PowerPoint Presentation

SharePoint for Managing Projects

David Totten, SharePoint Consultant

david@totten1.com

919-641-3327

About the Speaker

•Swimming and Roller Skating

•PMP, REP, MCTS SharePoint

•SharePoint Consulting

•David Totten, 919-641-3327

Overview

•Define SharePoint

•Review Course Objectives

•Describe potential cost savings when utilizingSharePoint

•Demonstrate project management capabilitiesof SharePoint

•Summary

Objectives - 1

•Identify common problems in ManagingProjects

> No Matter what Organization you work for there are common problems faced by all PMs

Email

Meetings

Wars

Wars

Objectives - 2

•Demonstrate how SharePoint can help ProjectManagers overcome various communicationproblems

compiling

reminding

Objectives - 3

•Describe how SharePoint can enhance CoWorkers project communication initiatives

CMS

Accountability

Common Problems

•Poor document management

> A lot of project related documents are kept on people local computer systems

•Inefficient status reporting

>visual web based reports

•Poorly conducted meeting

>successful meetings = successful projects

•Gaps in change control management

•No template reuse

•Inefficient communication

>How much time on E-mail ….. Send 50 Emails a day

•Gaps in Requirement Gathering

What is SharePoint

Web BasedSystem

CMS

Centralization

KeyComponentsv2007

WSS

MOSS

KeyComponentsv2010

SharePointFoundationserver 2010

SharePoint2010 Server

Integrateswith systems

AccessDatabase

OracleDatabase

SAP

free

free

Site Structure and Hierarchy

ov1_slide2

Site collection

Site collection

Subsites

Subsites

Top-level sites

Top-level sites

•Site Administration

•Templates

•Reporting visibility forSenior Mgt

UrL Links – budget dept.

UrL Links – Audit dept.

Calendar – Budget dept.

Calendar – Audit dept.

Project(x)

Project(y)

Project(z)

BT Financial Groups- 40 PMs

Result

PMs save 3 hrs a week

Resulting in 5000hrs

Savings of 490K

Solution

automating the process of extracting information from other systems andpopulating this data into forms

Problem

take the manual processes out of chasing people for information andcopying it from other systems

BT Financial Groups- 40 PMs

Result

Resulting in 420hrs per year

Savings of 50K

Solution

Meta data search and versioning

Problem

searching for documents

phoning contributors

updating andconsolidating multiplespreadsheets

maintaining older versionsof spreadsheets forauditing purposes

Architecture

$C:\Documents and Settings\david.totten.adm\Desktop\ClientMeeting\ClientMeeting\SharePoint-Topology-Designs-base.png$

- 2 web servers

-2 MS SQLDatabase Servers

Document Management

Capabilities

Versioning

Meta Data

Security

Workflows

Search

Approve / Reject

Audit Capabilities

Document Management

Document Management

Meetings

$C:\Documents and Settings\david.totten.adm\Desktop\chaos.jpg$

Meetings

•Centralization

•Template for Structure and Order

•Historical Snapshot

•Time Mgt

•Cross Training

•Road Map Decisions

•Requirements Validation

Meetings

$C:\Documents and Settings\david.totten.adm\Desktop\meeting.jpg$

Accountability

Updated and Email goes out

Cross Training

Road Map Decisions

Requirements Validation

Change Mgt - Workflows

•Serial workflows

•Parallel workflows

•Document Retention

•Electronic Signatures

workflow

• Example – Vacation /Conference Room Calendar

• Problem – long responsetime

Security

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Security

UniquePermissions

Security

ov12_slid4

Security

02a

Security

Status Reporting

$C:\Documents and Settings\david.totten.adm\Desktop\r1.jpg$

• Report Visibility for Executive Management

John

Carol

Reporting

$C:\Documents and Settings\david.totten.adm\Desktop\r2.jpg$

ProjectClosure

Reporting

$C:\Documents and Settings\david.totten.adm\Desktop\r3.jpg$

$C:\Documents and Settings\david.totten.adm\Desktop\r4.jpg$

$C:\Documents and Settings\david.totten.adm\Desktop\r5.jpg$

-WebEx

-NetMeeting

-GoTo Meeting

Gathering Requirements

Document Work Space

Project Based on Doc

SOP

Proposal, RFP

Discussion Boards

Email Wars

Message Threads

RFPs and SOPs, Proposal

Reduced Paper Trail

WIKIs

Hawaiian term for "quick"—

online destination where users canfreely create or edit Web pagecontent

Lessons Learned, FAQs

Gathering Requirements

$C:\Documents and Settings\david.totten.adm\Desktop\docworkspace.jpg$

Yearly Reviews

-Ethics Docs

- HR Policys

Project Closure Task

Capabilities

Templates

Surveys

Project Closure Task

$C:\Documents and Settings\david.totten.adm\Desktop\r7.jpg$

Summary

•Document management

> Many projects based on getting a document out

•Status reporting

>visual web based reports and it compliments WebEx and GoTo Meeting

•Meetings Mgt

>successful meetings = successful projects

•Change control management

•Template reuse

•Project Communication

>How much time on E-mail ….. Send 50 Emails a day

•Requirement Gathering

Summary Cost Savings - BT Financial Groups- 40 PMs

Result

PMs save 3 hrs a week

Resulting in 5000hrs

Savings of 490K

Solution

automating the process of extracting information from other systems andpopulating this data into forms

Problem

take the manual processes out of chasing people for information andcopying it from other systems

Other Capabilities

Capabilities

PMO

Regulatory Compliance

Inventory Mgt

Configuration Mgt

http://NCPMI.org Nov 5, 6