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Leveraging SharePoint as a Project Management Tool across the Enterprise October 27, 2012 Shila Nagarsenker, PMP. MCTS I The material and examples in.

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Presentation on theme: "Leveraging SharePoint as a Project Management Tool across the Enterprise October 27, 2012 Shila Nagarsenker, PMP. MCTS I The material and examples in."— Presentation transcript:

1 Leveraging SharePoint as a Project Management Tool across the Enterprise October 27, Shila Nagarsenker, PMP. MCTS I The material and examples in this presentation are copyrighted by Shila B Nagarsenker, 2012 This material is copyrighted by Shila B Nagarsenker, 2012

2 This material is copyrighted by Shila B Nagarsenker, 2012
Spooky AGENDA Introduction Situation Analysis – What’s the Problem? Business/Stakeholder Needs Project Manager Project Team EPMO Organization SharePoint Capabilities Solution using SharePoint for Project Sites Value Proposition & Summary Q&A Boo! This material is copyrighted by Shila B Nagarsenker, 2012

3 Some scary info about me
PMI-Certified Project Manager (PMP) MCTS – Microsoft Certified Technical Specialist Active Member, Cincinnati SharePoint Users Group Co-Founder, Northern Kentucky SP Users Group United Way WINGs member Creative Writing Group Volunteer for American Council of the Blind Blog: Twitter: @ShilaTech Find me on This material is copyrighted by Shila B Nagarsenker, 2012

4 NKY SharePoint Users Group
Serving the Northern Kentucky and Cincinnati area Thursday, January 10th, 2013, 3-5 PM Covington Radisson Inn 668 West Fifth Street, Covington, Kentucky 41011 Save the Date!! Keynote Session: How the Federal Home Loan bank uses SharePoint for its public web content management. Speaker: Tom Daria Business User Track: Panel discussion on user adoption with Steve Caravajal, Microsoft Corporation Technical Track: Shane Young, Rackspace Hosting Join us afterwards for Socializing and Networking at SharePint in the revolving restaurant in the hotel, sponsored by Sogeti.

5 I’ve heard of multi-tasking but…
This material is copyrighted by Shila B Nagarsenker, 2012

6 This material is copyrighted by Shila B Nagarsenker, 2012
Stakeholder Needs Project Manager Follow an established, consistent process for all projects Prepare required project artifacts Location for project documentation Team communications and collaboration Gain and store approvals for artifacts Enterprise Project Office (EPMO) Ensure compliance with standards and practices Communicate current artifacts and templates Access to Project Documentation Organization Findability and Access to Project Documentation This material is copyrighted by Shila B Nagarsenker, 2012

7 Multiple Project Management Methodolgies
Examples Small Development (Dev1) Medium Development (Dev2) Large Development (Dev3) Small Infrastructure (Inf1) Medium Infrastructure (Inf2) Large Infrastructure (Inf3) This material is copyrighted by Shila B Nagarsenker, 2012

8 Artifacts Required for Different Methodolgies
Small Development (Dev1) Staffing Matrix Project Life Cycle Document Medium Development (Dev2) Requirements Document Test Plan Large Development (Dev3) Technical Specifications This material is copyrighted by Shila B Nagarsenker, 2012 This material is copyrighted by Shila B Nagarsenker, 2012

9 Artifacts for DEV1 Methodology
Staffing Matrix Project Life Cycle Document This material is copyrighted by Shila B Nagarsenker, 2012

10 Artifacts for DEV2 Methodology
Staffing Matrix Requirements Document Test Plan This material is copyrighted by Shila B Nagarsenker, 2012

11 SharePoint Capabilities
Site Collection and Sites Document Libraries Version Control Check In/Check Out Approval Workflows Lists Surveys Slide Libraries Security Content Types This material is copyrighted by Shila B Nagarsenker, 2012

12 This material is copyrighted by Shila B Nagarsenker, 2012
What is a Content tYpe? This material is copyrighted by Shila B Nagarsenker, 2012

13 This material is derived from Microsoft Corporation
Content Type A content type is a reusable collection of metadata (attributes), workflow, behavior, and other settings for a category of items or documents in a Microsoft SharePoint Foundation 2010 list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way This material is derived from Microsoft Corporation

14 Let’s apply the concept of Content Types
Staffing Matrix Project Number Project Name Project Manager Process Group EPMO-approved Template Approval of completed artifacts This material is copyrighted by Shila B Nagarsenker, 2012

15 Let’s apply the concept of Content Types
Staffing Matrix Project Number Project Name Project Manager Process Group EPMO-approved Template Approval of completed artifacts This material is copyrighted by Shila B Nagarsenker, 2012 This material is copyrighted by Shila B Nagarsenker, 2012

16 Let’s apply the concept of Content Types
Requirements Document Project Number Project Name Project Manager Process Group EPMO-approved Template Approval of completed artifacts This material is copyrighted by Shila B Nagarsenker, 2012

17 SharePoint Scopes Farm Web Application
Site Collection (Project Portfolio) Sites (Individual Projects)

18 SharePoint Farm, Onion Farm, Hmmm I think I’ve got it!
This material is copyrighted by Shila B Nagarsenker, 2012

19 This material is copyrighted by Shila B Nagarsenker, 2012

20 I know life is like a box of chocolates but seriously?
A bag of is like a Portfolio of projects?? An is like a project?? I’m glad I didn’t pay for this. This material is copyrighted by Shila B Nagarsenker, 2012

