Managing Projects with SharePoint

Transcription

1 Managing Projects with SharePoint Building a Collaborative Project Management System with SharePoint 2013 PRESENTED BY: Brittany Kwait, PMP October 2014 [email protected]

2 At the conclusion of this session, participants will be able to: Understand common pitfalls of Project Management Information Systems Understand the basics of building out a PMIS in SharePoint 2013 Publish a project schedule from Microsoft Project 2013 to SharePoint Better monitor and control project work, manage communications, and engage stakeholders through use of interactive, automated project status dashboards

3 What is your involvement with projects in your organization? 1. Drone 2. Stakeholder 3. Lord & Master Do you use SharePoint to manage projects today? 1. No 2. No, but we have another EPM tool 3. Yes we use SharePoint for some projects 4. Yes we use SharePoint for all projects Do you use MS Project to manage project plans today? 1. No 2. Oh God no! 3. Yes we use Project for some projects 4. Yes we use Project for all projects

4 I SHAREPOINT! And want you to, too! Managing projects since 2005 Working with SharePoint since 2007 PMP Microsoft Project certified Fun Fact: *Almost* moved to Siberia! Brrrrr! SharePoint Solutions COE lead and Managing Consultant at Protiviti Solution Architect for 45+ CPM deployments across the Americas Implemented collaborative PM on SharePoint for various industries including Healthcare, Education, Government, Legal, Manufacturing, and IT

5 Session Outline 1. Introductions 2. The Are you a secretary? quiz 3. Collaborative PM Level Collaborative PM Level Qs & As

6 The Are You a Secretary? Quiz! Q1: Are you a Project Manager? Q2: Do you manage projects?

7 The Secretary Cycle The Bad 1. Create project charter in Word, project plan (WBS) in Project, and new R isk A ction I ssue D ecision logs in Excel 2. Save to SharePoint/Desktop/Fileshare 3. Send Charter as attachment for approval to project sponsors 4. Revise documents 5. Repeat steps 2 & 3 until first acceptance and baseline 6. Disseminate work to project team Via.mpp, Excel logs Via 7. Get updates from project team Via Via project meetings

8 The Secretary Cycle The Ugly 8. Nag for updates from project team a. that increases in frequency and use of the B, I, U buttons b. Mildly threatening voic s c. Desk drive-bys 9. Repeat step 8 until ten minutes before the status report is due 10. Replan the project 11. Communicate the latest project plan via 12. Recommunicate the latest project plan via when someone questions a date/status because they have a previous version 13. (Optional) Repeat steps 1 13 for the new big project, never formally or informally completing the current one

9 The Project Manager s Dilemma Often the biggest challenge Project Managers face is that people believe Project Management is only for Project Managers.

10 Collaborative PM on SharePoint: Level Team Site to Project Template in 3 moves 2. Team Site to Project Template in 30ish moves 1. Pre-defined lists for project artifacts (tasks, issues, etc.) 2. Baked-in PM processes 3. Project Status Reporting

11 End Result of Demo: Informal Project Template

12 Sample of a basic Issue in our PMIS

13 Collaborative PM on SharePoint: Level 200 Learnings 1. Make it a Solution, make it a site but whatever you do, don t make it SharePoint! 2. Configure apps, configure nav, configure collaboration 3. Bake in processes

14 Microsoft Project Me, Then Me in 2009: And 2010: The year of Russian Roulette

15 Collaborative PM on SharePoint: Level Templates with prefabricated structure and content for various project sizes or types 2. SharePointize files that can, better management for files that cannot 3. Baked-in charter, stage-gate, and deliverable approvals 4. MS Project and SharePoint Sync! 5. Data rollup using Content Search/Query web parts 6. NOt a lot of CODE

16 End result of demo: Mature Project Template

17 Template Ideas Project Summaries (single-line statuses) Informal Projects Formal Projects PMO Employee Onboarding Project Marketing Project Software Development Project Annual Compliance Audit Policies & Procedures Lessons Learned Repository Annual Customer Satisfaction Survey SCRUM (w/ workflow) Audit remediation issues

18 The Project Management Hero Cycle 1. Create new project site from predesigned template 2. Draft charter & project plan (in MS Project template in site document library) 3. Use SP Approval workflow to get project initiation sign-off 4. Team easily locates & updates work 5. Nagging (sorry.) 6. Quickly click through automated reports during status update meetings 7. Continual replanning (and MS Project syncing) 8. Project interruptions like change requests and issues are quickly documented and communicated 9. Sponsors locate project site to view latest plan 10. Team members and sponsors are accountable and responsible for managing their portion of a project, allowing you to actually take a vacation completely funded by your bonus for Project Manager of the Year!

19 Will you now use SharePoint to manage projects today? 1. Um probably not 2. I won t, but I will enthusiastically tell someone else to do it on my behalf 3. Yes I can see using SharePoint for some projects 4. Yes I can definitely see how much better my workday would be by managing all projects collaboratively with SharePoint

20 Q C Brittany Kwait, PMP Solution Architect SharePoint Consulting [email protected] Powerful Insights. Proven Delivery. sharepoint.protiviti.com