Dux Raymond shows how SharePoint can address common project management challenges such as Inefficient communication among stakeholders, poor document managementpractices and undefined project collaboration standards that can compromise project success. SharePoint provides a framework that can empower project managers to create a standards-based PMIS. Dux presented these slides in a live O'Reilly webcast on Feb. 27, 2009.

1. 7 Ways To Leverage SharePoint
For Project Management Success
Dux Raymond Sy, PMP
Innovative-e
February 27, 2009
10 am – 11 am (PST)

2. 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

3. Dux Raymond Sy, PMP
 Managing Partner, Innovative-E, Inc.
 Contract Author & Instructor, Learning Tree
International
 Author, “SharePoint for Project
Management” by O’Reilly Media
 For more information, connect with Dux
 E-Mail: dux.sy@innovative-e.com
 LinkedIn: meetdux.com/li
 Blog: meetdux.com
 Twitter: meetdux

4. Agenda
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Questions and Answers

5. Share
+
Point

6. 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 aspects of Web-based collaborative
solutions

7. What if SharePoint is a Car?

8.  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

10. 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

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

12. 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

13. Agenda
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Questions and Answers

14. #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

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

16. #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

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

18. #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

19. Example: Clarifying Requirements

20. #4 Seamlessly Integrate with PM Tools
 E-mail
 Microsoft Office
 Word
 Excel
 PowerPoint
 Project
 Enterprise tools
 Third Party Tools
 Project Publisher
 Intelligant

21. Synchronizing Excel + SP Video Demo: http://go.meetdux.com/czas

22. #5 Automate Project Processes
 Common project workflows
 Change Control
 Expense Reimbursement
 Vacation Request
 SharePoint workflows
 Three-State
 Custom workflows

23. Example: Change Request

24. #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

25. Example: Milestones Dashboard

26. #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

27. Agenda
 Why SharePoint?
 7 Ways to Leverage SharePoint for PM Success
 Questions and Answers

28. Questions?
?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: meetdux
?

29. Thank
You!
Innovative-e