21 Project Portfolio This material is copyrighted by Shila B Nagarsenker, 2012

22 You can configure in different ways
This material is copyrighted by Shila B Nagarsenker, 2012

23 This material is copyrighted by Shila B Nagarsenker, 2012
EPMO can maintain list of the most current Project Artifact Templates This material is copyrighted by Shila B Nagarsenker, 2012 This material is copyrighted by Shila B Nagarsenker, 2012

24 EPMO –approved Templates
This material is copyrighted by Shila B Nagarsenker, 2012

25 Project Portfolio This material is copyrighted by Shila B Nagarsenker, 2012

26 Standard yet flexible for PM
This material is copyrighted by Shila B Nagarsenker, 2012

27 Project Artifacts with Versioning and Approval status
This material is copyrighted by Shila B Nagarsenker, 2012

28 Add an Artifact This material is copyrighted by Shila B Nagarsenker, 2012

29 This material is copyrighted by Shila B Nagarsenker, 2012

30 This material is copyrighted by Shila B Nagarsenker, 2012

31 Remember to Check-in This material is copyrighted by Shila B Nagarsenker, 2012

32 This material is copyrighted by Shila B Nagarsenker, 2012

33 This material is copyrighted by Shila B Nagarsenker, 2012

34 This material is copyrighted by Shila B Nagarsenker, 2012

35 This material is copyrighted by Shila B Nagarsenker, 2012

36 This material is copyrighted by Shila B Nagarsenker, 2012

37 This material is copyrighted by Shila B Nagarsenker, 2012

38 Supporting Documents This material is copyrighted by Shila B Nagarsenker, 2012

39 Contact List This material is copyrighted by Shila B Nagarsenker, 2012

40 Slide Library This material is copyrighted by Shila B Nagarsenker, 2012

41 Built-in Surveys This material is copyrighted by Shila B Nagarsenker, 2012

42 Dev 3 Project This material is copyrighted by Shila B Nagarsenker, 2012

43 Set Defaults This material is copyrighted by Shila B Nagarsenker, 2012

44 SharePoint Project Sites Value Proposition-Employee
Direct access to all required documentation for various methodologies including the most up-to-date EPMO templates. Ability to collaborate and communicate in one place using SharePoint lists and libraries to manage versions of documents, issues, risks, action items, and anything else needed. More efficient and simplified artifact approval process through SharePoint workflow automation. Ensures proper links are sent. Ability to manage artifact versions using SharePoint version control. PM has ability to manage security and configuration of project sites to individual needs while maintaining overall consistent framework Project teams can find project documentation easily and reduction of negative impact due to turnover or reorganization. Slide Loyal customers are 2 X more likely to stay with the bank. They carry 57% higher balances ($16,475 vs. $10,474) 12% more products and services (as we provide better service and build deeper relationships with our customers cross sell becomes a very large opportunity for the bank) AND Loyal customers have moved from 36% to 46% of all customers All in all we have very conservatively quantified the annualized benefit at $25 MM Transition Now lets talk about what is next for retail and what is happening in commercial and the private bank. This material is copyrighted by Shila B Nagarsenker, 2012 This material is copyrighted by Shila B Nagarsenker, 2012

45 SharePoint Project Sites Value Proposition-Enterprise
Formalized and organized artifact approvals through SharePoint workflow automation available for audit, compliance and EPMO tollgate reviews. Ensures usage of the most up-to-date EPMO artifact templates. Consistent repositories for all project documentation. Provides foundation for future integration between other Project Management systems and SharePoint for a more automated, seamless project lifecycle management. Slide Loyal customers are 2 X more likely to stay with the bank. They carry 57% higher balances ($16,475 vs. $10,474) 12% more products and services (as we provide better service and build deeper relationships with our customers cross sell becomes a very large opportunity for the bank) AND Loyal customers have moved from 36% to 46% of all customers All in all we have very conservatively quantified the annualized benefit at $25 MM Transition Now lets talk about what is next for retail and what is happening in commercial and the private bank. This material is copyrighted by Shila B Nagarsenker, 2012 This material is copyrighted by Shila B Nagarsenker, 2012

46 User Adoption and rollout considerations
Pilot Group Identify issues, education needs Find champions Consider scenarios New projects Projects In-process Transition plan Closed projects Archiving projects Phased rollout Education and Support Online Laminated Info Card In-person Use Champions This material is copyrighted by Shila B Nagarsenker, 2012 This material is copyrighted by Shila B Nagarsenker, 2012

47 PDU reporting information will be posted on the SPS Cincinnati site by early next week.
Please fill out evaluations Giveaways at the end of the day and SharePint

48 This material is copyrighted by Shila B Nagarsenker, 2012
Feel free to contact me Blog: Twitter: @ShilaTech This material is copyrighted by Shila B Nagarsenker, 2012

49 ScarePint Right here at the UC Bearcat Lounge immediately following the closing session Generously sponsored by

50 Thanks To Our Sponsors This material is copyrighted by Shila B Nagarsenker, 2012

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