Advanced SharePoint Tools to Enhance Project Management

Transcription

1 Advanced SharePoint Tools to Enhance Project Management Haniel Croitoru, MSc, PMP, PMI-ACP OCTO B E R 17, 20 13

2 Agenda Introduction The need for technology in the PM s life SharePoint in a nutshell Advanced Examples Advanced SharePoint Tools to Enhance Project Management 10/17/2013 2

3 introductions 3

4 Who are you? SharePoint users Project managers Other activities SharePoint usage For project management Something else Advanced SharePoint Tools to Enhance Project Management 10/17/2013 4

5 Haniel Croitoru Senior project manager, scrum master, and business analyst with over 15 years of experience Worked in public and private sector verticals including healthcare, financial services, utilities, and consulting Scrum Master, Project Manager, SharePoint Evangelist Since 2003 focusing on SharePoint, delivering solutions and contributing as Business Analyst and Trainer Masters of Science in Computer Science with a specialty in Computer-Assisted Orthopedic Surgery from Queen s University and a Master s Certificate in Project Management from the York Schulich School of Business Project Management Professional (PMP) since 2007 and an Agile Certified Practitioner since 2013 Advanced SharePoint Tools to Enhance Project Management 10/17/2013 5

6 the need for technology in the PM s life 6

7 PM s are communicators Advanced SharePoint Tools to Enhance Project Management 10/17/2013 7

8 Reality check - Information is poorly managed Document duplication Poor access control and audit trails Finding information is tedious Lack of consistency between project sites Poor team collaboration There exists a need for better management of projectrelated information and communication Advanced SharePoint Tools to Enhance Project Management 10/17/2013 8

9 Goal: provide the right information to the right person at the right time in the right format Advanced SharePoint Tools to Enhance Project Management 10/17/2013 9

10 yyy sharepoint in a nutshell 10

11 What is SharePoint Web Application platform Document and file management Collaboration and social networks Intranets, extranets, websites Enterprise search Business intelligence System, process integration Workflow automation Part of Microsoft Office suite tight integration Advanced SharePoint Tools to Enhance Project Management 10/17/

12 What is SharePoint Framework for developing business applications Building blocks called web parts/apps Combine building blocks to meet specific business needs Lots of web parts that allow for Microsoft Office data to be viewed and manipulated inside SharePoint Advanced SharePoint Tools to Enhance Project Management 10/17/

13 The SharePoint Onion SharePoint solutions can be seen as an onion Each additional layer adds cost and complexity but offers more functionality Custom Coding 3 rd -Party ISV Solutions Configurations Out of the box Advanced SharePoint Tools to Enhance Project Management 10/17/

14 Advanced SharePoint Tools to Enhance Project Management 8/29/

15 What is SharePoint Framework for developing business applications Building blocks called web parts/apps Combine building blocks to meet specific business needs Advanced SharePoint Tools to Enhance Project Management 8/29/

16 background

17 background

18 background

19 advanced examples 19

20 What we ll talk about today Metadata & Search Microsoft Office integration Alerts Document Sets Communication between web parts Advanced SharePoint Tools to Enhance Project Management 10/17/

21 metadata & search

22 Metadata & Search Metadata description of data Increases findability (search) Increases content organization Tags instead of folders Advanced SharePoint Tools to Enhance Project Management 10/17/

23 Showcase #1 Metadata & Search Advanced SharePoint Tools to Enhance Project Management 10/17/

24 microsoft office integration

25 Microsoft Office Integration Project - tasks Outlook tasks, calendar Lync presence Visio - drawings Excel tables, charts, KPI Infopath forms Visual Studio - development Advanced SharePoint Tools to Enhance Project Management 10/17/

26 Showcase #2 MS Project, Calendar, Excel Services Advanced SharePoint Tools to Enhance Project Management 10/17/

27 alerts

28 Alerts For document libraries and lists Uses a push vs. pull approach Subscription is individual but can be managed by an admin Advanced SharePoint Tools to Enhance Project Management 10/17/

29 document sets

30 Document Sets Relate and manage documents as a unit Move away from folders in favour of metadata Automatic metadata tagging Customized view (more than just folders) Workflows Send to Repository Approvals Set fields on a Document Set to certain value Assign contents for approval Assign tasks for users to work on a document set Use a Note Board (social collaboration web part) to discuss latest changes Advanced SharePoint Tools to Enhance Project Management 10/17/

31 Showcase #3 Document Set Advanced SharePoint Tools to Enhance Project Management 10/17/

32 process map

33 Process Map Components of a process Map (overview) Process descriptions Document templates Advanced SharePoint Tools to Enhance Project Management 10/17/

34 Showcase #4 Process Map Initiation Planning Execution Closing SOW Business Requirements Detailed Design Deployment Plan Project Charter WBS Architecture Test Plan Project Plan Monitoring & Control Change Requests Status Reports Financial Reports Project Health Reports Risk Logs Issue Logs Advanced SharePoint Tools to Enhance Project Management 10/17/

35 final thoughts

36 In closing SharePoint is a large, sophisticated, and complex web application that serves many purposes in an organization With little training and support SharePoint out of the box can greatly improve project communication and information management Don t be afraid to ask your IT department for SharePoint Advanced SharePoint Tools to Enhance Project Management 10/17/

37 Thank You