Using SharePoint to Manage Project Documentation

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1 Using SharePoint to Manage Project Documentation Oakwood Systems Group, Inc. Lloyd Miller, PMP Director of Delivery Assurance Glenn Goldberg, VTS-P SharePoint Practice Manager

2 Oakwood Vision & Mission Oakwood Systems Group is focused on creating business value with technology solutions crafted to maximize our clients success. Founded in 1981, Oakwood s historical perspective coupled with current expertise in established and emerging technologies provides a unique valueadd to organizations of all sizes across the U.S. Our deep relationship with Microsoft, coupled with our extensive capabilities across the Microsoft platform, make us the preferred provider of Microsoftbased technology solutions, delivered professionally to our clients specifications and expectations. 2

3 Technology & Services Capabilities Infrastructure Technology Solutions Active Directory Server Platform Identity Management Systems Management Desktop Deployment Messaging / Communications Security Online Services Business Technology Solutions Application Development Business Intelligence Portals and Collaboration Enterprise Content Management Mobility Solutions Application Integration Web Development Online Services Enterprise Advisory Services Assessments and MS Packaged Services Project Management Consulting and Tools Business Process Consulting IT Services Management Consulting & Services Roadmaps and Remediation Enterprise Architecture 4

4 Discover3D Oakwood s Engagement Architecture Account Management Delivery Assurance Methodology Delivery Excelleration Methodology TM Project Management Methodology Engagement Approach IDENTIFY DESIGN BUILD DEPLOY MANAGE Supporting Processes 6

5 Oakwood s Relationship with Microsoft Competencies and Designations 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 2011 Microsoft Partner of the Year 7

6 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 Virtually No Discoverability of Content 10

7 Content Proliferation Documents stored in: 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 single sourcing 11

8 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 Code Versioning and Copy Tracking 12

9 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 Content Types 13

10 Large File Issues Project documents ed back and forth usually blocks files over 10 MB in size Copy after copy is often stored in Exchange or 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 SharePoint Large File Handling 14

11 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 Document Sets and Workflows 15

12 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 Microsoft Project Synchronization 16

13 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 Classification with Metadata and Ratings 17

14 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 Microsoft Project Synchronization Virtually No Discoverability of Content Classification with Metadata and Ratings 18

15 Project Portal Demo 19

16 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 Roles: Contributors vs. Read Only 7. Integration Points 20

17 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 Sites can still be customized on a project by project basis 21

18 Questions? 22

19 Thank You Glenn Goldberg, Microsoft VTSP Oakwood Systems Group Practice Lead Portals, Collaboration and ECM Twitter: ggunk 23

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