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Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Sponsors Platinum Gold Silver.

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Presentation on theme: "Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Sponsors Platinum Gold Silver."— Presentation transcript:

1 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Sponsors Platinum Gold Silver

2 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs - June 1 st, 2013 SPS EVENTS Chicago- Suburbs SharePoint-Powered Project Management A Blueprint & Playbook Using OOTB SharePoint

3 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs About the Presenter… Mark E. Vogt Principal Architect, SharePoint Practice, Netrix LLC. Engineering (Aerospace, Robotics) background BS Aerospace – U of MN IT MS (ABT) Mechanical Engineering/Robotics – U of MN IT MS Computer Science & Applied Mathematics (Control Systems) – IIT Lured into Consulting by the challenges Alternating betwixt consulting & management by fear of boredom Driven into Project Management by aggravation Drawn into SharePoint by its revelation, simplicity & power Inventing & Fly Fishing every other waking minute

4 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Attendees understand some key terms Attendees see high-level Blueprint with some key representative features Attendees see high-level Playbook with some key representative features Attendees understand some key “Big Picture” concepts Speaker sneaks in some additional insights Legend: Informational/Big Picture slides Blueprint – related slides Playbook – related slides Session Goals…

5 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Motivation: a sneak peek at The Solution… Project Sites We’re going to be building “intelligent” sites…but they have to be used to work!

6 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs THINGS you’ll need… Hardware: Server Farm (size doesn’t matter) Software: Microsoft SharePoint (year/version don’t matter - Foundation, Standard or Enterprise) Microsoft Project 2010 or 2013 (better – very cool features) SharePoint Designer Visual Studio (optional-but-handy) SharePoint Constructs: Sites Libraries & Lists Site Content Types Site Columns List & Library Alerts -Enabled Lists & Libraries SharePoint Privileges: Site Collection Administrator privileges Central Admin privileges (or at least ability to request small-but-critical mods) A COMPLETE COMMITMENT by your organization to using SharePoint correctly

7 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Solution must be created primarily from: nested websites web pages lists & libraries (key – use CUSTOM Content Types !) site content types – enables creation of columns (properties) site columns alerts workflows (typically declarative LWFs created by SharePoint Designer) Use this solution to “earn” enhancements & 3 rd party tools ! APPROACH: Leverage OOTB components…

8 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs DEFINITIONS: “Blueprint” & “Playbook”… BOTH Blueprint AND Playbook are VITAL… Blueprint = playing field, environment (how to BUILD it) Playbook = players, rules, plays (how to USE it) blue·print / bloo- prìnt / noun 1.a technical drawing with white lines printed on a blue background, usually of an architectural or engineering design plan or guide: 2.a plan of action or a guide to doing something or making something; Synonyms: plan, drawing, design, outline. Source: Bing Dictionary play·book / ˈ ple ɪˌ b ʊ k/ noun 1. the script of a play, used by actors. 2. a book containing the scripts of one or more plays. 3. Football. a notebook containing descriptions of all the plays and strategies used by a team, often accompanied by diagrams, issued to players for them to study and memorize before the season begins. Source: Dictionary.com

9 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs DEFINITION: Collaboration… Definition of collaboration (n) Bing Dictionary col·lab·o·ra·tion [ kə làbbə ráysh'n ] 1. the act of working together with one or more people in order to achieve something 2. working with enemy: the betrayal of others by working with an enemy, especially an occupying force Synonyms: cooperation, teamwork, partnership, association, alliance, relationship Hinges on an understanding of what “working together” MEANS. Surprisingly HARD to actually put into PRACTICE-able terms!

10 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs DEFINITION: Collaboration… Definition of collaboration (n) Diktionary der Vogt col·lab·o·ra·tion [ kə làbbə ráysh'n ] 1. The definition, assignment, negotiation, execution & tracking by a team of people of a set of well-defined tasks and related items which, taken as a whole, signify the accomplishment of a set of aligned goals. Collaboration is achieving goals through team-managed tasks & lists.

11 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs DEFINITION: Project Management… Project Management the discipline of planning, organizing, motivating, and controlling resources related to projects. Project a temporary endeavor with a defined beginning and end (usually time- constrained, and often constrained by funding or deliverables), undertaken to meet specific goals and objectives, typically to bring about beneficial change or added value. Successful Project Management requires Effective Collaboration!

