7 Ways To Leverage SharePoint For Project Management Success
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The document describes 7 ways to leverage SharePoint for project management success. It explains that SharePoint can be used as a Project Management Information System (PMIS) by enabling efficient document management, integrating common project management tools, and facilitating team collaboration. Additionally, SharePoint allows users to automate project processes, generate relevant project reports, and access the PMIS remotely on mobile devices. The document provides examples and demonstrations of how SharePoint can create a PMIS, manage project information, facilitate collaboration, integrate with tools like Excel and Outlook, automate processes, generate reports, and enable mobile access.
7 Ways To Leverage SharePoint For Project Management Success
- 1. 7 Ways To Leverage SharePoint For Project Management Success Dux Raymond Sy, PMP Regional SharePoint Users Conference Holiday Inn Dulles June 26, 2009 1.15pm – 2.15pm
- 2. Session Objectives After completing this presentation, you will be able to describe the benefits of utilizing SharePoint as a Project Management Information System (PMIS) In addition, you will be able to comprehend SharePoint’s capabilities to Enable efficient document management Integrate common project management tools Facilitate team collaboration Automate project processes Generate relevant project reports Allow mobile PMIS access
- 3. Dux Raymond Sy, PMP Managing Partner, Innovative-E, Inc. Author, “SharePoint for Project Management” by O’Reilly Media Contract Author & Instructor, Learning Tree International For more information, connect with Dux E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux
- 4. Agenda Why SharePoint? 7 Ways to Leverage SharePoint for PM Success Summary
- 5. Challenges of Project Management Project Information Management Centralized Repository Traceability Access Privileges Relevance Collaboration Real Time Offline Remote
- 7. What’s SharePoint? Allows individuals in an organization to easily create and manage their own collaborative Web sites Simplifies how people find and share information across boundaries, and enabling better informed decisions Seamlessly integrates with Windows and MS Office Does not refer to a specific product or technology Using the word “Microsoft SharePoint” is like using the word “Microsoft Office” Refers to several components of collaborative solutions WSS MOSS
- 8. What if SharePoint is a Car? Car SharePoint Purpose: Purpose: What’s required? What’s required?
- 10. WSS vs MOSS WSS is the core technology of Microsoft SharePoint Considered as the “engine” of SharePoint Provides document management and team collaboration tools WSS is available for free as long as your organization is utilizing Windows Server 2003 or above MOSS extends the capabilities of WSS Going back to our car analogy, MOSS provides extended capabilities such as GPS, a DVD system, Voice Commands, etc. Extended features include Enterprise search, Personalization, Enterprise Content Management, etc. Unlike WSS, MOSS is not available for free
- 11. What’s a PMIS? A standardized set of automated project management tools available within the organization and integrated into a system Used by the project management team to Support the generation and maintenance of project artifacts Facilitate communication and feedback Monitor project activities Control project changes Analyze and forecast project performance Contains real-time information essential for initiating, planning, executing, controlling, and closing a project
- 12. What’s out there? Microsoft SharePoint Microsoft Project Server Clarity Primavera Web-based Google Team Site Basecamp Zoho
- 13. SharePoint as a PMIS Individual projects can have a collaborative web site Access can be limited to the project team and appropriate stakeholders Project artifacts can be centrally stored and maintained Project communications can be streamlined Relatively easy to use IT intervention is minimal Based on familiar tools and technologies: Web, Windows, Microsoft Office
- 14. Agenda Why SharePoint? 7 Ways to Leverage SharePoint for PM Success Summary
- 15. #1 Easily Create a PMIS Technical skill requirement is minimal Microsoft Windows Microsoft Office Familiar with web browsing Easily define stakeholder access Based on project communication needs If deployed appropriately, IT does not have to deal with Updating content Defining account privileges Maintaining a document repository
- 17. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
- 18. #2 Efficiently Manage Project Information SharePoint provides various tools to effectively centralize and manage project information Project Schedule Project Documents Change Request Risk/Issue Log Budget Document management features Information storage Check-in/check-out Version control Content approval
- 19. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
- 20. #3 Facilitate Project Collaboration Document Collaboration Document Workspaces can be used to jointly develop requirements document, reports, templates, etc. Team Collaboration Wikis to document lessons learned Discussion boards for offline communication Meeting Workspaces to support project meetings
- 22. #4 Seamlessly Integrate with PM Tools E-mail Microsoft Office Word Excel PowerPoint Project Enterprise tools Third Party Tools Project Publisher Intelligant
- 24. Synchronizing Excel + SP Video Demo: http://go.meetdux.com/czas
- 25. #5 Automate Project Processes Common project workflows Change Control Expense Reimbursement Vacation Request SharePoint workflows Three-State Custom workflows
- 27. #6 Generate Relevant Reports SharePoint can be used to generate relevant Interactive summary of a project Project tasks information Automated alerts Dashboards can be created using Web Parts Red, Amber, Green (RAG) Status Key Performance Indicators (KPI) Charts
- 29. #7 Enable Mobile Access A mobile version of a SharePoint site is created automatically upon creation of a site Accessed via the subdirectory /m/ http://sharepointcafe/m/ Web pages are optimized and formatted for a mobile browser In addition, e-mail can be used to interact with a SharePoint PMIS
- 30. Agenda Why SharePoint? 7 Ways to Leverage SharePoint for PM Success Summary
- 31. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux
- 32. Summary You are now able to describe the benefits of utilizing SharePoint as a Project Management Information System (PMIS) In addition, you can leverage SharePoint’s capabilities to Enable efficient document management Integrate common project management tools Facilitate team collaboration Automate project processes Generate relevant project reports Allow mobile PMIS access
- 33. Thank You!