Welcome to the Minnesota SharePoint User Group

1. Welcome to the Minnesota SharePoint User Group

2. Agenda • Introductions / Overview • Project Tracking / Management / Collaboration via SharePoint • Multiple Audiences for Information • Differing Levels of Sophistication • WSS / Lists / Libraries • Project Server 2003 • Q & A

3. Introductions – MNSPUG Sponsors • Inetium (www.inetium.com) • Twin Cites based Microsoft consulting company • Microsoft Gold Certified Partner • Practice Area focused on Information Worker Technologies • New Horizons – Minnesota (www.newhorizonsmn.com) • Microsoft Gold Certified Partner • Training on many technologies • Microsoft (www.microsoft.com) • I’m guessing you’ve heard of them

4. User Group Goal / Objectives • Build a local community focused on Microsoft SharePoint Technologies • Educate user group members about SharePoint Technologies • Transfer knowledge within the community • Communicate best practices • Introduce new products / solutions

5. www.sharepointmn.com • Website for user group • SharePoint resource documents • SharePoint resource websites links • RSS Feeds • Meeting Schedule • Past User Group Presentations www.sharepointmn.com

6. Upcoming Schedule • Next Meeting • February 9th 9:00 AM to 11:00 AM • Microsoft’s Bloomington Office • Topic: To Be Announced • Ongoing Schedule • 2nd Wednesday of every month • 9:00 to 11:00 am • Microsoft’s Bloomington Office

7. Project Tracking / Management / Collaboration

8. What Makes a Project? • Project definition • Project profile (ex. Type) • Project sponsor / client • Tasks • Dates (start / end) • Duration • Resources • Assignments • Reports • Gantt

9. Audiences of Project Information • Project Managers • Manage the project / update information • Track project status • Resource Managers • Manage resources / assignments across multiple projects • Resources • Update time spent on tasks • Update info re: issues • Clients / Sponsors • Track project status ex. “How are things going?” • Executives • Aggregate view of all projects

10. Key Information Traits / Relationships of Projects • Project Managers manage 1 or more projects • Resource Managers manage 1 or more resources

11. Key Information Traits / Relationships of Projects • Resources are assigned to 1 or more projects • Clients / Sponsors have 1 or more projects

12. Designing SharePoint to support tracking, management and collaboration of projects

13. Core Goals • Create better visibility into projects • Create a centralized repository for project information / documents • Provide all audiences with a view into the information on projects • Easy to maintain

14. Core Components • Windows SharePoint Services (WSS) • Lists • Document Libraries • Sub Site Listing Web Part • Templates

15. Core Design Concepts • Utilize WSS to create Client / Sponsor sites • Site dedicated to Client / Sponsor • Profile of client • Create as template • Possibly leverage external info from existing systems • Provide access to key groups / users / departments • Extranet capability

16. Core Design Concepts • Utilize WSS to create sites below Client / Sponsor Sites • Establish hierarchy of sites below client / sponsor site • Reflects 1 to many relationship of clients to projects • Access to sites is based on what users / groups are assigned to site

17. Core Design Concepts • Create custom lists to track projects • Utilize lists to store info related to clients / projects • Tasks • Contacts • Issues (bugs) • Alerts • Utilize document libraries / Form libraries to store information • Requirements • Specifications • Contracts • Alerts

18. Core Design Concepts • Utilize sites construct for meetings within a project • Project can utilize sub web part to track status meetings • Create templates to easily extend • Utilize WSS ‘Save as template’ feature • Save content or just structure

19. Other Considerations • Linking to other systems • CRM systems • Accounting systems • Existing EPM systems • Others

20. SharePoint Demo

21. Project Server 2003 / SharePoint

22. What is Project Server 2003? • Microsoft’s Enterprise Project Management (EPM) solution • Aims at addressing the scenarios of: • Multiple projects • Multiple resources • Resources assigned to multiple projects • Projects have multiple resources assigned to them • Multiple user types • Project Managers • Resource Managers • Resources • Executives

23. Project Server 2003 Technology • Both a web based and desktop tool solution • Project Web Access • Web based environment • SQL Server backend • Analysis Services (OLAP) • Windows SharePoint Services • Project Professional 2003 • Desktop Client • Connects to Project Server

24. How is Project Server 2003 Structured? • Home • Tasks • Projects • Resources • Status Reports • Updates • Risks • Issues • Documents • Admin

25. Project Server Home • Home Page • Snapshot of many of the core items a particular user needs • Updates for the user • News tasks • Status reports

26. Tasks • Task Page • Task view for a current user • Only lists tasks for user • Spans all projects • Update time on tasks • View in Gantt format • Sends updated tasks to project manager

27. Project Center • Projects • Displays projects for user with access to projects • Project manager can open projects in Project Professional to maintain and save back to Project Server • Gantt Charting • Project files (.mpp) are uploaded to Project Server to create online project

28. Resource Center • Resources • Displays resources in the system • Resource manager can add / modify resources • Central repository of resources • Resources are managed by opening up in Project Professional and then saving back up to Project Server

29. Status Reports Organizer • Status Reports • Central repository for status reports for user • Status reports can be scheduled (daily / weekly) • Resources fill out and submit to Project Manager • Project Manager can aggregate reports and get a sense of how project is going

30. Updates • Updates • View task changes submitted by resources • Project manager receives time updates from resources and publishes to central repository on project

31. Risks, Issues, and Docs • Integrates with Windows SharePoint Services (WSS) to link to WSS site where Risks are managed for each project • Risks • Risks associated with a project • Issues • Issues associated with a project • Documents • Documents associated with a project

32. Administration • Admin • Security • Manage users / groups • Manage views (reports) • Configuration • Integration w/ WSS

33. Project Server Integration with SharePoint • Project Template • Project Server provides a project template for WSS • Server can be configured to create a site by default • This site stores Documents, Risks and Issues for Project Server • Site can be used as collaborative space for users (similar to what was demonstrated earlier) • Project Web Access Web Parts • Comes with a web part with different views that can be dropped into SharePoint • Encapsulates certain parts of Project Web Access

34. Project Web Parts • Project Web Part Views • Project Portfolio Analyzer • Project Resource Assignments • Project Center • Project Report • Project Timesheet • Project Manager Updates • Can be filtered by project

35. Project Web Part Usage Scenario • My Site • Web part page • Put Project Web Access Web Part on Page • Set View • ex: Timesheet • Set project filter • 0 for all assigned • Utilize to enter time without having to go to Project Web Access main page

36. Resources • Project Server 2003 • http://www.microsoft.com/office/project/prodinfo/epm/default.mspx • Sub Web Listing Web Part • http://www.microsoft.com/sharepoint/downloads/components/detail.asp?a=413

37. Q & A