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March 13 th , 2013

Donald Donais. March 13 th , 2013. SharePoint and Project Management. Donald Donais & Dave Fischer. MNSPUG General Information SharePoint & Projec t General Principals Tracking Projects Connecting to Documents Communications & Alerts Reporting & Dashboards Other Considerations Break

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March 13 th , 2013

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  1. Donald Donais March 13th, 2013 SharePoint and Project Management Donald Donais & Dave Fischer

  2. MNSPUG General Information SharePoint & Project General Principals Tracking Projects Connecting to Documents Communications & Alerts Reporting & Dashboards Other Considerations Break Project Online & Project Server 2013 Evaluations & Giveaways Agenda

  3. Develop and support 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 User Group Goal / Objectives

  4. Avtex (www.avtex.com) Benchmark Learning (www.benchmarklearning.com) Microsoft (www.microsoft.com) Wrox Press (www.wrox.com) O’Reilly (www.oreilly.com) MNSPUG Sponsors

  5. SharePoint Resource Documents SharePoint Resource links RSS Feeds Meeting Schedule Past User Group Presentations Past User Group Recordings Sponsorship Information http://sharepointmn.com Email: sharepoint@sharepointmn.com MN SharePoint Users Group Website

  6. Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page http://www.linkedin.com/groups?gid=1878792 Twitter tags - @MNSPUG and #MNSPUG Social Networking

  7. Two Opportunities to Sponsor Annual Sponsorship ($2500 annually) Money Will Help Fund MNSPUG Events Annual Sponsorship will be Reviewed Yearly Cannot be in Direct Competition with Another Annual Sponsor Looking for: Microsoft SharePoint ISV Microsoft Learning Provider Microsoft Licensing Account Reseller Lunch Sponsorship MNSPUG Sponsorship

  8. Lunch Sponsorship ($500 for a lunch) Sponsor a Lunch Event Following MNSPUG Event This can be geared toward your specific SharePoint product or capabilities MNSPUG Sponsorship Continued

  9. Next Meeting April 10th9:00 AM to 11:30 AM TBA Microsoft Technology Center Check www.SharePointMN.com for updates! Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center - Edina Upcoming Schedule

  10. Microsoft Webcast Calendar of Events http://www.microsoft.com/events/webcasts/calendar/monthview.aspx#filter SharePoint ShopTalk (Online) – Every Thursday @ 11:30 AM http://sharepointshoptalk.blogspot.com/ SharePoint Legal Users Group – 3rd Thursday @ 12:00 to 1:00 p.m. http://sharepointmnlegal.com SharePoSH – Online Virtual Event http://www.shareposh.com/Pages/default.aspx SharePoint Fest – March 18th – 20th 2013 Denver, Colorado http://www.sharepointfest.com/Denver/ Share Conference – April 10th – 12th 2013 Atlanta, Georgia http://www.sharepointfest.com/Denver/ SharePoint Best Practices Conference – May 15th – 17th Rush Creek Golf Course, Minneapolis https://www.bestpracticesconference.com/SitePages/Default.aspx SharePoint Saturday Twin Cities – May 18th, 2013 Normandale Community College, Bloomington http://sharepointsaturday.com/twincities Anything Else? Local and Online Events

  11. Evaluations & Giveaways!

  12. Presenters

  13. Introductions Donald Donais • SharePoint Consultant • Father & Drummer • @dondonais • http://talesfromitside.wordpress.com

  14. Introductions David Fischer • President and CEO of Milestone Consulting • http://lnkd.in/ajjbSU

  15. Who Are You? • Who are SharePoint People who need to Manage Projects? • Who are Project Managers? • Who are people who Manage Projects? • Who is currently using MS Project Server (any version)? • Who is interested in MS Project Server? • Who has seen SharePoint 2013? • Who has seen Project 2013?

  16. General Principals

  17. Why SharePoint and Project Management?

  18. Where Can SharePoint Help?

  19. Crawl, Walk, Run • Crawl • Out of the Box Features • Walk • Integration with MS Project • Third Party Tools • Run • MS Project Server • Custom Development with Other Applications

  20. Getting Started • Same As Any Other Product • Discovery • What is the PMO Process? • What types of projects is this helping to manage? • Information Architecture/Taxonomy • Document/Content Management • Roles • Implementation • Documentation of Solution • Training

  21. Information Architecture/Taxonomy • How is a user going to navigate? • User Interface • Single SharePoint Site Collection with all Projects • Rolling Up Specific Content to Top Level • Consistent Site Layout/Structure • How is Content Divided Up? • List/Library vs. Site/Sub-site • Global and Local Navigation

  22. Document/Content Management • Content Types • Document Templates • Workflows • Out of the Box • SharePoint Designer Custom • Third Party Vendor • Site Columns • Content Approval • Check-Out • Versioning

  23. Project/SharePoint Roles • Project Specific Roles • Project Manager • Project Team Members • Team Leads? • Executive Sponsor • Project Sponsor/Director • SharePoint Specific Roles • SharePoint Owner • SharePoint Member • SharePoint Approver • SharePoint Visitor

