General Principals. Agenda General Principals Tracking Projects Connecting to Documents Communications & Alerts

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1 5/17/13 MPUG LunchNLearn - SharePoint and Project Management Presented by: Don Donais, Avtex Solutions, and Dave Fischer & Richard Courtney, Milestone Consulting SharePoint (Don Donais) MN SharePoint Users Group MN SharePoint Users Group meets 2 nd Wednesday of every month at 9:00-11:30am in the Microsoft Technology Center SharePoint Users, Administrators & Developers Agenda General Principals Tracking Projects Connecting to Documents Communications & Alerts General Principals Why SharePoint & Project Management? Where Can SharePoint Help? SharePoint is about collaboration; documents, tasks with a central location for all tasks across everything: Project Tracking: Start small (vs. jumping into Project Server) Project Documents: Share documents for the project Communication: Assign tasks Metrics: Analysis of what s going on with the project Crawl, Walk, Run Crawl: Use out of the box features (ie: document libraries & lists) Walk: Integration with Microsoft Project and use third party tools Run: Microsoft Project Server and custom development with other applications Getting Started Discovery: o PMO Process: What is the PMO process? o Project Types: What types of projects will this help to manage? o Information Architecture/Taxonomy: SharePoint is a big web site. Information architecture helps you find things, and taxonomy helps with the navigation. o Document/Content Management: Share documents between projects & departments. What s the life cycle? Can retention be automated? o Roles: What will the project manager s role be in SharePoint? Implementation: o Documentation Solution: Document so that everyone knows the solution o Training: Every organization should provide training Info Architecture/Taxonomy Navigation: How is a user going to navigate? User Interface: o Single SharePoint Site Collection with all Projects o Rolling Up Specific Content to Top Level o Consistent Site Layout/Structure How is Content Divided Up?: List/Library vs. Site/Sub-site, Global and Local Navigation Page 1 of 5 SharePoint and Project Notes Updated: 5/27/13

2 Document/Content Management Content Types: Document Templates Workflows o Out of the Box o SharePoint Designer Custom o Third Party Vendor (Nintex & K2 have high powered workflows that interact w/other applications) Site Columns, Content Approval, Check-Out & Versioning Project/SharePoint Roles Project Specific Roles o Project Manager, Team Members, Team Leads, Executive Sponsor & Project Sponsor/Director SharePoint Specific Roles o SharePoint Owner, Member, Approver & Visitor SharePoint Training: SharePoint training based on roles: Owners Need the Most Training Members Visitors Permissions Adding Content Lists/Libraries Navigating Around SharePoint Creating Sites Adding Metadata Opening and Reading Documents Document Management Features Creating Personal Views Lists and Libraries Connecting to Office Web Parts & Much More Tracking Projects Project Sites FAB 40 Template (SharePoint 2007 & 2010) o Project Tracking Workspace o Budgeting & Tracking Multiple Projects o Change Request Management o IT Team Workspace Team Sites (all versions) comes with docs, calendar, task list, announcements & discussion forum Project Site (SharePoint 2013) o Basic Team Site o Automatically Includes Task List & Timeline o Notebook (a.k.a. OneNote) good collaboration tool/everyone on the team has a connection to it o Office Web App the equivalent to Google Docs (can have up to 10 co-author s at the same time works on any browser) 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) can overlay multiple calendars Issues List (all versions): Bug Tracking Contact List (all versions): Contact Information Customer List (all versions): Milestones, Overall Project Master List Access Services Future Info Path support is up in the air right now: SharePoint Enterprise (version 2010 & 2013) Page 2 of 5 SharePoint and Project Notes Updated: 5/27/13

