SharePoint for Project Management (2016)

for Project Management (2016)
@wandersick

Teaser – Traditional Scenario
Image source: SharePoint Comics - Microsoft TechNet Blogs
https://blogs.technet.microsoft.com/sharepointcomic/2009/03/19/sharepoint-comics-comics-on-sharepoint/
Q: Which 2 features of
SharePoint solve this?
A:
• Document Library
• Get a link / Share

Walkthrough (live demo) of SharePoint basics & project management
• Introduction – Why SharePoint? What are Sites, Lists, Libraries?
• Implementing Sites– Access, Creation, Customization & Sharing
• Tasks for Project Management– Integration with Microsoft Project
• More Features – File Versioning, Co-Authoring, Alerting & Syncing
• Q&A
This session will be recorded and slides will be shared on the
SharePoint site to be built as part of live demo
Agenda

Why SharePoint?
Implementing Sites
Tasks for Project Management
More Features
Q&A
SharePoint Introduction
Agenda

• Email for collaboration
- Hard to find the latest information or file version in a sea of emails
• File server for document collaboration and management
- Does not have document version control. Recovering every single save may not be possible with traditional
backup, and may need to go through I.T.
- Cannot collaborate on the same file concurrently
- No sharing or access over HTTP/HTTPS
• Calendar and task management
- Each member manage their own calendar and task list without centralization
• Searching for content within files and/or organization
- Without a powerful search engine to locate content. Only file names may be searched
• Checking for updates
- Cannot be alerted automatically when there is an update. Need to check manually
• Editing Office documents with third-party web apps
- Office documents not displayed or formatted properly
Limitations of Existing Approaches
SharePoint is the answer

Introducing SharePoint
A customizable platform of sites accessible by web browsers (and
native mobile apps) providing a variety of tools which facilitates
collaboration, file sharing, project management, and more.

Meet Monique, who is in trouble of project coordination…
“SharePoint in Simple English” – http://youtu.be/s12Jb5Z2xaE from the SharePoint End User Content Team at Microsoft
Why Manage Projects with SharePoint? (Video)

• Growing strong since its launch in 2001
• Available as a part of Office 365 suite, Azure-hosted & on-premises
• Integration with Microsoft products
• Export lists to Excel, Open calendars/tasks in Outlook/Project, etc.
• Commercially, SharePoint is leveraged broadly
• Lots of enterprises already using SharePoint
• >160 million users across 75,000 customer organizations (until Nov, 2015)
• Strong SharePoint community, e.g. SharePoint Saturday HK
• MCSE and MCSD – SharePoint certification available
SharePoint is Everywhere

SharePoint Community
Local SharePoint events
Image source: SharePoint Saturday Hong Kong
https://niftit.com/sharepoint-saturday-hong-kong-recap/

SharePoint Site
O365 Menu
Ribbon
Search
Top-Link Bar
Quick-
Launch Bar
(Access
Apps)
Web Parts
of Apps
(Lists &
Libraries)
Notifications & Settings

Sites, Lists & Libraries (Apps)
http://youtu.be/SMPRW7YJ98g

Document
Library (as a
web part)
Document Library
Apps (Lists & Libraries) & Their Parts

Document
Library
Announcement
& Discussion
Project
Summary
(Timeline-view)
Lists & Libraries (Apps) on a Sample Site
Project Summary (Task-view)

Document
Library
(Another)
Calendar

‘Gantt view’ of
Tasks app

‘My Tasks’ view
of Tasks app

Implementing Sites
More Features
Q&A
Implementing Sites
Agenda

Logging In to SharePoint Online
http://portal.office.com/

 Take note of your unique address
bit.ly tinyurl.com
http://.../SiteName
ShortURL
Creating a Site

Introducing Wiki Page
• A wiki page is any page with a top-right ‘Edit’ button
• Home Page of Team Site template set during site creation
• For other site templates, this can be manually added as an app (Wiki Page) or enabled as
home page under Manage Site Features
• Similar to Wikipedia: Create a new wiki site page, link (or crosslink) existing
pages using [[…]] wiki syntax
• WYSIWYG (What You See Is What You Get) editing experience

Manually Activate ‘Wiki Page Home Page’

Manually Activate ‘Project Functionality’

inviting
Sharing a SharePoint Site

Advanced User Management
• Permission levels
• Members: Contribute
• Owner: Full Control
• Visitors: Read
• Manage users
and groups