12 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs BIG PICTURE: Metaphors for “Project”… Project-as-workplan has DISADVANTAGES  requires MS Project – typically only few have this not easily concurrently manipulated – typically held hostage by the PM cannot “contain” documents (SOW, charter, reports, deliverables, etc) Project-as-document (e.g. spreadsheet/report) has DISADVANTAGES  cannot “contain” workplan or any other documents not easily concurrently manipulated Project-as-website has numerous ADVANTAGES can aggregate literally everything about a project into a single construct! can possess its own set of properties (in a list called Project Metrics) can act as a container for multiple lists & documents can be manipulated concurrentlyby all team members (not solely the PM) can be intelligent, reacting to events via Alerts, WFs, Timer Jobs, web parts can automate key project processes and/or process management can “roll-up” key information in a hierarchical structure to form DASHBOARDS can be templated (encapsulating both content AND process intelligence) SharePoint is unique in empowering the project-as-website metaphor !

13 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs DEFINITION: vPMO… virtual Program Management Office website taking the place of a physical PMO PMO (sometimes PgMO) Program Management Office often confused/combined with PM COE (Center of Excellence) serves as a point of aggregation (dashboards) for multiple related projects can manifest as a single website or multiple websites (whatever works) Intranet vPMO/PMCOE Projects OR Intranet PMCOE Departments vPMOs Projects Our solution incorporates either solitary or multiple vPMOs and a COE…

14 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs The BLUEPRINT…

15 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs DEFINITIONS: “Blueprint” & “Playbook”… BOTH Blueprint AND Playbook are VITAL… Blueprint = playing field, environment (how to BUILD it) Playbook = players, rules, plays (how to USE it) blue·print / bloo- prìnt / noun 1.a technical drawing with white lines printed on a blue background, usually of an architectural or engineering design plan or guide: 2.a plan of action or a guide to doing something or making something; Synonyms: plan, drawing, design, outline. Source: Bing Dictionary play·book / ˈ ple ɪˌ b ʊ k/ noun 1. the script of a play, used by actors. 2. a book containing the scripts of one or more plays. 3. Football. a notebook containing descriptions of all the plays and strategies used by a team, often accompanied by diagrams, issued to players for them to study and memorize before the season begins. Source: Dictionary.com

16 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Option: vPMO-as-container (of projects)…

17 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Option: Department-as-container (of projects)… Jeet Kun Do of PM: If it works… use it. If it doesn’t work… don’t use it.

18 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Blueprint: a closer look at a vPMO… vPMOs are primarily for managers Project Sites are primarily for project staff

19 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Project Site: a closer look… Project Sites are not magic; they’re designed to be natural, intuitive & organized…

20 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Landing Page: A closer look… Project Overview/Status Project Announcements Project Calendar Project Goals Project Issues Project Risks Project Decisions Project Questions Business Needs (or User Stories) Solution Requirements Project Tasks Project Tests Project Defects Project Snippets Project Documents Landing Pages only look vast, but swiftly become invaluable… DISPLAY only lists relevant to current project phase… ORDER lists to reflect methodology… DISPLAY “Landing Page View” of each list…

21 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Landing Page: A closer look… This is an actual list, making all the data accessible in SPD as if they were properties of the site!... BEST PRACTICE: project staff share news HERE, letting built-in alert send out s.

22 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Landing Page: A closer look… BEST PRACTICE: project staff interact HERE, updating, status-ing, etc. This may be the MOST important list in the site !

23 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Landing Page: A closer look… USEFUL: it’s easy to discern where the current attention is/should be – it’s the first incomplete task …

24 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Landing Page: A closer look… USEFUL: all key info about tests is provided in an easy-to-skim display; additional details are NOT required here, but ARE available in “Details” view…

25 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Key List: Business Needs… Everything about business needs starts and stays in a traceable list… DON’T say “no” to functionality… say “not yet”, and capture as a future version… PRIORITIZE functionality to keep developers focused… TRACK state of each story…

26 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Key List: Solution Requirements… BEST PRACTICE: Begin all reqs with single UPPER CASE ACTION VERB; remainder of description must be CLEAR, SUCCINCT, ATOMIC and MEASUREABLE… DON’T say “no” to functionality… say “not yet”, and capture as a future version… PRIORITIZE functionality to keep developers focused… TRACK state of each req… TRACE each req back to a NEED… Everything about a solution requirement starts and stays in a traceable list… CONDITION enables “flagging” problems…

27 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Key List: User Stories… Everything about user stories starts & stays in a traceable list… TRACK state of each story… DON’T say “no” to functionality… say “not yet”, and capture as a future version… PRIORITIZE functionality to keep developers focused…

