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SharePoint Saturday Cincinnati October 27, 2012 Leveraging SharePoint as a Project Management Tool across the Enterprise October 27, 2012 Shila Nagarsenker,

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Presentation on theme: "SharePoint Saturday Cincinnati October 27, 2012 Leveraging SharePoint as a Project Management Tool across the Enterprise October 27, 2012 Shila Nagarsenker,"— Presentation transcript:

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

2 Spooky AGENDA Introduction Situation Analysis – Whats 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! 2This 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: Find me on 3 This material is copyrighted by Shila B Nagarsenker, 2012

4 NKY SharePoint Users Group Serving the Northern Kentucky and Cincinnati area Thursday, January 10 th, 2013, 3-5 PM Covington Radisson Inn 668 West Fifth Street, Covington, Kentucky 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. S AVE THE D ATE !! 4

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

6 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 Ensure compliance with standards and practices Findability and Access to Project Documentation 6This 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) 7This 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) Staffing Matrix Requirements Document Test Plan Large Development (Dev3) Staffing Matrix Requirements Document Technical Specifications Test Plan 8This material is copyrighted by Shila B Nagarsenker, 2012

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

10 Artifacts for DEV2 Methodology Staffing MatrixTest Plan Requirements Document 10This 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 11This material is copyrighted by Shila B Nagarsenker, 2012

12 WHAT IS A CONTENT TYPE? 12This material is copyrighted by Shila B Nagarsenker, 2012

13 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 13This material is derived from Microsoft Corporation

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

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

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

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

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

19 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?? Im glad I didnt pay for this. 20 This material is copyrighted by Shila B Nagarsenker, 2012

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

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

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

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

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

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

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

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

29 29This material is copyrighted by Shila B Nagarsenker, 2012

30 30This material is copyrighted by Shila B Nagarsenker, 2012

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

32 32This material is copyrighted by Shila B Nagarsenker, 2012

33 33This material is copyrighted by Shila B Nagarsenker, 2012

34 34This material is copyrighted by Shila B Nagarsenker, 2012

35 35This material is copyrighted by Shila B Nagarsenker, 2012

36 36This material is copyrighted by Shila B Nagarsenker, 2012

37 37This material is copyrighted by Shila B Nagarsenker, 2012

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

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

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

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

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

43 Set Defaults 43This 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. 44This 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. 45This material is copyrighted by Shila B Nagarsenker, 2012

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

47 SharePoint Saturday Cincinnati October 27, 2012 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 47

48 Feel free to contact me Blog: 48This 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 49

50 Thanks To Our Sponsors 50


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