The document outlines 7 ways to leverage Microsoft SharePoint for project management success. It describes how SharePoint can be used to (1) easily create a project management information system (PMIS) with minimal technical skills, (2) efficiently manage project information through centralized document storage and version control, and (3) facilitate project collaboration using document collaboration and team communication tools. Additionally, SharePoint can (4) seamlessly integrate with common project management tools like Microsoft Office and enterprise tools, (5) automate typical project processes through workflows, (6) generate relevant project reports and dashboards, and (7) enable mobile access to project information.
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7 Ways To Leverage SharePoint for Project Management Success
1. 7 Ways To Leverage SharePoint
For Project Management Success
Dux Raymond Sy, PMP
Hyatt Regency Cambridge
June 24, 2009
2.30pm – 3.45pm
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
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
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
16.
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
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
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