7 Ways to Leverage SharePoint for Project Management Success
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This document outlines how SharePoint can be leveraged for project management success. It discusses challenges in project management like lack of standardized processes and ineffective information management. It then explains how SharePoint enables efficient document storage, team collaboration, automated processes, and mobile access. The presentation identifies 7 ways SharePoint supports project management, including easily creating a project management information system, storing project artifacts, facilitating collaboration, enhancing communication, automating processes, generating reports, and enabling 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 November 4, 2009 11.30am – 1pm
- 2. Presentation 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 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 Challenges of Project Management Why SharePoint? 7 Ways to Leverage SharePoint for PM Success Questions and Answers
- 6. Challenges of Project Management Lack of Standardized Process Poor Communications Ineffective Project Information Management Centralized Repository Traceability Access Privileges Relevance Reporting Inefficient Team Collaboration
- 7. Agenda Challenges of Project Management Why SharePoint? 7 Ways to Leverage SharePoint for PM Success Questions and Answers
- 9. 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” Key components Windows SharePoint Services (WSS) 3.0 Microsoft Office SharePoint Server (MOSS) 2007
- 10. What if SharePoint is a Car? Car SharePoint Purpose: Purpose: What’s required? What’s required?
- 12. 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
- 13. 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
- 14. What’s out there? Microsoft SharePoint Microsoft Project Server Clarity Primavera Web-based Google Team Site Basecamp Zoho
- 15. In a Perfect World PMIS should be appropriate to PM Maturity, skill set and existing tools Accessibility Information needed can be accessible in a central location Traceability One-stop shop Team collaboration Easily work with colleagues whenever, wherever, and however
- 16. Agenda Challenges of Project Management Why SharePoint? 7 Ways to Leverage SharePoint for PM Success Questions and Answers
- 17. #1 Easily Create a PMIS PMs can create relevant PMIS Define PMIS components Enable stakeholder access If deployed appropriately, IT does not have to deal with Updating content Defining account privileges Maintaining a document repository
- 18. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
- 19. #2 Efficiently Store Project Artifacts 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
- 20. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu
- 21. #3 Facilitate Better Collaboration Project information collaboration Maintain project artifacts in libraries Jointly develop documents with document workspaces Team collaboration Requirements clarification with discussion boards Initiate and maintain meeting artifacts with meeting workspaces Document lessons learned with Wikis
- 23. #4 Enhance Communication Right information for the right stakeholder at the right time Tasks Schedule Reports Dashboard Relevant project information access Appropriate privileges can be defined based on project communication needs
- 24. #5 Automate Project Processes Common project workflows Change Control Expense Reimbursement Vacation Request SharePoint workflows Three-State Custom workflows
- 26. #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
- 28. #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
- 29. Agenda Challenges of Project Management Why SharePoint? 7 Ways to Leverage SharePoint for PM Success Questions and Answers
- 30. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: meetdux How did you like the presentation? http://sp.meetdux.com/post_feedback.aspx
- 31. Thank You!