 Manage Contents (e.g. Apps & Sites)
 Access Recycle Bin
“All Site Contents” – Manage All Things Here

All Site Contents – App Settings / Removal

• Create a new project site. Take note of its address. Shorten it
• Add an app and its web part to site homepage. Adjust properties
• Share the site with more members with different groups/permissions
• Try modifying existing group members and/or permissions
• Try creating a new document by clicking ‘new…’ and/or uploading
• Search the created document with wildcard ‘*’
• Get a URL for the document and share it with others within SharePoint
• Create an event on a calendar. Drag it to another date
• Create a task with an expired due date. Observe it on Project Summary in the site homepage
Exercise 1

Implementing Sites
More Features
Q&A
Agenda

https://myignite.microsoft.com/sessions/20582

1. Creating a Task
a. Under Tasks app, click ‘new task’ to create a task

1. Creating a Task
b. Fill in the remaining columns, e.g. select a due date, then click ‘Save’

1. Creating a Task
c. The new task has been created

1. Creating a Task
d. Viewing properties of the created task

2. Creating a Sub-Task
a. Click ‘…’ on a parent task, and click ‘create subtask’

b. Fill in the remaining columns, e.g. select a due date, then click ‘Save’

c. The new sub-task has been created

3. Adding a Task to Timeline
a. The parent task has been added on the timeline. The sub-task will be added next

b. On the sub-task, click ‘…’, and click ‘add to timeline’

c. The sub-task has been added on the timeline. Notice the extended time range

4. Displaying a Task as Callout
a. Select a task on the timeline. Under ‘Timeline’ tab of ribbon, click ‘display as callout’

4. Displaying a Task as Callout
b. The task is now displayed as a callout. Try dragging it to move its position

a. Try modifying the visual properties of tasks on timeline, e.g. changing colors
5. Changing Visual Properties of Timeline

b. The color of the task on the timeline has been changed from blue to purple
5. Changing Visual Properties of Timeline

6. Friendly Dates
 For readability, friendly dates (e.g. Yesterday, Monday) are on for days close to today

a. Under Tasks app, click ‘Lists’ on the ribbon, and click ‘Open with Project’
7. Opening Tasks List in Microsoft Project

b. Tasks on SharePoint can be edited in Microsoft Project
7. Opening Tasks List in Microsoft Project

a. Click Save to sync. Optionally map fields which needs to be synced
8. Sync between Project and SharePoint

b. Optionally sync by specifying a site and task list
8. Sync between Project and SharePoint

Implementing Sites
More Features
Q&A
More Features
Agenda

 Co-Authoring
 Checking Out/In
 Version History
 Alerting
 OneDrive for Business
 Mobile Apps
 And more…
More SharePoint Features

Co-Authoring
 Multiple
without
conflicting
Difference in behavior among Office versions
 Office Online/2016: Edits can be seen in real time in each other’s applications
 Office 2013/2010: Paragraphs edited by others are unavailable until document is saved by
the other end Image credit: https://blogs.office.com/2015/10/30/word-real-time-co-authoring-a-closer-look/

Check Out
 A checked out document cannot be
edited by others
Checking Out/In
Prevent others from editing a file
66
Check In
 Check in a document you currently have
checked out
 Optional: Input comments about
changes made and log into version
history
Discard Check Out
 Check in a document you/others
currently have checked out,
discarding any changes made

Version History
 Enabling recovery
every previous version
67
Indicates who
made the change

Alerting
Proactively receive updates on things modified by others

Syncing with OneDrive for Business

Mobile Access – via Web or Apps

• Add a task to timeline, display it as a callout and
change its colors
• Open Tasks app in Microsoft Project Professional,
observe the timeline. Make edits there and save
(sync bi-directionally)
• Create multiple site pages using wiki [[…]] syntax and
link back and forth
• Create alerts on a document library and a discussion
board. Ask member to post. Set them to alert at
once when anything changes
• In the document library, try editing a Word
document concurrently with a member using Word
Online. Make a few edits. Do the same again with
Word 2010/13 application. Notice the difference in
user experience
• Try restoring the Word document to the earliest
revision
• Try deleting a document and restore it from Recycle
Bin
• Check your personal mailbox (many alert emails
should be received)
• Edit site using SharePoint Designer 2013 (optional
free download)
• https://www.microsoft.com/en-
us/download/details.aspx?id=35491
Exercise 2

SharePoint for Project Management (2016)

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