How to Plan and Manage SharePoint Projects #hkspc
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This document outlines key steps for effectively planning, executing, and controlling SharePoint projects. It discusses establishing success criteria by defining goals and priorities. It emphasizes collaboratively engineering solutions by educating executives and stakeholders on SharePoint's business value. The document also covers developing relevant project plans by defining objectives, work breakdown structures, schedules, and staffing needs. It concludes with guidance on executing and controlling projects through tracking progress, analyzing status, and managing changes.
How to Plan and Manage SharePoint Projects #hkspc
- 1. How to Effectively Plan, Execute & Control SharePoint Projects Dux Raymond Sy, PMP, MVP Video Recording: http://vimeo.com/31946187
- 2. Presentation Objectives ¡ In this presentation, you will learn the essential components of delivering successful SharePoint projects ¡ In addition, you'll learn key techniques in: ¡ Establishing Project Success Criteria ¡ Collaboratively Engineer a Solution ¡ Developing Relevant Project Plan ¡ Executing and Controlling a SharePoint Project
- 3. Dux Raymond Sy, PMP, MVP ¡ Managing Partner, Innovative-e, Inc. ¡ SharePoint Server MVP ¡ For more information, connect with Dux ¡ E-Mail: dux.sy@innovative-e.com ¡ Twitter: twitter.com/meetdux ¡ LinkedIn: meetdux.com/li ¡ Blog: meetdux.com
- 4. Agenda ¡ Can’t We Just Focus on the Technology? ¡ Establish Success Criteria ¡ Collaboratively Engineer a Solution ¡ Develop Relevant Project Plan ¡ Execute and Control the SharePoint Project ¡ Questions and Answers
- 5. Typical Implementation Scenarios ¡ Pilot deployment for IT then magically it becomes an enterprise production deployment ¡ No planning ¡ Everything is ad-hoc ¡ No budget earmarked ¡ Heavily customized implementation by techies lacking SharePoint skillz
- 6. SharePoint Implementation Continuum Draconian IT Governed Wild Wild West Control Empowerment Chaos
- 7. What are the key steps? ¡ Establish Success Criteria ¡ Collaboratively Engineer a Solution ¡ Define Project Objectives ¡ Develop Relevant Project Plan ¡ Execute and Control the SharePoint Project
- 8. Agenda ¡ Can’t We Just Focus on the Technology? ¡ Establish Success Criteria ¡ Collaboratively Engineer a Solution ¡ Define Project Objectives ¡ Develop Relevant Project Plan ¡ Execute and Control the SharePoint Project ¡ Questions and Answers
- 9. Key Steps to Define Project Success ¡ Why is SharePoint being implemented? ¡ What is the Priority? ¡ Time ¡ Cost/Budget ¡ Scope ¡ Identify Key Stakeholders ¡ Sponsor ¡ Customer ¡ Team
- 10. Establish Rules of Engagement ¡ Project Phases ¡ Initiation ¡ Planning ¡ Execution ¡ Control ¡ Closing ¡ Roles and Responsibilities ¡ Project Communication ¡ Project Tracking
- 11. Agenda ¡ Can’t We Just Focus on the Technology? ¡ Establish Success Criteria ¡ Collaboratively Engineer a Solution ¡ Define Project Objectives ¡ Develop Relevant Project Plan ¡ Execute and Control the SharePoint Project ¡ Questions and Answers
- 12. Executive SharePoint Ignorance is Not Bliss ¡ Execs ordered SharePoint to be deployed ¡ Do they REALLY understand the value of SharePoint to the organization? ¡ Is the budget realistic? ¡ As the enlightened ones, it’s our responsibility to raise executive awareness about SharePoint ¡ Read “5 Reasons Why Executive SharePoint Ignorance is Not Bliss” http://go.meetdux.com/393b
- 13. Educate and Engage the Business ¡ SharePoint is more than just a glorified network share ¡ Stress that SharePoint is a platform ¡ Tip: Address their pain points ¡ Provide high-level technology overview ¡ Discuss business challenges ¡ Map it to a SharePoint Solution
- 14. Don’t Call It SharePoint! ¡ Generic Solutions ¡ Corporate Intranet ¡ Content Management ¡ Specific Solutions ¡ Employee Onboarding System for Human Resources ¡ Conference Room Scheduling System for Facilities ¡ Project Management Information System for PMs ¡ System Integration ¡ Custom Application Development
- 15. Keep Priorities In Order ¡ You can’t do it all! ¡ What business need should you solve first? ¡ What are common features that can be deployed? ¡ Project scope must be limited and specific ¡ What’s important? Time? Budget? Functionality? ¡ Tip: Involve decision makers in planning and prioritization ¡ Read “How to Prioritize Business Needs When Implementing SharePoint” http://go.meetdux.com/sbyv
- 16. Example: Prioritizing SharePoint Features
- 17. Proper Requirements Development Watch: Best Practices in Gathering Requirements for SharePoint Projects http://bit.ly/cwdCBp
- 18. Agenda ¡ Can’t We Just Focus on the Technology? ¡ Establish Success Criteria ¡ Collaboratively Engineer a Solution ¡ Define Project Objectives ¡ Develop Relevant Project Plan ¡ Execute and Control the SharePoint Project ¡ Questions and Answers
- 19. Define Project Goal ¡ A clear, quantifiable statement of project intent ¡ Why is the project being undertaken? ¡ What will the project achieve? ¡ Who is the customer? ¡ When is the deadline? ¡ Where will the project be implemented? ¡ Any constraints?
