Leveraging SharePoint as a Project Management Tool across the Enterprise October 27, 2012 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

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

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: ShilaTech@wordpress.com Twitter: @ShilaTech Find me on www.LinkedIn.com This material is copyrighted by Shila B Nagarsenker, 2012

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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

This material is copyrighted by Shila B Nagarsenker, 2012

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

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

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

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

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

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

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

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

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

This material is copyrighted by Shila B Nagarsenker, 2012

This material is copyrighted by Shila B Nagarsenker, 2012

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

This material is copyrighted by Shila B Nagarsenker, 2012

This material is copyrighted by Shila B Nagarsenker, 2012

This material is copyrighted by Shila B Nagarsenker, 2012

This material is copyrighted by Shila B Nagarsenker, 2012

This material is copyrighted by Shila B Nagarsenker, 2012

This material is copyrighted by Shila B Nagarsenker, 2012

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

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

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

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

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

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

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

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

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

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

This material is copyrighted by Shila B Nagarsenker, 2012 Feel free to contact me Email: shila2011A@gmail.com Blog: ShilaTech@wordpress.com Twitter: @ShilaTech www.LinkedIn.com This material is copyrighted by Shila B Nagarsenker, 2012

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

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