3 o Tables, Queries, Forms, Reports o Issues Web Database & Projects Web Database SharePoint 2010: Web Databases SharePoint Sites SharePoint 2013 o SharePoint Apps o Need Access 2013 o Creates SQL Database per Access App can then report off SQL info Microsoft Project 2010/2013 Purpose for Microsoft Project & SharePoint?: Synchronize Tasks Microsoft Project 2010/SharePoint 2010 o Create or Overwrite Task or Project Task List o Tasks & Subtasks Difficult o Create Custom Fields in Microsoft Project map fields to SharePoint Microsoft Project 2013/SharePoint 2013 o Create or Overwrite Task or Project Task List o Tasks & Subtasks are Separate & Easy to Use o Create Custom Fields in Microsoft Project map fields to SharePoint Demo SharePoint 2013 requires Project Professional 2013 to do these syncs: Look & Feel: SharePoint 2013 has a very stark/white look & feel Sync with SharePoint: Have a project plan, Save As, Sync with SharePoint: o You can create a site from Project, and sync with an existing site and the tasks sync o Pulls the project tasks into the SharePoint task list o Can add column (ie: Notes), Info, Map Fields, Notes Notes, OK have to map to SharePoint field o Master Projects don t work well Sync to Project: In SharePoint, you can have a task list per project, and can then also sync the SharePoint list to Project using List, Open with Project Light-Weight Projects Sites: The Sync to Project is used for light-weight projects can have one overall project site with subsites per project MySite Tasks: MySite rolls up tasks from SharePoint, Project Server 2013 & Exchange 2013: o Can update tasks with %Complete and this works well for simpler projects o Tasks falls off the task list s active view when 100% Complete o This does not sync with Microsoft Project timesheets used for light-weight projects Connecting to Documents Document Management Features Ensure One Version of the Truth share docs with another user (or send a link) / user needs site access Content Types/Site Columns (SharePoint ) o Document Templates can put a template in the menu/then saves to SharePoint site o Metadata doc template contains applicable metadata/tags (can then create a document views) o Persistent Workflows o Document Sets (SharePoint 2010 & 2013) Content Approval: Doc not available until approved Check-Out vs. Collaboration (SharePoint ) o Check-Out on Documents Only o Office Web App/Office Co-Authoring Capabilities Versioning: Major & Minor with Desired Number of Versions Retained Page 3 of 5 SharePoint and Project Notes Updated: 5/27/13

4 Connecting to Tasks Used to Relate Content (lists & libraries) Lookup Column (SharePoint ) o Connects Lists Relationally o Enforce Relationship Behavior (2010 & 2013) o Limited to the SharePoint Site Displaying Tasks/Associated Documents o Web Part Connections Web Part Pages o Default Display Form Communications & Alerts Alerts You can set up yourself (or someone else) to receive SharePoint alerts: Powerful Tool: SharePoint Alerts are Very Powerful and Most Overlooked Tool Automatic Communication: 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 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 : Adv Workflows to Alert/Interact with Content, Conditions & Actions 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 ) Tag Content, Lists/Libraries or Pages Following (SharePoint 2013) Followed Content is Available in My Site Web Parts & Views: Quick Look at Important Info: Resources SharePoint 2007 FAB 40 o SharePoint 2010 FAB 40 o Microsoft Office SharePoint and Project o Page 4 of 5 SharePoint and Project Notes Updated: 5/27/13

5 Project Server (Richard Courtney) Depending on department needs, you can have a variety of plans from simple lists in SharePoint to full blown plans in Project Server. SharePoint Task Lists SP Foundations 2013 provides new features that support lightweight project management without PWA Can opt to view SharePoint task list in Project Center Once connected to Project Center you can include tasks list projects in reports & include assignments in resource availability analysis Task List projects can be promoted to full Enterprise Projects Project Management Progression SharePoint Tasks w/o Project Server, with Project Professional, Synced & Visible in Project Server, or Project Demo PWA is the SharePoint environment of Project, and has a number of sites Project sites & SharePoint sites: SharePoint Tasks Lists o Can update tasks with %Complete simple interaction o SharePoint project lists can just be lists and not be in the Project Center Project Pro Task List: Can open a Task List in Project Professional: o Make updates, Save & Sync Project o Close project, refresh SharePoint and then changes made in project are now in SharePoint o Can add tasks to the lists, then sync to Project and the new tasks are in the Project Project Center: In Project Center, there are different icons that show if they re an Enterprise Project, or if it s a SharePoint Tasks List: o You can promote a Task List so that you can see it in PWA by clicking on the Projects Tab, Add SharePoint Sites, and you can add the selected SharePoint Site to Project Web App o Site Contents Open a project that is a project, you can only edit the tasks thru Project Web App Full-Fledged Project: You also have the ability to make a SharePoint list become a full-fledged project: o Site Settings, Connected SharePoint Sites, and you ll see options to activate & deactivate projects to change the mode o You can turn the list Active (and you can deactivate if needed to turn it back to a SP list) o This activated list is now a full project that shows as an enterprise project when you hover over the icon. Note: You don t want to go back & forth too often, and if there s a workflow associated with the project you can t turn it back to a SharePoint List. Page 5 of 5 SharePoint and Project Notes Updated: 5/27/13

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