28 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Key List: Tasks… BEST PRACTICE: when in doubt, DEFINE the task but do NOT assign it; It will appear HERE, as homework for the PM to assign … EL CHEAPO (but cool) – a simple visual indicator of % complete is actually quite handy… BEST PRACTICE: Begin all tasks with single UPPER CASE ACTION VERB; remainder of description must be CLEAR, SUCCINCT, ATOMIC and MEASUREABLE… BEST PRACTICE: on any given day, no one should have more than 2-3 “A” tasks… (PM’s job) BEST PRACTICE: LET everyone see what everyone else is currently doing – then they can ASSIST… Tasks is the most-used list in an entire project site…so make it work for your team!

29 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs COOL MS Project 2013 Feature – Task Sync ! PM Project Members Task Sync enables individual project members to update their tasks concurrently in a SharePoint LIST, yet have that effort automatically feed the PM’s workplan! Task Sync MS Project Workplan Project Site While not ideal (yet), this IS very welcome best-of-both-worlds functionality for those seeking to use SharePoint for Effective Project Management…

30 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Key List: Processes… Process-as-item metaphor enables “State Machine” Workflow Projects involving repeated, complex processes can be readily tracked Complex processes can be automated in smaller, re-usable WFs Complex processes can be partially automated, but the management fully automated Numerous people can “feed” these items (unlike MPP files) Numerous documents (deliverables) can be involved in a single process Numerous stages can be readily tracked Numerous criteria for completion can be readily & intuitively tracked This is called “Embedding” Methodology in the website The website contains (retains) the process – freeing the workers to work! Capturing Key Project Processes in lists sets the stage for “embedding” methodology! Task Workflows Library Workflows Process Workflow(s)

31 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs A bit on Workflows… 2 types of workflows are required: 1.triggered by events occurring on a single item/document: Item or Document Created Item or Document (properties or content) Changed 2.triggered regardless of an event occurred (scheduled tasks) Typically SPD Workflows (Declarative) can only be triggered when an item is created and/or changed. Triggering SPD Workflows to run on a scheduled basis requires a custom timer job CHALLENGE: Sometimes custom timer jobs are NOT always possible Organization doesn’t have development capability Organization policy prohibits deployment of custom timer jobs into PROD farm Useful Workaround: Leverage the nightly timer job already built-into the Information Management Feature! Create a Retention Stage which repeats a selected WF daily, starting immediately after creation … With both event-triggered and scheduled WFs, much is possible…

32 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Content Types for Project Management… System Item ABCItem ABCProject ABCProjectGoal ABCProjectRisk ABCProjectIssue ABCBusinessNeed ABCSolutionRequirement ABCSolutionStory ABCProjectProcess ** ABCProjectTask ABCSolutionTest ABCSolutionDefect ABCSolutionEnhancement … Document ABCDocument ABCProjectDocument Use THESE content types instead of “item” in lists DEFINE these at (at least) at the site collection level Don’t OVER-solve your needs SUBCLASS document content types only when genuinely needed ! Just a few content types can be very effective for project management…

33 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs VITAL: Do NOT Modify Built-in Content Types ! System MUST NOT be modified! Item MUST NOT be modified! Document MUST NOT be modified! SharePoint itself uses these content types in internal WFs etc Changing these content types can BREAK SharePoint! DERIVE organization-specific “ABCItem” subclass SUBCLASS all list content types from this pseudo-root class DERIVE organization-specific “ABCDocument” subclass SUBCLASS all library content types from this pseudo-root class STORE all custom content types under “Custom ABC Site Content Types” STORE all custom columns under “Custom ABC Site Columns” CREATE abstract (“placeholder”) content types as needed ASSIGN properties to abstract content types to leverage inheritance USE tabs, color and [ ]’s to differentiate content types, properties & values Let’s look at a few key content types as examples…

34 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Key Content Type: ABCProjectTask… DON’T use the OOTB Task content type – has “quirks” Defining OWN Task content types using NO OOTB site columns eliminates these quirks Use Description field to define actual task Use Notes field as running series of log/journal entries re: the task; essentially a status report o System o Item Title [single line text] o ABCItem Description [multi-line text] Priority [A, B, C] Condition [Green, Yellow, Red] Notes [multi-line text] o ABCTask %Complete [number, 0-1, %] %CompleteBar [Calculated; = REPT(“*”, 10*(%Complete) )] Status [Unstarted, Started, Pending, Completed, Deferred, Cancelled ] ABCProjectTask Client [single line text OR lookup OR managed metadata] Program [single line text OR lookup OR managed metadata] Project [single line text OR lookup OR managed metadata]