- 20. Project Goal Example The current SharePoint 2007 intranet will be upgraded to SharePoint 2010 throughout the university in order to increase adoption and reduce IT support requirements. The upgrade should be completed a month before Fall semester begins.
- 21. Identify Relevant Deliverables ¡ Apart from the end product, what are the essential project artifacts and or milestones that needs to be completed? ¡ For example: ¡ Governance Plan ¡ Training ¡ Content Migration ¡ SharePoint 2010 Installation and Configuration
- 22. Agenda ¡ Can’t We Just Focus on the Technology? ¡ Establish Success Criteria ¡ Collaboratively Engineer a Solution ¡ Define Project Objectives ¡ Develop Relevant Project Plan ¡ Execute and Control the SharePoint Project ¡ Questions and Answers
- 23. Define the Work Needed ¡ A WBS is a deliverable-based grouping of project tasks and an effective way to define and organize all of the work required to complete a project SharePoint 2010 Upgrade Content Install & Governance Training Migration Configure
- 24. What Are You Estimating For? Duration Work Resource Attend HKSPC Paint This Room Install SharePoint 2010 on Single Server
- 25. Create the Network Diagram ¡ Identify task dependencies Watch: Project Planning 101 http://bit.ly/3Md01E
- 27. IT, Can You Handle This? ¡ Implementation ¡ Do you have the relevant skillsets to plan, engage with the business, deploy SharePoint? ¡ Are key processes for release management, disaster recovery, auditing in place? ¡ Support and Maintenance ¡ What does the support structure look like? ¡ Resources available for maintaining related technologies? ¡ Future Releases
- 28. Staff Your SharePoint Project Realistically Committed Sponsor + Project Manager IT group • SharePoint developer • SharePoint infrastructure Business group specialist • SharePoint architect • SharePoint business analyst • SharePoint trainer • SharePoint designer
- 29. Agenda ¡ Can’t We Just Focus on the Technology? ¡ Establish Success Criteria ¡ Collaboratively Engineer a Solution ¡ Define Project Objectives ¡ Develop Relevant Project Plan ¡ Execute and Control the SharePoint Project ¡ Questions and Answers
- 30. How Do You Track Progress? “The only man who behaved sensibly was my tailor; he took my measurement anew every time he saw me, while all the rest went on with their old measurements and expected them to fit me. “ — George Bernard Shaw, Essayist and Nobel laureate
- 31. SharePoint Project Tracking ¡ Making time to gather intelligence about the progress of the project is a significant priority for the project manager ¡ What critical elements of a project do you track? q Schedule q Risks q Changes q _____________________ q _____________________ § Tracking with percentages doesn’t mean jack squat
- 32. Key Steps in Project Tracking ¡ Monitoring Progress ¡ Analyzing Status ¡ Correcting the Schedule ¡ Managing Changes
- 33. Example: Tracking Progress Effectively
- 34. Agenda ¡ Can’t We Just Focus on the Technology? ¡ Establish Success Criteria ¡ Collaboratively Engineer a Solution ¡ Define Project Objectives ¡ Develop Relevant Project Plan ¡ Execute and Control the SharePoint Project ¡ Questions and Answers
- 35. Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: meetdux
- 36. Thank You!