How to Best Manage SharePoint Projects @ SUGDC

How to Effectively
Plan, Execute & Control
SharePoint Projects

Dux Raymond Sy, PMP

Watch video recording http://vimeo.com/24266516

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

Twitter: @meetdux #sugdc

Dux Raymond Sy, PMP, MVP
¡  Managing Partner, Innovative-e, Inc.

¡  SharePoint Server MVP

¡  Author, “SharePoint for Project
Management” by O’Reilly Media

¡  For more information, connect with Dux

¡  E-Mail: dux.sy@innovative-e.com

¡  Twitter: twitter.com/meetdux

¡  LinkedIn: meetdux.com/li

¡  Blog: meetdux.com


Agenda

¡  Can’t We Just Focus on the Technology?

¡  Establish Success Criteria


¡  Develop Relevant Project Plan

¡  Execute and Control the SharePoint Project

¡  Questions and Answers


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


SharePoint Implementation Continuum

Draconian IT Governed Wild Wild West
Control Empowerment Chaos


What are the key steps?


¡  Define Project Objectives




Agenda

¡  Can’t We Just Focus on the Technology?



¡  Define Project Objectives



¡  Questions and Answers


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


Establish Rules of Engagement
¡  Project Phases
¡  Initiation
¡  Planning
¡  Execution
¡  Control
¡  Closing

¡  Roles and Responsibilities

¡  Project Communication

¡  Project Tracking


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


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


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


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


Example: Prioritizing SharePoint Features


Proper Requirements Development

Watch: Best Practices in Gathering Requirements
for SharePoint Projects http://bit.ly/cwdCBp


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?


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.


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


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


What Are You Estimating For?

Duration Work Resource

Attend SPSATL

Paint This Room

Install SharePoint 2010
on Single Server


Create the Network Diagram
¡  Identify task dependencies

Watch: Project Planning 101 http://bit.ly/3Md01E


Create the Schedule


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


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


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


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


Key Steps in Project Tracking
¡  Monitoring Progress

¡  Analyzing Status

¡  Correcting the Schedule

¡  Managing Changes


Example: Tracking Progress Effectively


Questions?

E-Mail: dux.sy@innovative-e.com

LinkedIn: meetdux.com/li

Blog: meetdux.com

Twitter: meetdux

How did you like the presentation?
http://meetdux.com/feedback/


How to Best Manage SharePoint Projects @ SUGDC

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