35 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs ABCProjectTask in a Tasks List…

36 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Key Content Type: ABCProjectProcess… DON’T model process-as-document (or document-as-process) - often leads to constraints! DO model process-as-content type derived from Item – not Document Can have multiple statuses representing stages, conditions, etc for completion Can have multiple documents associated with a given process instance Multiple events all over site collection trigger multiple (small) WFs but update single process instance (This is essentially a “State Machine Workflow” capable of being coded by SPD instead of VS) Information about process is explicit & visible rather than hidden inside SharePoint Processes list literally becomes a dashboard into the overall status of the processes DO create MULTIPLE Process content types – one for every process required by a project! o System o Item Title [single line text] o ABCItem Description [multi-line text] Priority [A, B, C] Condition [Green, Yellow, Red] Notes [multi-line text] o ABCProcess Status1 [Unstarted, Started, Pending, Completed, Deferred, Cancelled ] … StatusN [Unstarted, Started, Pending, Completed, Deferred, Cancelled ] ABCProjectProcess Client [single line text OR lookup OR managed metadata] Program [single line text OR lookup OR managed metadata] Project [single line text OR lookup OR managed metadata]

37 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs ABCProjectProcess in a Process List…

38 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs The PLAYBOOK…

39 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs DEFINITIONS: “Blueprint” & “Playbook”… BOTH Blueprint AND Playbook are VITAL… Blueprint = playing field, environment (how to BUILD it) Playbook = players, rules, plays (how to USE it) blue·print / bloo- prìnt / noun 1.a technical drawing with white lines printed on a blue background, usually of an architectural or engineering design plan or guide: 2.a plan of action or a guide to doing something or making something; Synonyms: plan, drawing, design, outline. Source: Bing Dictionary play·book / ˈ ple ɪˌ b ʊ k/ noun 1. the script of a play, used by actors. 2. a book containing the scripts of one or more plays. 3. Football. a notebook containing descriptions of all the plays and strategies used by a team, often accompanied by diagrams, issued to players for them to study and memorize before the season begins. Source: Dictionary.com

40 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Key “Plays” for effectively using project sites… Play: Project Site Creation & Configuration Play: The Daily Skim Play: The Daily Update Play: Task Assignment Play: Task Negotiation Play: Issue Handling Play: Risk Handling Play: Goal Defining Play: Asking Questions Play: Sharing Snippets Play: Preparing Documents (deliverables) Play: Participating in Processes Play: Discussions Play: Testing Play: Defect Tracking Surprisingly few properly executed plays can produce VERY effective project management ! These plays must be understood and executed by EVERYONE – not merely the PM !

41 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs CRITICAL PLAYS to PERFECT… OBSERVATIONS: “Communication” is NOT “Collaboration” (Project Management) (a communication tool) originally served a purpose; now it’s detrimental “File Sharing” is NOT “Collaboration” (Project Management) File Servers (file sharing tools) originally served a purpose; now they’re detrimental Both technologies have a place in Project Management, but not for true collaboration PM via PM via FILE SERVER The sooner the (r)evolution to SharePoint, the more effective the Project Management

42 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Standard Play Outline: PlayABC Players: List players Scenarios: Describe the scenarios (when) in which this play occurs Mechanisms: Describe the mechanisms/tools used in executing this play Actions: Describe the base actions using upper case “actions” verbs (e.g. “BROWSE blah blah blah”, “TYPE blah…”, “CLICK blah”…) Outcomes: Describe the possible/typical outcomes Notes: Provide any miscellaneous notes which may be of interest toward successful execution of this play

43 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Play: Project Site Creation & Initial Configuration Players: Project Manager Scenarios: Whenever a new project is about to start Mechanisms: Website Access Actions: BROWSE to vPMO location (URL will be communicated) NAVIGATE to Site Content > Create Site CHOOSE appropriate Project Site Template (there may be several) & COMPLETE details => New project website created ADD project members CONFIGURE Landing Page with appropriate lists for beginning of project lifecycle UPLOAD any already-existing content to appropriate lists & libraries COMMUNICATE existence of new project site to relevant parties Outcomes: Project site is ready for use by project players Project content automatically begins “feeding up” into dashboards in sites above it Notes:

44 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Play: Project Site Daily Skim Players: All project players (employees, managers, clients, partners) Scenarios: Every day. No exceptions. Mechanisms: Website Access Actions: BROWSE to Project Site URL SKIM entire Project Site Landing Page from top to bottom, noting those items with “new” icon Outcomes: Performer is caught-up on current status of The Project Notes: Landing Page should contain instances of only those lists which are relevant for the current project phase Refrain from attempting to avoid the Daily Skim by configuring alerts

45 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Play: Project Site Daily Update Players: All project players (employees, managers, clients, partners) Scenarios: Every day. No exceptions. Mechanisms: Website Access Actions: BROWSE to Project Site URL NAVIGATE to each list requiring updates ADD/CHANGE/UPDATE each list item requiring updates (typically News, Issues, Questions, Tasks, others) Outcomes: Project Site is current for other project teammates Project Site’s Alerts & WFs react to updates Notes: Landing Page should contain instances of only those lists which are relevant for the current project phase When in doubt – UPDATE; better to have content which can later be adjusted, than MISSING info! Project Teams which perfect this single play will immediately begin seeing results !...

46 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Play: Task Assignment Players: All project players (employees, managers, clients, partners) Scenarios: Whenever any project player perceives a project-relevant task needs doing Mechanisms: Website Access Access (for players without direct access to project site) e.g. Actions: ADD new Task (or COMPLETE Task Form, using Description field to succinctly describe the task, and Notes for journal entries SUBMIT Outcomes: Performer is alerted (immediately or daily) via Performer pro-actively (daily at least) reviews Task List Notes: EVERYONE is permitted and EXPECTED to define & assign tasks WHEN in DOUBT, DEFINE task but leave UN-assigned EXPECT initial task to evolve

47 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Play: Task Negotiation Players: Task Performer and Task Requester (could be anyone in The Project) Scenarios: A Project Member receives a newly-defined & assigned task (from ANYONE) Mechanisms: Website Access Actions: REVIEW the assigned task for Clarity, Measure-ability, Brevity and Atomic-ness REVIEW Priority, Requested Timeframe and Appropriateness-of-fit CHANGE any of the values as needed (this is the negotiation part of workflow – and it’s NECESSARY); OR CHANGE Task Status to “In-Progress”, signifying acceptance. SAVE changes Outcomes: Performer has new task Requester receives Alert-based or WF-based of changes Requester counter-negotiates task REPEAT as needed Project Teams which perfect this single play will immediately begin seeing results !...

48 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Task Form – example... BEST PRACTICE: DESCRIBE task as series of UPPER CASE ACTION VERBS, with predicate being: 1. Unambiguous; 2. Succinct; 3. Atomic; and 4. Measureable (as completed) BEST PRACTICE: DESCRIBE task as series of UPPER CASE ACTION VERBS, with predicate being: 1. Unambiguous; 2. Succinct; 3. Atomic; and 4. Measureable (as completed) BEST PRACTICE: EVERYONE associated with this task uses the Notes field to keep a journal of events related to the task… This becomes an easy, painless “Status Report” for the task… BEST PRACTICE: EVERYONE associated with this task uses the Notes field to keep a journal of events related to the task… This becomes an easy, painless “Status Report” for the task… If done as a team (no troglodytes), this fast becomes “organic” as a behavior !...

49 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Play: Issue Handling Players: All project players (employees, managers, clients, partners) Scenarios: Any Project Member perceives a project-relevant issue has been identified Mechanisms: Website Access Access (for players without direct access to project site) e.g. Actions: ADD new Issue (or COMPLETE Issue Form, using Description field to describe the actual issue and Notes for journal entries, discussions, suggested steps-to-resolve. Outcomes: Performer is alerted (immediately or daily) via Notes: EVERYONE is permitted and EXPECTED to define & assign issues ! WHEN in DOUBT, DEFINE issue but leave UN-assigned Project Teams & PMs which perfect this play will immediately begin seeing results !...

50 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Effective Managers (PMs) “manage by exception” Challenge often is how to DETECT these exceptions? Defining Issues, Challenges, even Tasks as Content Types EMPOWERS SharePoint to do this vigilance FOR the PMs: CQwp’s in “dashboard sites” above project sites aggregate issues, defects, challenges, risks, questions for easy detection and swift response Alerts & WFs within project sites react immediately to new/changed issues and send s (reactive) The Big Picture – EXCEPTION HANDLING… PMs which encourage teams ‘feeding’ numerous lists get to focus all their energy on handling exceptions rather than detecting them !...

