedules,
2)Risk and Issues,
3)Status Reporting,
3)Status Reporting,
4)Change Control,
Questions
Questions
and
Answers
60 Richmond Share Point User Group, Jan 2011