SharePoint for Managing Projects. David Totten, SharePoint Consultant

Transcription

1 SharePoint for Managing Projects David Totten, SharePoint Consultant

2 About the Speaker Swimming and Roller Skating PMP, REP, MCTS SharePoint SharePoint Consulting David Totten,

3 Overview Define SharePoint Review Course Objectives Describe potential cost savings when utilizing SharePoint Demonstrate project management capabilities of SharePoint Summary

4 Objectives -1 Identify common problems in Managing Projects > No Matter what Organization you work for there are common problems faced by all PMs Wars Meetings Wars

5 Objectives -2 Demonstrate how SharePoint can help Project Managersovercome various communication problems compiling reminding

6 Objectives -3 Describe how SharePoint can enhance Co Workersproject communication initiatives CMS Accountability

7 Common Problems Poor document management > A lot of project related documents are kept on people local computer systems Inefficient status reporting >visual web based reports Poorly conducted meeting >successful meetings = successful projects Gaps in change control management No template reuse Inefficient communication >How much time on .. Send 50 s a day Gaps in Requirement Gathering

8 What is SharePoint Web Based System Key Components v2007 Key Components v2010 Integrates with systems CMS free WSS free SharePoint Foundation server 2010 Access Database Oracle Database Centralization MOSS SharePoint 2010 Server SAP

9 Site Structure and Hierarchy Site Administration Templates Reporting visibility for Senior Mgt Site collection UrLLinks budget dept. Calendar Budget dept. Subsites Project(z) Calendar Audit dept. Project(x) Project(y) Top-level sites UrLLinks Audit dept.

10 BT Financial Groups-40 PMs Problem take the manual processes out of chasing people for information and copying it from other systems Solution automating the process of extracting information from other systems and populating this data into forms Result PMs save 3 hrs a week Resulting in 5000hrs Savings of 490K

11 BT Financial Groups-40 PMs Problem searching for documents phoning contributors updating and consolidating multiple spreadsheets maintaining older versions of spreadsheets for auditing purposes Solution Meta data search and versioning Result Resulting in 420hrs per year Savings of 50K

12 Architecture -2 web servers -2 MS SQL Database Servers

13 Document Management Capabilities Versioning Meta Data Security Workflows Search Approve / Reject Audit Capabilities

14 Document Management

15 Document Management

16 Meetings

17 Meetings Centralization Template for Structure and Order Historical Snapshot Time Mgt Cross Training Road Map Decisions Requirements Validation

18 Meetings Cross Training Road Map Decisions Requirements Validation Updated and goes out Accountability

19 Change Mgt -Workflows Serial workflows Parallel workflows Document Retention Electronic Signatures Example Vacation / Conference Room Calendar Problem long response time

20 Security

21 Security

22 Security

23 Security

24 Security

25 Status Reporting Report Visibility for Executive Management John Carol

26 Reporting Project Closure

27 Reporting -WebEx -NetMeeting -GoTo Meeting

28 Gathering Requirements WIKIs Hawaiian term for "quick" online destination where users can freely create or edit Web page content Lessons Learned, FAQs Discussion Boards Wars Message Threads RFPs and SOPs, Proposal Reduced Paper Trail Document Work Space Project Based on Doc SOP Proposal, RFP

29 Gathering Requirements Yearly Reviews -Ethics Docs -HR Policys

30 Project Closure Task Capabilities Templates Surveys

31 Project Closure Task

32 Summary Document management > Many projects based on getting a document out Status reporting >visual web based reports and it compliments WebEx and GoTo Meeting Meetings Mgt >successful meetings = successful projects Change control management Template reuse Project Communication >How much time on .. Send 50 s a day Requirement Gathering

33 Summary Cost Savings - BT Financial Groups- 40 PMs Problem take the manual processes out of chasing people for information and copying it from other systems Solution automating the process of extracting information from other systems and populating this data into forms Result PMs save 3 hrs a week Resulting in 5000hrs Savings of 490K

34 Other Capabilities Capabilities PMO Regulatory Compliance Inventory Mgt Configuration Mgt