51 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs The Big Picture – dashboards are possible… CQwp’s or Custom Search Results wp’s can be used to create VERY effective dashboard components, delivering different metrics & exceptions to different audiences at different levels in the site collection… Management at all levels benefit from project management-via-lists…

52 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs The Big Picture: website-as-status report… Imagine: No More weekly preparing “current” status reports The Landing Page of a Project Site is the status of The Project The Landing Page of the PM’s site is the status of all his/her Projects The Landing Page of the Program site is the status of The Program The Landing Page of the PMO site is the status of all Programs The Landing Page for the CxO displays only their needed status Everyone easily feeds all lists in all sites all day! As a Result: All Status is current up-to-the-SECOND No one wastes time preparing reports

53 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs EXECUTING these simple-but-powerful plays as a TEAM ! Everyone LEARNS The Plays – the “how” and the “why” Everyone PERFORMS The Plays - with PERFECT EXECUTION No one is a prima donna Lack of Knowledge => poor execution => failure as a team KEYS TO SUCCESS…

54 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Make collaboration as simple as “work the site”… CREATE lists/libraries for each part of methodology DOESN’T matter which SDLC approach LISTS for Waterfall approaches LISTS for Agile approaches LISTS for Hybrid (public or proprietary) KEEP lists at least on QuickLaunch ADD lists to Project Site’s Landing Page for convenience SHOW lists only for current stage/phase of methodology SHOW “landing page” views which limit info to essentials ORDER the lists to infer “where The Project is”… TEACH users to “work the site” from top to bottom DAILY, ALL DAY The Big Picture: “Embedding Methodology”…

55 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Most projects & methodologies suffer from Completion Ambiguity, read “HOW do we really know when we’re DONE? A project-as-container-of-lists metaphor provides (often for the first time for organizations) a practical Criteria for Completeness for The Project: WHEN: ALL workplan tasks have %Complete = 100%; AND All (additional) project tasks have %Complete = 100%; AND All Goals have Status = “Met”; AND All Issues have Status = “Closed”; AND … All Tests have Status = “Completed-Passed”; AND All Defects have a Status = “Closed-Fixed”… THEN The Project IS COMPLETE ! A project-as-website metaphor puts ALL this criteria on a SINGLE PAGE! The Big Picture – Finally a CRITERIA for “DONE”… A + B + C … + X + Y + Z = DONE ! A + B + C … + X + Y + Z = DONE !

56 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs The Big Picture – Evolving Project Sites… Challenge: Projects (software in particular) often end up in multiple versions (v1.0, 2.0, etc) There are always remnants from the previous project which need to go into next project The current version is operational, and needs a mechanism for operational maintenance Imagine: Project sites as “virtual rooms” created even before a project is a project! Project sites becomes the sole container of all content for this project Project sites “evolve” over to serve different purposes of a project Project sites “multi-task” serving multiple concurrent purposes ! Pursuit for v3.0 Project for v2.0 Operations for v1.0 Project sites possess a set of “states” indicating where they are in each of these cycles: Result: Everything (really) about this project – its entire past, present & future – is here A “project” site isn’t really about a “project” any more – it’s about a “solution”… The question shouldn’t be “Can we do this?”, but “Why aren’t we doing this?”…

57 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs The Big Picture – Templating Intelligent Project Sites Imagine: Senior staff prepare a standard project site for a new, complex project Over the course of The Project the site is “tuned” for that type of project Custom lists representing aspects of the methodology employed Many lists are now populated with much information that can be re-used Processes & expertise are “embedded” into the project site Result: This “flagship” project site can be templated lock, stock & barrel The next time a similar type of project is begun, instead of starting with a standard project site and having to re-customize it, you get the customized site right from the start! This new project site then represents an “experienced” site! Less-experienced staff can then simply employ this site and function as if they themselves were more experienced! All projects of this type could then be estimated and executed with greater duplication, hence greater expectation for success

58 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Discussion…

59 Copyright © 2013 Mark E. Vogt. All rights reserved. SharePoint Saturday Chicago Suburbs Mark E. Vogt, Principal Architect Netrix LLC – SharePoint Practice 2801 Lakeside Drive Bannockburn, IL USA Cell: Blog: markvogt.VOGTLAND.ws Personal WATCH for 2 new books by Mark Vogt: SharePoint-Powered Project Management: A BluePrint & Playbook (available on Amazon.com June 2013) Sayings of The Wise Consultant (available on Amazon.com Summer 2013) To Contact the Presenter…


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