  24. SharePoint Training • Train Based on Roles • Owners – Needs the Most • Permissions • Creating Sites • Document Management Features • Lists and Libraries • Web Parts • Much More • Members • Adding Content Lists/Libraries • Adding Metadata • Creating Personal Views • Connecting to Office • Visitors • Navigating Around SharePoint • Opening and Reading Documents

  25. Tracking Projects

  26. Project Sites • FAB 40 Template - SharePoint 2007 & 2010 • Project Tracking Workspace • Budgeting and Tracking Multiple Projects • Change Request Management • IT Team Workspace • Team Sites (All Versions) • Project Site (SharePoint 2013) • Basic Team Site • Automatically Includes Task list and Timeline • Notebook – a.k.a. OneNote

  27. Built In Lists • Tasks List (All Versions) • Tracking Tasks • Predecessors Added in 2010 • Project Task List (All Versions) • Gantt View • Predecessors Added in 2010 • Calendars (All Versions) • Calendar Overlay Added in 2010 • Issues List (All Versions) • Bug Tracking • Contact List (All Versions) • Contact Information • Custom List (All Versions) • Milestones, Overall Project Master List

  28. Access Services • SharePoint Enterprise Version 2010 or 2013 • Tables, Queries, Forms, Reports • Issues Web Database • Projects Web Database • SharePoint 2010 • Web Databases SharePoint Sites • SharePoint 2013 • SharePoint Apps • Need Access 2013 • Creates SQL Database per Access App

  29. Microsoft Project 2010/2013 • Purpose for MS Project and SharePoint? • Synchronize Tasks • MS Project 2010/SharePoint 2010 • Create or Overwrite Task or Project Task List • Tasks and Subtasks Difficult • Create Custom Fields in MS Project • Map Fields to SharePoint • MS Project 2013/SharePoint 2013 • Create or Overwrite Task or Project Task List • Tasks and Subtasks are Separate and Easy to Use • Create Custom Fields in MS Project • Map Fields to SharePoint

  30. SharePoint Site/List Options Access Services MS Project Integration Demo

  31. Connecting to Documents

  32. Document Management Features • Ensure One Version of the Truth • Content Types/Site Columns (SharePoint 2007-2013) • Document Templates • Metadata • Persistent Workflows • Document Sets (SharePoint 2010 & 2013) • Content Approval (SharePoint 2007-2013) • Not Available Until Approved • Check-Out vs. Collaboration (SharePoint 2007-2013) • Check-Out on Documents Only • Office Web App/Office Co-Authoring Capabilities • Versioning • Major and Minor • Number of Versions Retained

  33. Connecting to Tasks • Used to Relate Content (Lists and Libraries) • Lookup Column (SharePoint 2007-2013) • Connects Lists Relationally • Enforce Relationship Behavior (2010 & 2013) • Limited to the SharePoint Site • Displaying Tasks/Associated Documents • Web Part Connections – Web Part Pages • Default Display Form

  34. Project Content Types Document Management Settings Associating Tasks and Documents Demo

  35. Communication & Alerts

  36. Alerts • Very Powerful and Most Overlooked Tool • Automatically Communicating Activity • SharePoint Alerts • List/Library Level • Item/Document Level • Search Level • Options Include • Users • Send Alerts for These Changes • When to Send Alerts Most Importantly – You Can Sign Somebody Else Up!

  37. Workflows – Out of the Box • Add Automated to and Existing Business Process • Used to Communicate or Effect Document Lifecycle • Workflows Include: • Approval • Collect Feedback • Collect Signatures • Three-state • Disposition Approval • Information Management Policy

  38. Custom Workflows • SharePoint Designer 2007 – 2013 • Advanced Workflows to Alert to Interact with Content • Conditions & Actions • Stages & • SharePoint Designer 2010/2013 and Visio • Workflow Visualization • Third Party Vendors • Nintex • K2

  39. Other Communication • Real Simple Syndication (RSS Feeds) • Subscribe to RSS Feed • RSS Feed Readers • Connecting to Outlook • Tasks • Calendars • Contacts • SharePoint Workspace 2010 • SkyDrive (SharePoint 2013) • Tags and Notes (SharePoint 2010 – 2013) • Tag Content, Lists/Libraries or Pages • Following (SharePoint 2013) • Followed Content is Available in My Site

  40. SharePoint Alerts Out of the Box Workflows Following Demo

  41. Dashboards

  42. Web Parts & Views • Quick Look at Important Info • Can Display

  43. Task Aggregation • SharePoint 2013 Features • My Tasks • Aggregate Across All SharePoint • Include Tasks From Exchange 2013 • Include Tasks from Project 2013 • Different Views • Important and Upcoming • Active • Completed • By Task List

  44. Creating a Dashboard My Tasks Demo

  45. Resources • SharePoint 2007 FAB 40 • http://technet.microsoft.com/en-us/sharepoint/bb407286.aspx • SharePoint 2010 FAB 40 • http://www.techsolutions.net/SharePointSolutions.aspx • Microsoft Office – SharePoint and Project • http://office.microsoft.com/en-us/support/results.aspx?qu=project&ex=2&filter=1&av=osu

  46. Break Time

  47. Please Fill Out Evaluations Drawings for Giveaways Today’s Presenters: Donald Donais David Fischer Last But Not Least

  48. Thanks for coming!

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