PMI Baltimore Presentation October 15, 2009

1. 7 Ways To Leverage SharePoint
For Project Management Success
Dux Raymond Sy, PMP
Ramada Inn Hanover, MD
October 15, 2009
6.00pm – 9.00pm

2. The Reality of Projects Today
 On a piece of paper, identify three challenges
you’ve faced in managing projects
 Once completed, submit to Dux

3. 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

4. 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

5. Agenda
 Challenges of Project Management
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Questions and Answers

6. Courtesy of NicksTrafficTricks.com

7. Challenges of Project Management
 Lack of Standardized Process
 Poor Communications
 Ineffective Project Information Management
 Centralized Repository
 Traceability
 Access Privileges
 Relevance
 Reporting
 Inefficient Team Collaboration

8. Agenda
 Challenges of Project Management
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Questions and Answers

9. Share
+
Point

10. 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

11. What if SharePoint is a Car?
Car SharePoint
Purpose: Purpose:
What’s required? What’s required?

12. SharePoint Geek Vagen

13. 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

14. 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

15. What’s out there?
 Microsoft SharePoint
 Microsoft Project Server
 Clarity
 Primavera
 Web-based
 Google Team Site
 Basecamp
 Zoho

16. 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

17. Agenda
 Challenges of Project Management
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Questions and Answers

18. #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

19. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu

20. #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

21. PM creates a PMIS Video Demo: http://go.meetdux.com/x8eu

22. #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. Example: Clarifying Requirements

24. #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

25. #5 Automate Project Processes
 Common project workflows
 Change Control
 Expense Reimbursement
 Vacation Request
 SharePoint workflows
 Three-State
 Custom workflows

26. Example: Change Request

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

28. Example: Milestones Dashboard

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

30. Agenda
 Challenges of Project Management
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Questions and Answers

31. 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

32. Thank
You!